Records Administration & Compliance

How long do we have to complete the I-9 Form?
How does the employee need to list their name?
Is a SS# required for everyone?
Is a photo ID required for everyone?
Who can complete Section 1?
Who can complete Section 2?
May I tell the employee what documents to provide?
May I accept a photocopy of a document presented by my employee?

How long do we have to complete the I-9 Form?

• Section 1 must be completed NO LATER THAN the first day of work.
• Section 2 must be completed by the Dept. Representative NO LATER THAN 2 business days after the first day of work and approved/submitted by HR Records no later than 3 business days after the first day of work.

How does the employee need to list their name?

Please advise the employee to use their legal name when completing the I-9 Form.

Is a SS# required for everyone?

Yes. Because UAB is an E-Verify employer, the employee must enter their social security number in Section 1 of the form. If they do not currently have one, they must check the box stating that they have applied for a SS#. They then have 90 days to provide UAB with their assigned SS#.

Is a photo ID required for everyone?

Yes. Because UAB is an E-Verify employer, the employee is required to provide a list B document that contains a photo if using Lists B & C for verification OR a photo document from list A for verification. Click here to view a list of acceptable documents.

Who can complete Section 1?

The employee is responsible for completing Section 1. They may use a translator if they do not understand enough English to complete it. However, the translator must complete the Preparer and/or Translator Certification block. The employee must still sign the certification block in Section 1.

Who can complete Section 2?

The UAB representative who examines the original documents presented by the employee must complete and sign Section 2.

May I tell the employee what documents to provide?

No. You can provide the employee with the approved documents list. The employee must be allowed to choose which documents to present for Section 2 of the Form I-9. We must not request specific documents or reject acceptable documents because we prefer others.

May I accept a photocopy of a document presented by my employee?

No. Employees must present original documents. The only exception is that you employee may present a certified copy of a birth certificate.

What is E-Verify?
Why do we use E-Verify?
Can I just complete the E-Verify?
May I verify existing employees in E-Verify?
I received an “E-Verify User Message.” What now?
What will happen if my employee must be processed through E-Verify?

What is E-Verify?

E-Verify is a free web-based service that electronically verifies the employment eligibility of newly hired employees and existing employees assigned to work on a qualifying federal contract. E-Verify compares information from an employee’s I-9, Employment Eligibility Verification, to U.S. Department of Homeland Security Administration records to confirm employment eligibility.

As a federal contractor, UAB is required to use the E-Verify system to verify employment eligibility of employees working in the United States on assignments paid by a federal contract that includes the Federal Acquisition Regulation (FAR) E-Verify Clause. Due to E-Verify guidelines, the employee is required to enter the Social Security Number in Section 1 when completing the Form I-9.

Why do we use E-Verify?

E-Verify is used to reduce unauthorized employment and to minimize verification related discrimination.

Can I just complete the E-Verify?

No. E-Verify form I-9 must be completed before a case can be created in E-Verify. E-Verify does not replace the legal requirement to complete and retain Form I-9. E-Verify verifies employment authorization of new hires based on the information they provide on Form I-9.

May I verify existing employees in E-Verify?

No. E-Verify allows participating employers to electronically verify the employment eligibility of only their newly hired employees. However, federal contractors that have been awarded a federal contract on or after Sept. 8, 2009, that contains the Federal Acquisition Regulation (FAR) E-Verify clause may use E-Verify for existing employees.

I received an “E-Verify User Message.” What now?

Do not begin another action (via ACT or Salary Reclass) on the employee until you have contacted HR Records and we have reviewed and resolved the issue. Please email HRMRecords@uab.edu with the following underlined information as the subject:

• For ACT Documents: E-Verify User Message and the ACT Document Number
  EXAMPLE: E-Verify User Message – ACT Document Number 123456, and include additional information in the body of the email. A HR Records Representative will take the information provided and perform the E-Verify check. Once a result is received, an email will be sent to the requestor releasing the document for submission.
• For Salary Reclass Forms: E-Verify User Message and Employee Name and Identification Number
  EXAMPLE: E-Verify User Message – Sally Doe, ID 1234567, and include any additional information in the body of the email. A HR Records representative will take the information provided and perform the E-Verify check. Once a result is received, an email will be sent to the requestor releasing the document for submission.

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What will happen if my employee must be processed through E-Verify?

When an ACT document or Salary Reclass Form is entered into Oracle, the system will check the funding source the employee is to be paid from to determine if it is associated with a federal contract that meets the E-Verify requirement. If so, the system will pop up a message stating: This document requires further review by HR Records prior to submission. For additional information on E-Verify, please click OK to follow the link to HR Records website.

If you receive this message while submitting an ACT document or the Salary Reclass Form, please contact HR Records at 934-4408 or hrmrecords@uab.edu. Supply the ACT document number if the message is received for an ACT document, or the employee name and employee ID if submitting a Salary Reclass form.

Once HR Records receives the response from E-Verify, the requestor will receive an email indicating that the document is available for submission. If further action is required by the employee or the department, an HR Records Representative will make contact with additional instructions on how to proceed.