Employment Eligibility Verification (Form I-9)
Employers must complete Form I‐9 to document verification of the identity and employment authorization of each new employee (both citizen and noncitizen) hired after November 6, 1986 to work in the United States.
Required Fields on Form I-9 Section 1
For more detailed instructions on how to complete the Form I-9 please refer to the "Instructions for Form I-9, Employment Eligibility Verification" (pdf) found on the USCIS web site.
Completing Section 1: Employee Information and Attestation (completed by Employee)
(Must be completed and signed between acceptance of job offer and no later than the first day of employment)
- Last Name (Family Name)
- First Name (Given Name)
- Middle Initial: If no middle name enter "N/A"
- Other Last Names Used: If no other last names enter "N/A"
- Address (Street Name and Number) PO Box can be used under Section 1 (only) if no street
- Apartment: If no apartment number enter "N/A"
- City or Town
- ZIP Code
- Date of Birth: (mm/dd/yyyy)
- U.S. Social Security Number
- E-mail Address (Optional): If no E-mail address enter "N/A"
- Telephone Number (Optional): If no telephone enter "N/A"
Attesting to Citizenship or Immigration Status (Must select one box)
- Citizen of the United States (includes naturalized)
- A noncitizen national of the United States (see instructions)
- A lawful permanent resident: would need to include either Alien Registration Number (A-Number) or USCIS Number in space provided.
- An alien authorized to work: must provide expiration date as well as one of the following to complete section:
- Alien Registration Number (A-Number)/USCIS Number; OR
- Form I-94 Admission Number; OR
- Foreign Passport Number and the Country of Issuance
Preparer and/or Translator Certification (Must select one box)
- First check box ... "I did not use a preparer or translator" ... employee checks box, then leaves other fields in area blank
- Second check box... "A preparer(s) and/or translator(s) assisted the employee in completing Section 1" ... preparer and/or translator checks box and completes other fields in area. Note: Address should be current residence of preparer or translator who helped employee complete form.
Section 1. Employee Information and Attestation
- Employees must complete and sign Section 1, no later than the first day of employment. Note: Section 1 can be completed any time between acceptance of a job offer and the first day of employment.
- Must present to employer documentation that establishes identity and employment authorization. Must choose documents from the Lists of Acceptable Documents found on the last page of the Form I‐9. Documents must be unexpired
- The Preparer and/or Translator Certification section must be completed. One of the check boxes must be completed (refer to Form I‐9 instructions, page 4). Employee must check the box marked "I did not use a Preparer or Translator" or the check box "A preparer and/or translator(s) assisted the employee in completing Section 1" must be marked if the employee requires assistance to complete Section 1. (e.g., the employee needs the instructions or responses translated, someone other than the employee fills out the information blocks, or someone with disabilities needs additional assistance.
Section 2. Employer or Authorized Representative
- Must ensure that Section 1 has been completed properly and on time.
- Examine original documents presented by employee and fully complete Section 2 no later than 3 business days of employee’s first day of employment.
- Make copies of documents used to verify identity and work authorization and attached with Form I‐9.
Section 3. Reverification and Rehires
- For rehires with a break in service of 30 days or more Section 3, Block B needs to be completed or you may complete a new Form I‐9. If the break in service is more than 3 years, then a new Form I‐9 would be required.
- When an employee’s work authorization expires, you must reverify his or her employment authorization by completing Section 3, Block C prior to the expiration.
Examples of completed Form I-9 in pdf:
- U.S. Citizen
- J1 Exchange Visitor/Student
- F1 Student Academic Studies
- F1 Student on Optional Practical Training (OPT)
- New H1B—Changed Employer (porting)
Watch the free Form I-9 Webinar On-Demand (update coming soon) from USCIS. Choose the chapters of your choice or watch the entire 22 minute video in one sitting. You will see how to complete Sections 1, 2 and 3, best practices and much more. It’s a great training tool!
The College and University Professional Association's I-9 Consortium site identifies institutions outside of Kansas that may be contacted to assist employees with completing the Form I-9, if they are not able to complete it locally. Institutions within the consortium have consented to assist each other with completing the Form I-9 for employees. Simply enter the zip code for the employees location and you will be given the name of someone to contact at that institution who may be of assistance.