Form I-9

Form I-9 is a federal document required by the U.S. Citizenship and Immigration Services (USCIS) to verify the identity and employment authorization of individuals hired for employment in the United States. All employees (citizens and noncitizens) must complete a Form I-9 at the start of employment.

E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). It electronically compares information from Form I-9 to federal databases to confirm employment eligibility.

See the E-Verify website to learn more.

All employees hired to work in the United States must complete Section 1 of Form I-9 no later than their first day of work. 

Hiring managers must complete Section 2 within three business days of the employee's start date.

Section 1: Completed by the employee no later than their first day of employment. 

Section 2: Completed by the hiring department within three business days of the employee's start date.

I-9s for rehired employees

When a former employee returns to Texas State, follow these steps.

1. Check whether the existing I-9 can be used

At Texas State, an existing I-9 is eligible for reuse when all three conditions are met:

• I-9: A properly completed Form I-9 is on file, belongs to the employee, and was originally completed within three years of the rehire date.
• E-Verify: The E-Verify case associated with that I-9 received an Employment Authorized result.
• Texas State internal rule: The I-9 has not been marked terminated in HireRight by Human Resources.

All three conditions are met: Continue to Step 2.

Any condition is not met: Complete a new I-9 and a new E-Verify case.

2. Review work authorization and complete Supplement B

• Supplement B records the employee's return and any required reverification.
• Review the work authorization recorded in Section 2 and any previous updates.
• If reverification is required because the employee's prior employment authorization has expired, obtain acceptable proof of current work authorization and complete reverification before the employee resumes work. Contact HR if you are unsure whether reverification or an automatic extension applies.
• Enter the rehire date.
• If the employee's name has changed, enter the new name. A name change alone does not require a new I-9.
• Sign and date Supplement B.

Which date starts the three-year period?

• Use the date the I-9 was originally completed. The employee's separation date and later Supplement B updates do not restart the three-year period.
  • Example: An I-9 completed October 1, 2024, is within three years of a September 1, 2026, rehire. It may be reused if the other conditions above are met.

When do I create a new E-Verify case for a rehire?

If the employee's previous E-Verify case received an Employment Authorized result and the existing Form I-9 is eligible for reuse:

• Do not create a new E-Verify case when completing Supplement B.
• If reverification is not required, enter the rehire date in Supplement B.
• If reverification is required, enter the rehire date and updated employment authorization document information in Supplement B. A new E-Verify case is not required.
• An expired U.S. passport, U.S. passport card, Permanent Resident Card, Alien Registration Receipt Card, or List B document alone does not require reverification.

Create a new E-Verify case when the employee completes a new Form I-9.

Questions or need help?

• I-9 rehire requirements: Review the official USCIS guidance for Supplement B, reverification, and rehires.
• E-Verify requirements: Review Section 2.1.2, Rehires, of the E-Verify User Manual.
• Help completing a task in HireRight: 1-866-521-6995. Company ID: TXSU2
• Federal Form I-9 or E-Verify questions: 1-888-464-4218, Monday–Friday, 7 a.m.–7 p.m. Central Time, except when the federal government is closed.
• Unsure which process applies: Contact Human Resources before proceeding, HRverify@txstate.edu.

International employees may begin working and their PCR may be processed while they are waiting to receive an SSN. However, E-Verify cannot be completed until the employee has an SSN.

Before submitting the PCR

• Email HRISTeam@txstate.edu to request a temporary SSN.
  • Include the employee’s:
    • Full name
    • Date of birth
    • TXST ID number
    • A statement that a temporary SSN is needed for a new international employee
    • HRIS will provide a temporary SSN to use for the PCR.
    • Do not wait for the employee to receive their SSN card before initiating the PCR. The PCR should be submitted using the temporary SSN provided by HRIS.

Completing the Form I-9 and E-Verify

• When completing Section 1 of the Form I-9, the employee should indicate that they do not yet have an SSN.
• The employee may begin working while waiting for the SSN.
• Once the employee receives their SSN, they must update Section 1 of their Form I-9 with the SSN so the department can complete E-Verify.
• E-Verify should be completed as soon as the SSN is available.

After the SSN card is received

• The employee must also complete the International Employee SSN Card Upload and upload the front and back of their SSN card.
• This is required so HR can update the employee’s SSN in SAP, which is important for payroll and tax reporting.

Department Reminder

If your department requested a temporary SSN from HRIS for an employee, please remind the employee that they must:

• Update their Form I-9 as soon as their SSN is received so E-Verify can be completed.
• Complete the International Employee SSN Card Upload so their SSN can be updated in SAP.

Employees must present original, unexpired documents. They can choose one document from List A or one document each from List B and List C. USCIS prohibits employers from requesting specific documents. 

