Basic I-9 Instructions
Download an I-9 form
- The 1-9 form may be photocopied as long as both sides are copied.
- The set of instructions (may be obtained from HRS) must be "available" during completion
of the form.
- Section 1 of the 1-9 must be completed either before or on the day the employee begins
work. Section 2 of the 1-9 must be completed within 3 days of employment or within
1 day if only working 1 day.
- Departments complete the 1-9 for student, GTA, hourly, and adjunct employees and forward
it to HRS along with the W-4 and/or the PAF, PEF, MAF (after appropriate signatures
- HRS completes the form for classified, faculty, and administrative employees during
the sign-up process.
Section 1: Employee Information and Verification
- Must be completed by the employee, however, it is the employer's responsibility to
ensure Section 1 is complete.
- The employer is not permitted to require employees to produce documents that verify
Section 1 information. If an employee cannot or will not provide Section 1 information,
the employee should be considered ineligible to work.
NOTE: Sometimes, an employee may not understand which documents they need to complete
Section 1 information if they checked Lawful Permanent Resident (Box 2) or if they
checked an alien authorized to work until (Box 3). The following is meant to serve
as a general guideline. Always call the HRS Office with any questions you may have.
All Permanent Residents will have an "A" number and the employer should make certain
that the number is given if the employee checks Box 2. This number appears on Form
1-551. This form is known as a PERMANENT RESIDENTCARD ("Green Card") or the older
version of the card known as an ALIEN REGISTRATION RECEIPT CARD.
Work authorized aliens (Box 3) may not always have an "A" number or an admission
number. If this number is not provided by the employee, the employer should inquire
whether the employee has such a number; if the employee does not have such a number,
he or she should be instructed to enter "none" on the appropriate line. An employee
who checks Box 3 must state the expiration date of his or her employment authorization.
Work authorized aliens should have employment authorization cards (form 1-688 A or
B) or official notation stamps in their passports or on their 1-94 forms. Students
who check Box 3 may obtain their Admission Number from their 1-20 and their authorized
to work date from their 1-94 which usually will be marked DIS for Duration of Study.
Section 2: Employer Review and Verification
- Must be completed by the employer, however, it is the employee's choice of which documents
- The employer must personally review original documents. All identifying information,
including the document title, the issuing authority, the document number, and/or the
expiration date (if applicable) must be provided in full.
- Receipt showing application for document may be accepted, but the original document
must be presented within ninety days.
- A social security card marked "Valid for employment only when accompanied by INS authorization"
must be accompanied by a current INS document to be acceptable. In the case of student
workers, the employment authorization letter from the International Office is considered
a current INS document. Therefore, if a student presents a social security card as
described above, along with the letter from the International Office, that student
is eligible to work.
- A social security card marked "Not valid for employment purposes" may not be used
as a List C document at all.
- If an employee uses List A and presents an unexpired passport with an unexpired 1-94,
both document numbers and expiration dates must be recorded.
Section 3: Updating and Reverification
- When an 1-9 expires, MTSU has adopted the practice of completing a new 1-9 rather
than reverifying in Section 3. HRS screen 17 should have the 1-9 expiration date of
all full time employees who had either a Section 1 or a Section 2 document with an
expiration date. Also, adjunct, hourly, GTA and student employees who must complete
an 1-9 every three years will have an expiration date reflected on screen 17. The
HRS office will make the department aware of this date approximately 90 days before
it expires so the employee has time to obtain new documentation.
It is important that the 1-9 form be properly completed. Please call the HRS Office
anytime you have a question!
The following is a checklist of particular problems that often arise with regard to
proper 1-9 completion:
Section 1. Employee Information and Verification
- Employee Information
- Employee name stated incorrectly
- Date of birth missing or incorrectly stated
- Social Security number missing, incorrectly stated or impossible to read
- Address missing or incorrectly stated
Citizenship / Immigration
- Status Status is not indicated
- If employee is a permanent resident, the alien registration number is missing
- If employee is not a permanent resident but has authorization to work in the United
States, the alien number or admission number is missing
- Expiration date of employment authorization is missing or incorrectly stated
- Employee's signature missing or employee has signed in the Preparer/Translator box
- Date of employee's execution of form missing or incorrectly stated
- I-9 not signed on or before date of hire (first day of employment)
Section 2. Employer Review and Verification
List A, B, and C documents
- Inappropriate document listed
- Wrong grouping of documents used, for example two List A documents or two List B documents
- remember, one document from List A or one document from List B and one document
from List C is the only correct use of documents
- Document identification missing or incorrectly stated
- Document issuing authority missing or incorrectly stated
- Expiration date, if applicable, missing, or incorrectly stated (List B documents may
- Receipt showing application for document accepted, but original document not presented
within ninety days
- Date of hire missing or incorrectly stated
- Signature of company representative missing or located in the wrong place
- Title of company representative missing or located in the wrong place
- Name of the company missing or incorrectly stated Address of the company missing or
- Date of company certification missing or incorrectly stated
- Company certification not signed within three days of hire
Note: No white-out or eraser marks should appear on the 1-9.