| As the I-9 form is issued
and governed by the Department of Homeland Security, many questions
arise in completing the form. Please use the following Frequently
Asked Questions as a helpful resource in answering questions relating
to the I-9.
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Q. When must the I-9 be completed by the employee
or by the employer (department)?
A. Employees must fill out the I-9 prior to or on the first day
of work. Employers (departments) must fill out the I-9 prior to
or within 3 days of employment.
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Q. What may happen if the I-9 is not completed within the previously mentioned timeframe?
A. The department may be subject to fines by the Department of
Homeland Security, and the employee will be asked to go home until
the I-9 has been completed.
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Q. Will an invalid I-9 hold a new employee's paperwork from being
processed?
A. Yes, the I-9 is a federal document required of all employees.
All rules must be followed or the department may incur financial
penalties.
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Q. Does Human Resources still require a Social Security Card, since
it can be substituted on the I-9 by another document?
A. Yes, do to IRS rules and regulations, Human Resources requires
a Social Security Card as a part of the new hire packet for every
new employee that joins the University.
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Q. Are Social Security Cards containing disclaimers, such as "Valid
for Work Only with DHS Authorization," acceptable as I-9 documents?
A. No. Another document must be used on the I-9 in place of the
Social Security Card containing a disclaimer. (HR will still require
a Social Security Card to satisfy the IRS requirements, even with
the disclaimer.)
The disclaimer is an indication that the employee may be a Non-Resident
Alien. If so, the employee will need to be sent to the International
Services Center (ISC) immediately. ISC will complete the I-9 with
the employee.
If the employee is no longer a Non-Resident Alien, then it is strongly
suggested that they request a new Social Security Card.
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Q. Do Lists A, B, and C under Section 2 all need to be completed?
A. No. An I-9 will be invalid and put on hold if Lists A, B, and
C have all been filled out. The form should be completed with either
one item from List A OR one item from List B and one item
from List C. Always check to ensure each list is filled out correctly
and under the correct list. Make sure to always fill out each line
correctly, such as Document Title, Issuing Authority, Document #
and Expiration Date, if applicable.
Please consult the List
of Acceptable Documents, which can also be found on the second
page of the I-9.
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Q. What date is needed in the Certification Section of the I-9?
A. The Certification Date must be the date the employee began working.
In addition, the first day of work must match the begin date on
the Hire ePAF, agreement, contract, and/or Under 30 Day Payment
(APPS) form.
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Q. Whose address is used in the Certification Section?
A. The business or organization name and address used in the Certification
Section must be the name and address of the employer (department).
If the address of the department is unknown, please use the generic
University of Central Florida address (4000 Central Florida Blvd.
Orlando, FL 32816).
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Q. May I accept an expired document?
A. No, expired documents are not accepted for
List A, B, or C.
Helpful Resources
I-9
Handbook
List
of Acceptable Documents
For questions or concerns, please contact HR – Records at
(407) 823-2772 or records@ucf.edu.
Last modified: 10 June 2009
Human Resources Webmaster
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