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Auburn University and Auburn Montgomery must employ individuals who can legally work in the United States – either U.S. citizens or foreign citizens who have the necessary authorization. To ensure that we continue to fulfill this federal requirement, AU Human Resources spent more than a year working toward the implementation of the electronic employment verification system known as E-Verify.
E-Verify is an internet-based system that compares information from an employee’s Form I-9 (Employment Eligibility Verification) to data from the U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility. More than 500,000 employers in the United States, including many higher education institutions, currently use E-Verify. Beginning in April 2017, Auburn University and Auburn Montgomery will utilize Equifax as the E-Verify agent for electronic I-9 management.
The online Form I-9 is exactly the same as the paper form. The difference is that an employee and an authorized department representative will now complete the required information on a computer by visiting a specified computer link/location address. Please note that only new employees and some current employees who are performing work on a designated federal contract will be required to utilize the new system.
Information about the E-Verify process is published below on this page. If you have additional questions, contact AU Human Resources at (334) 844-4145.
In June 2017, Leanne Fuller and Ann Shore from Human Resources offered an informational session on the electronic I-9 and E-Verify process to University verifiers. This session focused on common questions and mistakes and attendees also had the opportunity to ask questions. The recording and slide presentation from the June 8 session, which was held at OIT, is posted below. An "Acknowledgment of Training Completion" form is also posted below.
Slide presentation
Acknowledgment of Training Completion
Additional Resource
Select Ricoh devices on the AU campus have been configured to securely scan I-9 supporting documents.
From the Ricoh device:
Immediately after the documents have been scanned, the authorized department user will receive an email with detailed instructions on where, and how, to access the scanned documents.
The authorized department user can now access the employee’s pending record via the I-9/E-Verify system, browse to and select the securely scanned supporting documents, and verify and complete section 2 of the Form I-9.
For units that do not have a secure scanning location (most are located off campus), please contact your division’s information technology coordinator for additional information.
The Employer Code for Auburn University is 18580.
Section 1: Please visit newi9.com, complete Section 1 of the electronic form, and sign it with an electronic signature no later than the first day of employment (the first day that you begin working for pay).
Section 2: Please contact your Onboarding Specialist or refer to your offer letter for additional information on completing Section 2.
As a reminder, you must provide documentation in person, including a photo identification, to complete Section 2.
Form and Printable Instructions
This process should only be utilized when a Form I-9 verification cannot be completed in person at Auburn University within the compliance period of three (3) days of hire. Please note that a Form I-9 may be completed as early as an offer of employment is accepted.
Auburn University is a member of the CUPA-HR I-9 Reciprocal Processing Consortium. Therefore, we may utilize the I-9 Reciprocal database for completion of a Form I-9 for a new hire of Auburn University if necessary to be in compliance.
Visit the CUPAHR I-9 Reciprocal Processing website to search the database for options of a contact for completion of a remote Form I-9. You must be a member in the CUPAHR directory for Auburn University to search and utilize the database. You will search by ZIP Code to find the nearest contact and institution in the database.
Select the institution and contact the person listed as the I9 representative to confirm their willingness of completing the Form I-9. Provide the name of the new employee to the I9 representative.
It is expected that the new employee and designated contact at the reciprocal I-9 institution coordinate a date and time for the completion.
Send an email to the new employee that includes the following documents and copy (CC) the I-9 representative:
A blank copy of the paper version Form I-9 with the instructions: uscis.gov/i-9;
A copy of these instructions; and
A completed and signed Remote I-9 Completion Form.
Due to the remote completion of the Form I-9, it is advised that the form be completed prior to the first day of employment (first day begin work for pay). This will allow the appropriate time for providing the completed form and verification documents to Auburn University for initiation of E-verify. As a reminder, the E-verify inquiry must be initiated no later than the third day of employment.
Send the completed Form I-9 and copies of the verification document(s) to University Records via the Secure Document.
Authorized Representatives: When this process is used, an employee of another institution may act as an authorized agent of Auburn University for the purposes of the execution of Form I-9 work authorization verification (Section 2). Throughout these instructions, this agent will be referred to as the Authorized Representative.
Please print the attached Form I-9 which includes the List of Acceptable documents. Review the List of Acceptable documents and determine which documents you will utilize for the completion.
Complete Section 1 of the Form I-9 no later than the first day of employment.
Take the Form I-9, original acceptable document(s), and the Remote I-9 Completion Form to the designated reciprocal I-9 institution for your scheduled appointment. Ensure that all information is legible.
After completion of Section 2 by the authorized representative, mail the original, completed Form I-9 and copies of acceptable documents used for the verification to address on the Remote I-9 Completion Form If the Form I-9 was completed on the first day of employment at the reciprocal location, it is recommended that you overnight the information to ensure that it is received within 3 days of the hire date to ensure compliance of the E-verify inquiry.
Complete the Remote I-9 Completion Form in the designated section.
Review with the employee the Form I-9 Section 1 for accuracy.
Inspect the acceptable documents as presented by the new employee.
Complete Section 2 of the Form I-9. Refer to the Remote Completion form for the hire date and make sure to sign and date the document.
Make copies of the original acceptable documents as provided by the new employee.
Provide the completed Form I-9 and copies of the documents to the new employee.
Inform the new employee to mail the original, completed Form I-9 and copies of the documents to the designated Auburn University representative as indicated immediately.
Thank you!
* For questions, please contact the Auburn University representative designated on the Remote Completion form.