I-9 Protocol For Departments 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 is 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 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.  This can be done remotely.
  • If the employee is not able to present their documents in person by day 3, then the employee must send copies of documents to you via a secure vehicle such as OneDrive.  Instructions on how to set this up are included below.
  • 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

Additional Information

  • Learn how to request files from your employee on OneDrive here: https://confluence.uconn.edu/ikb/file-storage/onedrive/requesting-a-file-on-onedrive
  • 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.