Every new employee is required by federal law to complete the entire I-9 process within three (3) days of their first day of work or risk termination of employment (unpaid) until documentation is received. Failure to present documentation by due date will put UVA out of compliance with federal regulations.
The I-9 Documentation Submission Process
The I-9 submission process includes three (3) steps and all MUST be completed no later than three (3) days of work start date:
1) Complete the I-9 Form in Workday by your first day of work. You will receive a task in your Workday Inbox Actions Tab to complete your I-9.
2) Upload supporting I-9 documentation in Workday. Here is the list of acceptable documents:
3) Present IN-PERSON the same I-9 documentation you uploaded in Workday by the THIRD day of work, no later. Failure to present these documents in-person may result in suspension of employment (and unpaid) until documents are received, per Federal employment regulations.
You may present this documentation during your Orientation, or anytime during weekday business hours at the UVA Human Resources office at 2420 Old Ivy Road, Charlottesville. We also have in-person documentation sessions throughout the year on UVA Grounds for your convenience. See the Student I-9 webpage for these in-person sessions, new employees are welcome to attend the same sessions.
Some UVA employees do not physically work at the University and cannot present original documents to a University representative for inspection.
Federal law permits UVA to complete remote inspection of I-9 documents via live video. Please submit a request to AskHR@virginia.edu to schedule your appointment.
E-Verify - employment eligibility based on immigration status
E-Verify, operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), is an online system that verifies employment eligibility based on immigration status for all new hires. It compares information from an employee’s I-9 form to data from DHS and SSA records. Additional E-Verify facts include:
E-Verify supplements the I-9 (it does not replace it).
E-Verify queries are submitted only after newly-hired employees complete the I-9 within Workday.
Federal regulations require employers to conduct E-Verify searches on all employees (currently employed and newly-hired) assigned to work under such federal contracts.
If E-Verify cannot instantly verify the employee’s work authorization, the employer or employee may have to take action.
Possible E-Verify Results are listed below. Talent Support will work together with the employee and I-9 Specialist to handle any result other than “Employment Authorized.”
Employment Authorized - All information has passed the E-Verify process.
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. Mismatches can result if:
Citizenship or immigration status was not updated with SSA
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 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
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. See more information about Photo Matching.
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. Mismatches can result if:
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.
Record contains another type of error.
Employer did not enter your information correctly.
Use the following information to apply for an extension of the Optional Practical Training period, based on your degree earned in the STEM field (science, technology, engineering, math).
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. (You will need your Alien Number or USCIS Number.)
An Alien authorized to work: This box applies to F1, J1, H-1B, EAD, O1, Refugees/Asylees, E3, or TN holders.
F1/J1 Holders: You will need your I-94 number and the expiration date from your I20 or DS2019.
H-1B, EAD, E3, O1 or TN Holders: You have the option of using your I-94 number or your Alien/USCIS Number, and you will also need to enter the expiration date.
Refugee/Asylee: You will need your I-94. In the expiration date, enter n/a since your employment authorization does not expire.
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