To comply with U.S. law, Stanford must verify eligibility for employment for all new employees – within three days of hire – by collecting Form I-9 and reviewing original and current documents establishing the employee's eligibility to work in the United States.
In addition, current Stanford employees with expiring employment eligibility documents must be re-verified when new documents are received and before the existing documents expire. High school students must also present a valid work permit when submitting their I-9 documents.
Students and employees who have not received/obtained their Social Security Number may submit their I-9 documents prior to receipt of the SSN. Students/employees must follow up with their local department when the number is received to update their employment records.
To support H&S Departments, Programs and Centers, H&S HR provides I-9 submission services daily on a drop-in basis. Appointments are not required.
Current H&S I-9 Processing Options (as of March 29, 2022):
In-Person I-9 Verification: (for employees in the San Francisco Bay Area)
The H&S Service Center is open for drop in I-9 acceptance on the following schedule:
- Monday - Thursday, 9:00am - 3:00pm. Closed for lunch from 11am - 12pm.
- Friday, 10:00am - 12:00pm
Location:
Littlefield Center, 3rd Floor
Please take the elevator in the East Lobby to the third floor, room 331.
- H&S Department/Program Center:
- Informs employee about H&S I-9 submission requirements on or before the first day of employment
- Remind the employee they must bring the physical, original and unexpired documents to their appointment. Photocopies, photographs, and electronic copies of documents cannot be accepted.
- Employee:
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Brings the following documents to their appointment:
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Completed page 1 of the I-9 form.
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Original, current (unexpired) documents to verify their employment eligibility (available on page 3 of the I-9 form.)
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Ensure they have completed all health and safety requirements including hygiene training and Health Check if needed.
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- H&S HR:
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Meets with employee to verify the completed page 1 of the I-9 form and photocopy eligibility documents.
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Submits I-9 form and employment eligibility documents to payroll.
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Remote I-9 Verification (for employees outside of the San Francisco Bay Area)
Employees not located in the area and are not expected to travel to campus in a timely period after their hire, or are fully remote employees must have their I-9 verified by a partner institution or through our third party provider, I-9 Anywhere. Employees cannot fully verify their employment status via email, and should not be encouraged to email these documents due to security concerns unless directed to by H&S HR.
Option 1: I-9 Anywhere
I-9 Anywhere is a service that enables new hires and existing employees who need to complete/reverify their I-9 to choose from a network of commercial verifiers located throughout the U.S. There is a $95 fee per appointment, charged to the employee’s department (an unrestricted PTA must be provided.) Please note: if an employee schedules an appointment and does not show up, the fee will still be assessed.
To schedule an I-9 Anywhere Appointment:
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H&S Department/Program/Center: Email the following information to cindyly@stanford.edu with the subject line I-9 Anywhere Request
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Employee Name
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Employee ID Number
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Department/Program
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PTA for the I-9 Anywhere fee (must be an unrestricted PTA)
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H&S HR:
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Will request the I-9 Anywhere preparer information on behalf of the department.
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Sends the employee an email with a link to schedule an I-9 Anywhere appointment. H&S HR will be cc’ed on the communication.
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- Employee:
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Schedules with the local preparer and completes the I-9 process.
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Completes and finalizes the process in the I-9 Anywhere portal.
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- I-9 Anywhere Preparer:
- Verifies the I-9 is complete and updates the employee’s status in PeopleSoft
- Payroll:
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Notifies the employee and H&S HR via email to confirm the I-9 has been received.
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- H&S HR:
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Will follow up with the department when the I-9 process is complete.
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Upon receipt of the physical documents, Payroll will contact H&S HR if there are any subsequent questions. H&S HR will then follow up with the local department.
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OPTION 2: Remote Preparer
A Remote Preparer is a second option for remote I-9 verification in which a university or college partnered with Stanford assists with processing the I-9 for remote employees.
To complete an I-9 with a remote preparer:
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H&S Department/Program/Center:
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Submits the H&S Remote Preparer Request Form
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Informs the employee they will receive an email from H&S HR with information on how to complete their I-9 verification away from campus.
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H&S HR:
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Sends to the employee a list of local preparers, Form I-9, Remote Employee I-9 examples, and the Remote Preparer Instruction Sheet
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The requester will be cc’ed on communications sent to employees.
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If a remote preparer is not available within a reasonable distance, departments will be instructed to follow the I-9 Anywhere process.
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Employee:
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Reaches out to the provided local preparers to schedule an appointment to process their I-9 documents.
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Provides the Remote Preparer Instruction Sheet and Remote Employee I-9 examples to the remote preparer to verify employment documents.
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NOTE: if the local preparer is not available, have the employee respond to the instructions email requesting additional options for verification.
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- Remote Preparer:
- Forwards the completed I-9 form and employment eligibility document copies to Stanford University Payroll via fax and mail