I-9 Compliance

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 H&S HR when the number is received to update their employment records.

Transition of I-9 Services Effective July 1, 2026:

Beginning July 1st, I-9 verification will be centralized by the university. New employees must make an appointment at one of the I-9 acceptance locations on campus (Huang Engineering, Bechtel (open soon), School of Medicine, or Nora Suppes) or at the Redwood City location. New appointment requests can start on July 1st. Please review this flyer with the new I-9 processing information. 

Current H&S I-9 Processing Options:

 

In-Person I-9 Verification with UHR Service Center:

All I-9s are now processed centrally by University HR at one of the service center locations on campus. Please review the I-9 Acceptance information from Cardinal At Work for hours and locations.

I-9 Acceptance Process

  • H&S Department/Program/Center:
    • ​Informs employee about H&S I-9 submission requirements on or before the first day of employment. Employees will also be notified in onboarding journeys in Sequoia.
    • 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:
    • Brings the following documents to their appointment:
      • Completed page 1 of the I-9 form.
      • Original (no photocopies, electronic copies, or photographs), current (unexpired) documents to verify their employment eligibility (available on page 2 of the I-9 form.)
  • UHR Service Center:
    • Meets with employee on the day of their appointment to verify I-9 form and photocopy documents.
    • Submits I-9 form and employment eligibility documents to payroll.
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 must have their I-9 verified 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.

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 $75 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:

  • H&S Department/Program/Center: Email the following information to adelrosa [at] stanford.edu (adelrosa[at]stanford[dot]edu) with the subject line I-9 Anywhere Request
    1. Employee Name
    2. Employee ID Number
    3. Employee Email
    4. Department/Program
    5. Employee Start Date
    6. PTA for the I-9 Anywhere fee (must be an unrestricted PTA)​
    7. Location where work will be conducted.
  • H&S HR:
    1. Will request the I-9 Anywhere preparer information on behalf of the department.
    2. 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.
  • Employee:
    • Schedules with the local preparer and completes the I-9 process.
    • Completes and finalizes the process in the I-9 Anywhere portal.
  • I-9 Anywhere Preparer:
    • Verifies the I-9 is complete and updates the employee’s status in peopleSoft​
  • ​Payroll:
    • Notifies the employee and H&S HR via email to confirm the I-9 has been received.
  • ​H&S HR:
    • Will follow up with the department when the I-9 process is complete.
    • 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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