The hiring department must complete an I-9 for all new employees to verify employment eligibility. We have created this guide for employers and international hires, however, the Reves Center cannot provide specific advice about completing the I-9. Please contact Human Resources, 757-221-3169 or [[gjanderson,
Notes on the I-9
- An international employee must be in the U.S. to complete the
I-9,since the admission information (I-94) is often required. An I-9 can be completed before an employee starts work, but must be completed no later than the employee's first day of work.
- All I-9s at W&M and VIMS are completed online.
- You may not require an employee to show any specific document.
- USCIS has a list of acceptable documents and an employee can provide any of those. For employees in F-1 and J-1 status, USCIS has provided a list of supplemental documents that collectively can qualify as a List A document, these include the passport, I-20 or DS-2019, and I-94 record (which can be printed by the employee).
- They should also show the Social Security Card (if they have one).
- Please also see USCIS I-9 Resource for International Students.
- The employee fills out Section 1 and the employer completes the rest.
- For Section 1, W&M or VIMS F-1 and J-1 students and scholars should check the box “An alien authorized to work until_____” and then enter the "program end date" located on the student's I-20 or DS-2019. The Admission # is the 11 digit number printed at the top of the I-94 record (this can be printed by the employee).
- For Section 2, if an employee is in F-1 or J-1 status and using the supplemental documents mentioned in point 3, USCIS provides the following guidance*:
- F-1 employees: In Section 2 of Form I-9, the employer should enter the foreign passport information in the first area and the I-94 information in the second area in the List A column. Enter the information from the Form I-20, which includes the Student and Exchange Visitor Information System (SEVIS) number and expiration date (i.e., the program end date) in the third area in the List A column. See the form instructions for specific requirements for entering information into each field.
- J-1 employees: In Section 2 of Form I-9, the employer should enter the foreign passport information in the first area and the I-94 information in the second area in the List A column. Enter the information from Form DS-2019, which includes the SEVIS number and the expiration date, (i.e., the program end date) in the third area in the List A column. For J-1 nonimmigrant students, also note the documentation from the Responsible Officer in the ‘Additional Information’ field in Section 2.
No SSN yet?
- If the employee does not yet have an SSN, check the box “Has applied for an SSN”.
- Once the SSN is issued, the employee needs to bring it to Human Resources or Financial Aid (undergraduate and student hourly employees). They will enter it into TALX (I-9 system) and submit it to eVerify.
- The employee may legally begin work without an SSN (provided that they have already applied for an SSN and the I-9 has been completed) but will not receive a paycheck until the employee has one. This information has been verified with W&M Human Resources.