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Completing your I9 with Workday

A page within Human Resources

Form I-9 is a United States Citizenship and Immigration Services form used to verify the identity and legal authorization for employees to work and get paid within the United States. The form I-9 is required of all employees, students and staff, regardless of your position. To complete Form I-9 in Workday, please see the guidance below.

  1. Log into Workday.
  2. Go to My Tasks in the upper right corner. Open the task: Complete Form I-9, Section 1.
  3. Enter required data and click the ‘Submit’ button.
  4. Once this is completed, you will receive this automated message:

    “Thank you for submitting Section 1 of your I-9 Form! The next step of this process takes place in person. We are required to verify your identity and eligibility to work in the United States within three (3) days of your first day of employment. If your I-9 is not completed within the timeframe above, your employment may be terminated until the form is completed. You must bring your original, unexpired acceptable document(s) to Human Resources so they can complete Section 2 of the I-9. To find a list of acceptable documents, visit the USCIS website. Ensure you have one item from List A or one item from both List B and List C. Make an appointment to visit Human Resources with your documents as soon as possible, but no later than [XXXX XX XX].”

    *Note: you do not need to make an appointment with HR as stated above*

  5. Employees must complete Section 1 of the I-9 in Workday prior to asking HR to complete Step 2. HR staff are not able to complete your I-9 until you have completed Section 1 in Workday.
  6. Visit the HR Office to complete: Form I-9, Section 2. Bring the original copy of the acceptable documents as outlined in the form attached. Outlined below are the most common documents:
    1. List A:
      1. U.S Passport or U.S. Passport Card.

        OR one document from List B and one document from List C

    2. List B:
      1. Driver’s License
      2. School ID card with photograph

        AND

    3. List C:
      1. Social Security Card
      2. Original or certified birth certificate 
  7. Once this visit is complete, you are finished with the Form I-9 verification process.

List of acceptable documents

All documents must be UNEXPIRED Employees may present one selection from List A or a combination of one selection from List B and one selection from List C.

LIST A: Documents that Establish Both Identity and Employment Authorization OR LIST B: Documents that Establish Identity OR LIST C: Documents that Establish Employment Authorization 
1. U.S. Passport or U.S. Passport Card 1. Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address 1. A Social Security Account Number card, unless the card includes one of the following restrictions: (1) NOT VALID FOR EMPLOYMENT (2) VALID FOR WORK ONLY WITH INS AUTHORIZATION (3) VALID FOR WORK ONLY WITH OHS AUTHORIZATION
2. Permanent Resident Card or Alien Registration Receipt Card (Form 1-551) 2. ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address 2. Certification of report of birth issued by the Department of State (Forms DS-1350, FS-545, FS-240)
3. Foreign passport that contains a temporary 1-551 stamp or temporary 1-551 printed notation on a machine- readable immigrant visa 3. School ID card with a photograph 3. Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal
4. Employment Authorization Document that contains a photograph (Form 1-766) 4. Voter's registration card 4. Native American tribal document
5. For a nonimmigrant alien authorized to work for a specific employer because of his or her status: a. Foreign passport; and b. Form 1-94 or Form l-94A that has the following: (1) The same name as the passport; and (2) An endorsement of the alien's nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form. 5. U.S. Military card or draft record 5. U.S. Citizen ID Card (Form 1-197)
6. Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form 1-94 or Form l-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI 6. Military dependent's ID card 6. Identification Card for Use of Resident Citizen in the United States (Form 1-179)
  7. U.S. Coast Guard Merchant Mariner Card 7. Employment authorization document issued by the Department of Homeland Security
  8. Native American tribal document  
  9. Driver's license issued by a Canadian government authority  
  For persons under age 18 who are unable to present a document listed above:  
  10. School record or report card  
  11. Clinic, doctor, or hospital record  
  12. Day-care or nursery school record  

Examples of many of these documents appear in the Handbook for Employers (M-274). Refer to the instructions for more information about acceptable receipts.