I-9 Protocol For Employees Working Remotely

What you need to know

  • The Department of Homeland Security updated their requirements for completing Form I9 to accommodate those working remotely.
  • The Payroll Department has consulted with the General Counsel to determine the best way to proceed.
  • We have outlined steps below to guide departments through the process.

What You Need to Do

  • All new and re-hired employees must work with their hiring department to complete Form I9.
  • The department should determine if a full Form I-9 is truly needed. If the employee is a rehire and has completed an I-9 in the last 3 years at UConn, and the basis of employment is the same, then the department can complete Section 3 of the Form I-9 with no input or documents needed from the employee. If you are unsure how to complete Section 3, or if you are unsure if the employee completed an I-9 in the last 3 years, please reach out to i9@uconn.edu, and we will be happy to provide guidance.
  • If a full I-9 is needed, the employee is still required to complete and sign page 1 of Form I-9 by their date of hire.
  • If the employee is working on campus, even in a hybrid/part time capacity, they must follow the pre-COVID protocol of presenting a fully completed and signed Section 1 to their department administrator by day 1 of hire, and employment eligibility/identity document(s) by the third business day from their date of hire. The administrator will then complete Section 2 and send a copy of page 1, page 2 and copies of the document(s) to the Payroll Department via the secure OneDrive link.
  • If the employee is still working remotely 100% of the time due to COVID19 precautions, departments can still follow the remote completion rules:
    • Departments should complete section 2 based on the copies that have been securely received. In section 2 the following comment should be noted in the “Additional Information” box: “Due to COVID19, copies of documents were examined on <date>.”
    • Departments should send this preliminary form with the proper note in the “Additional Information” box and document copies to payroll using this link: Upload I9 here
    • Once normal business operations resume, the employee has 3 days to present their original documents in person to the UConn representative who originally completed section 2. A second comment must then be included in the “Additional Information” box in section 2, stating “Original documents physically examined on <date>.” Remember, you MUST examine the new employee’s original documents in person within 3 days after we resume normal, on-site operations.
    • If the employee was on a short term appointment and is no longer with the University and therefore you cannot meet in person to review original documents, please make a note in the “Additional Information” box as follows “contract expired prior to normal business resuming.”
    • The final form I9 with appropriate comments, signatures if still needed, and copies of documents if not previously provided must be sent Payroll using this link: Upload I9 here
  • If the employee is working remotely and will never come to campus, the employee should follow the standard remote working guidelines and work with a notary/local university to complete page 2.

Additional Information

  • Learn how to request files from your employee on OneDrive here: Requesting a File on OneDrive – Information Technology – UConn Knowledge Base
  • Please note employees should not send I9s to payroll directly.
  • A great resource for Form I-9 questions is the training presentation on the UConn Payroll website available here: i9 Center.
  • Please remember to use the new form available here, this is the only form that is acceptable: Form I-9.  Form I-9s submitted on the old form will be returned to the departments.