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Home > Employment > Employment Eligibility Verification > IU-specific Procedures: Remote Hire Form I-9 Completion Guidelines

IU-specific Procedures
Remote Hire Form I-9 Completion Guidelines

Hiring units must ensure that all new employees working in the United States complete the Form I-9. These instructions provide guidance on how to complete the Form I-9 in cases where the new employee is not able to complete the Form I-9 at an Indiana University campus.

Under Federal law, the employee must complete Section 1 of the Form I-9 on or before their first day of employment.  Section 2 must be completed by an authorized representative of the University within 3 business days of the employee’s first day of employment.

Note:  Section 2 of the Form I-9 requires visual examination of original unexpired documents.  The employee must be physically present during the review of the employee’s documents.  Hiring units must not complete the Form I-9 by means of documents faxed or emailed by the employee.

Form I-9 Process for Remote Employees

  1. The hiring unit fills out the contact information fields on the I-9 Remote New Hire and I-9 Rep Remote Hire Letter forms.
  2. The hiring unit provides the employee with the following forms:
  3. The employee returns the I-9 Remote New Hire form to the hiring unit listing the potential representatives who are willing to complete Section 2 of the Form I-9 on behalf of Indiana University. The employee can provide a copy of the I-9 Representative - Remote Hire Letter to the potential representatives in order to communicate what services are required.

There is a CUPA-HR I-9 Reciprocal Processing Consortium which is a listing of higher education institutions who are willing to provide reciprocal processing of Form I-9.  This may assist the hiring unit and employee in finding a potential representative.

Go to www.cupahr.org/i9 and enter the employee’s zip code. You will see a list of the institutions nearest to that zip code that can assist in completing the Form I-9.

 

  1. The hiring unit authorizes one of the representatives to act on behalf of the University.
  2. The employee must complete Section 1 of the Form I-9 on or before their first day of employment.
  3. The employee will bring the I-9 Rep Remote Hire Letter (if previously not provided), the Form I-9, and their original unexpired identity/employment eligibility document(s) (as listed on page 9 of the Form I-9) to the authorized representative.
    1. The employee will present their original unexpired document(s) to the authorized representative.
    2. The authorized representative will inspect the document(s) and complete Section 2 of the Form I-9. Section 2 of the Form I-9 must be completed within 3 business days of the employee’s first day of employment.
  4. The employee mails, faxes, or emails (email must be encrypted due to the personal information listed on the I-9) the completed and original Form I-9 to the hiring unit.
  5. The hiring unit enters the Form I-9 information into the GIS Compli-9 system following the complete a paper Form I-9 instructions.

 

 

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Page updated: 24 June 2014
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Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation or identity, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information.

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