Please visit the USCIS website for a list of Acceptable Documents for Verifying Employment Authorization and Identity.

No. 

The employee may choose which document(s) they present from the Lists of Acceptable Documents. You must accept any document (from List A) or combination of documents (one from List B and one from List C) listed on Form I-9 and found in Section 13.0 that reasonably appear to be genuine and to relate to the person presenting them. To do otherwise could be an unfair immigration-related employment practice that violates the anti-discrimination provision in the INA. You must not treat individuals who look and/or sound foreign differently in the recruiting, hiring, or verification process.

No. 

Employees must present original, unexpired documents.

International employees typically present their foreign passport, visa, Form I-94, and work authorization (e.g., H-1B approval notice).

International Student Employees (F-1 or J-1 status) typically present Form I-20 (F-1) or DS-2019 (J-1) along with passport, Form I-94, and proof of work authorization (e.g., CPT authorization for F-1 students).

• E-Verify participation is generally required for STEM OPT extension employment.
• Must maintain valid immigration status while employed.

*Note: International employees who do not have a Social Security Number (SSN) on their first day of employment, should leave the SSN field blank on Section 1 of the Form I-9. The SSN and SS card must be provided to the hiring department as soon as the employee receives it and no later than 90 days from the first day of employment.

Yes, remote hires are permitted. The university participates in E-Verify and qualified to remotely examine employees’ documentation.

What are the procedures for remote examination of documents?

1. Examine copies (front and back, if the document is two-sided) of Form I-9 documents or an acceptable receipt to ensure that the documentation presented reasonably appears to be genuine and relates to the employee;
2. Conduct a live video interaction with the individual presenting the document(s) to ensure that the documentation reasonably appears to be genuine and relates to the individual. The employee must first transmit a copy of the document(s) to the employer (per Step 1 above) and then present the same document(s) during the live video interaction; and
3. Retain a clear and legible copy of the documentation (front and back if the documentation is two-sided).
4. Indicate that an alternate procedure authorized by DHS was used to examine documents in the additional information field in Section 2.

A returning employee may use Supplement B when:

• The prior Form I-9 was originally completed within 3 years of the rehire date and is eligible for reuse.

A returning employee must complete a new Form I-9 when:

• The prior Form I-9 was originally completed more than 3 years before the rehire date; or
• The prior Form I-9 has been terminated in HireRight by Human Resources.

Yes. 

Anyone who receives wages through university payroll must complete Form I-9, including student employees, graduate assistants, research assistants, teaching assistants, adjunct instructors, and postdoctoral researchers.

Hiring managers must:

• Ensure employees complete Section 1 timely.
• Examine employee documents physically.
• Complete and sign Section 2 within three business days.
• Submit the I-9 for E-Verify processing.

Late or missing I-9s can result in significant penalties for the institution. Employees who fail to complete the Form I-9 and E-Verify within the required timeframe may not be allowed to continue working.

Hiring managers should track expiration dates for employees on temporary work authorizations. Re-verification using Supplement B of the I-9 must occur before the expiration date.

No. 

During re-verification, you must allow an employee to choose what document to present from either List A or List C. If the employee presents an unrestricted Social Security card, the employee does not also need to present a current DHS document. 

However, if the employee presents a restricted Social Security card, you must reject it since it is not an acceptable Form I-9 document and ask the employee to choose a different document from List A or C.

A TNC means the information entered into E-Verify does not immediately match government records. Employees must be notified promptly and given the opportunity to resolve the mismatch. A mismatch case result does not necessarily mean that you are not authorized to work in the United States.

Within 10 federal government working days after E-Verify issues the mismatch case result:

• The hiring department must notify the employee of a mismatch result and complete the referral process, if applicable.
• The employee must decide whether to take action to resolve the mismatch.
• The employee must notify the hiring manager of the decision by the 10th federal government working day after E-Verify issued the mismatch result or your employer may close your case in E-Verify.
• If the mismatch is not resolved, the case may result in a Final Non-confirmation which may result in termination of employment.

This usually means the employee already has an active Form I-9 on file. Contact hrverify@txstate.edu so we can reassign the employee to your department. Once reassigned, you should be able to proceed without issues.

HireRight accounts may be deactivated due to inactivity. To regain access, email Talent@txstate.edu and request that your account be reactivated.

Hiring managers and employees can reach out to Human Resources by email at hrverify@txstate.edu.

HireRight Support:

• Reset passwords for active accounts
• Form I-9 assistance
• Online ChatBot
• 866-521-6995 | Company Code: TXSU2

USCIS / E-Verify Support:

• Employer Hotline: 888-464-4218
• Employee Form I-9 Hotline: 888-897-7781
• Form I-9: I-9Central@uscis.dhs.gov
• E-Verify: E-Verify@uscis.dhs.govCIUS / E-Verify Support