Completing the Form I-9

Following are instructions for completing the federal Form I-9.

Step 1: Getting Started

Once a new employee accepts an offer and completes their New Hire Form in PageUp, they will receive a “Welcome to Virginia Tech” email from donotreply@equifax.com. This email, which will be delivered to the email address they used during the application process, will route  to Virginia Tech’s New Hire Center where the new employee will complete necessary onboarding forms electronically, including Form I-9.

Note: If you are a non-U.S. citizen or F-1 or J-1 student, visit this additional information page for important reminders about employment verification.

Step 2: Completing Form I-9, Section 1

Section 1 is completed electronically by the employee in the New Hire Center by providing required personal information and attestation. This must be completed on or before the first day of employment; the Banner start date is considered their first day of employment. This is the date that should be used on Form I-9.

In the New Hire Center, employees should upload legible copies of the acceptable documents they intend to use to show their identity and authorization to work, but the employee will also need to bring the originals of these documents on their first day of employment to complete the verification process. Copies of documents are not acceptable.

Step 3: Completing Form I-9, Section 2

Section 2 must be completed by the employer no later than three business days after the employee’s first day of employment (Banner start date). An offer of employment must be accepted, and the new hire must complete Section 1 of Form I-9 before Section 2 can be completed. The employee must present original acceptable documents that verify identify and work authorization. Copies of documents are not acceptable.

The employer must physically examine, or examine consistent with an alternative procedure authorized by the Secretary of the Department of Homeland Security (DHS), documentation:

• from List A OR
• a combination of documents from List B and List C

When E-Verify is used

In addition to the Form I-9, employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation (FAR) E-Verify clause are required to confirm the eligibility of employees to work in the United States through the E-Verify system. As a federal contractor, Virginia Tech is required to use E-Verify in these instances. 

While the Form I-9 can be completed without a social security number (SSN), an SSN is required to E-Verify.

If a new hire does not have an SSN, visit the Cranwell International Center’s site for instructions on how to get a Social Security Number. E-Verify processing will be placed on hold until the SSN is received. Once an employee receives their social security card, they must upload a copy to the secure Payroll Dropbox. When submitting the dropbox form, select “SSN” under “What action would you like to perform?” 

For more information or questions, review Virginia Tech's international onboarding information (PDF) or contact Payroll International.