I-9 & E-Verify

Form I-9 (Employment Eligibility Verification)

All Radford University employees are required to complete the federal Employment Eligibility Verification, Form I-9.  Prior to starting, new hires will receive an email notification with a link and instructions to complete the I-9 requirement, this notification will be sent to the address used during the application process or your RU email address for student hires.   The first section of the I-9 should be completed no later than an employee's first day of work.  For the second section of the I-9, the employee will need to provide original, unexpired supporting documentation, the complete list of acceptable documents can be found on USCIS's website. 

Radford University utilizes I-9 Advantage. This system allows for the I-9 process to be completed online (employees are still required to show valid supporting documentation in person).  Using I-9 Advantage all new hires are sent a customized link with log-in instructions to complete section 1 of Form I-9 securely online prior to beginning employment with RU.  Once supporting documentation is reviewed, section 2* is completed and verified with E-Verify through I-9 Advantage. 

*Important Notice: Radford University encourages the new hire to present identification documents as soon after completing Section 1 of the form as possible, but must allow the new hire up to three days after beginning work to present identification documents from the list of acceptable documents that are found in the instructions for the I-9 form. If the new hire does not present acceptable identification documents by the end of three business days, Human Resources will work with the supervisor to pause such employment for up to 7 additional days for an employee to provide proper documentation. However, continued failure to provide such documentation to ensure completion of I-9 will result in employment termination.

I-9 Citizenship Definitions

  • A citizen of the United States: U.S. Citizen
  • A noncitizen national of the United States: People born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad
  • A Lawful Permanent Resident: Permanent Resident of the U.S. (Alien Number or USCIS Number will need to be provided)
  • An Alien authorized to work: This box applies to F1, J1, H-1B, EAD, O1, Refugees/Asylees, E3, or TN holders.
  • F1/J1 Holders:  I-94 number and the expiration date from your I20 or DS2019 will need to be provided.
  • H-1B, EAD, E3, O1 or TN Holders:  I-94 number or your Alien/USCIS Number should be entered along with the expiration date.
  • Refugee/Asylee: I-94 is needed. In the expiration date, n/a should be entered since employment authorization does not expire.

When a New I-9 Required

  • I-9 are required to be completed and on file for all employees. 
  • New hires that have not previously worked with Radford University must complete an I-9 and provide supporting documentation.
  • Re-Hires that have previously worked with Radford University but have a previous I-9 with a completion date over three years from the rehire date must complete a new I-9 and provide supporting documentation.
  • Employees rehired within three years of the date that a previous Form I-9 was completed may not be required to complete a new I-9 form,  in some situations a new I-9 may be required, HR will make that determination.     

Reverification/Rehires (Section 3)

  • Section three is required to be completed if an employee's employment authorization documentation has expired and after updated documentation has been provided.
  • Section three is completed for employees rehired within three years of the date that the Form I-9 was originally completed.
  • Rehires that have previously worked with Radford University but have a rehire date three or more years after the date of completion of their previous I-9 form must complete a new I-9 and provide supporting documentation.

I-9 Retention

Following separation, I-9s are retained for three years after the date of hire, or one year after the date employment ends, whichever is later.

  • If an employee worked for less than two years, the I-9 form is retained for three years after the date entered in the First Day of Employment field on the I-9.
  • If an employee worked for more than two years, the I-9 form is retained for one year after the date of separation.

E-Verify

E-Verify is an online system that verifies employment eligibility based on immigration status for all new hires.  E-Verify is operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). It compares information from an employee’s I-9 form to data from DHS and SSA records. 

Additional E-Verify information:

  • E-Verify supplements the I-9 (it does not replace it).
  • E-Verify cases are automatically submitted only after newly-hired employees complete the I-9 within I-9 Advantage and provide valid supporting documentation.
  • If E-Verify cannot instantly verify the employee’s work authorization, the employer or employee may have to take action.

Possible E-Verify Results

Employment Authorized - All information has passed the E-Verify process and the E-Verify case is closed.

SSA Further Action Notice - The information on the employee’s I-9 did not match the information on file at the Social Security Administration. This does not mean that the employee is unauthorized to work.  The E-Verify case remains open until resolved. 

Common causes for this result:

  • Citizenship or immigration status was not updated with SSA
  • A name change was not reported to SSA
  • Name, Social Security number, or date of birth is incorrect in SSA records
  • SSA record contains another type of mismatch
  • Information was not entered correctly by the employer
  • Information was not entered correctly on the I-9
  • Name, A number, and/or I-94 number does not match with date in DHS records
  • U.S. passport or passport card, driver’s license, or state ID card information could not be verified
  • Information was not updated in the employee’s DHS records
  • Citizenship or immigration status changed
  • The record contains another type of error
  • Information was not entered correctly by the employer
  • Photo Matching: The employee used a U.S. passport, permanent resident card (I-551), or Employment Authorization Document card (I-766, Employment Authorized card). The photo on the document must match the photo that is in the E-Verify database.

DHS Further Action Notice - The Department of Homeland Security could not verify employment eligibility. This does not mean that the employee is unauthorized to work.  The E-Verify case remains open until resolved. 

Common causes for this result:

  • Name, Alien Registration Number (A-Number), Form I-94 (Arrival-Departure Record) number, and/or foreign passport number are incorrect in DHS records.
  • U.S. passport, passport card, driver’s license, foreign passport, or state ID card information could not be verified.
  • Information was not updated in DHS records.
  • Citizenship or immigration status changed.
  • The record contains another type of error.
  • The employer did not enter your information correctly.

 

Human Resources will work with the employee to handle any result other than “Employment Authorized.”

Questions? Email: hr@radford.edu