Human Resources

Form I-9 (Employment Eligibility Verification)

What is the Form I-9?

Form I-9 is required by federal law. It is used for verifying the identity and employment authorization of individuals hired for employment in the United States.

When should I complete the Form I-9?

You must complete the Form I-9  on or before  your first day of work. The earliest you can complete the Form I-9 is as soon as you have accepted your job offer.

Please note:  If you do not complete this form on or before your first day of work, your employment is in violation of the law. The university is at risk of significant fines for non-compliance if the Form I-9 is not completed on or before your first day of employment.

How do I begin the Form I-9 process for new hires?

For departments hiring temporary employees, student or graduate student employees, or faculty, please have someone from your department do the following to initiate the I-9 process:

  1. Email Human Resources ( hrsearch@uncw.edu) to initiate the I-9 process. This email MUST include:
    • The full name of each new hire
    • The  email address of each new hire
    • The assignment type for each new hire (i.e. TA, TE, TS, GA, FC)
    • The 850 number(s) of each new hire (if they have one)
    • The name and email of your departmental contact

Upon receipt of your request, a representative from HR will reach out to the new hire(s) directly to begin the I-9 process. The department contact will receive a confirmation email once the I-9(s) have been successfully completed. Note: Please do NOT have the new hires email HR directly to begin this process.

For departments hiring permanent SHRA or EHRA non-faculty employees, Melissa Cox in the Onboarding Center will reach out to you and your employee directly to begin the I-9 process. If you do not hear from Melissa Cox at least 2 days prior to your new hire's start date, please email her to inform her of your new hire. 

How do I complete the Form I-9?

Currently, the Form I-9 is completed  electronically  and remotely. UNCW does not accept the paper version of the Form I-9. After your department has sent the email request to HR, a representative from our team will reach out to you via email. Please read the instructions in this email carefuly and apply promptly!

What do I need to complete a remote Form I-9?

Documentation

To complete the Form I-9 remotely, you must provide scanned copies of documents evidencing your identity and employment authorization. Click below for the list of acceptable documents.  All documents provided must be  original  and  unexpired . Photocopies or other reproductions are not acceptable. 

Please note: You will need to provide either one List A document,  or a combination of one List B document and one List C document.  Two List B documents or two List C documents do not satisfy the requirements for completing the form.

Acceptable Documents

Remote Agent

You will also need need to identify a person who is willing to act on UNCW’s behalf as our Remote Agent. Anyone (your partner, friend, neighbor, co-worker…) can act as Remote Agent; it does not require specific qualifications or licensure. This person will be responsible for verifying the physical copies of your documentation. 


Other Frequently Asked Questions


Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and non-citizens. Both employees and employers (or authorized representatives of the employer) must complete the form. On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization. The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. (Information provided by US Citizenship and Immigration Services)

UNCW participates in E-Verify.