WSU employs only U.S. citizens and aliens who are authorized to work in the U.S.  As required by the Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS) , Form I-9, Employment Eligibility Verification is used to verify the identity and employment authorization of individuals hired for employment. All new employees (citizens and non-citizens) must complete Form I-9 and present original documents that establish identity and employment authorization.  It is the responsibility of department personnel to complete Form I-9 within the required time frame.  Failure to properly complete Form I-9 as required by law, may lead to penalties and fines to the institution and individual responsible for completion of the forms. 

Section 1 of Form I-9 must be completed by the employee no later than the first day of hire.  Employers must complete Section 2 by examining evidence of identity and employment authorization within 3 business days of the date employment begins (hire date). If Form I-9 is not completed within the required three business days of the date employment begins (hire date), the employee is not eligible to work until Form I-9 is completed.

During the COVID pandemic, the Department of Homeland Security (DHS) continues to require completion of Form I-9 for new employees.  DHS made a temporary provision for review of Section 2 documents, however it does not apply to WSU since the provision states if any employees are physically present, employers cannot avail themselves to the exception and must follow normal Form I-9 processes.   

To ensure WSU meets federal requirements, while maintaining health and safety standards, the Form I-9 can be completed electronically or as a paper Form I9, based on department and employee preference.  Although the I-9 is typically completed by a department I-9 coordinator, HRS is allowing a broad range of  individuals to complete Section 2 while still following DHS recommendations.  Examples include WSU supervisors, co-workers, department staff as well as non-WSU individuals such as bank official, public notary, insurance agent, city/public/school official, etc. 

The employee and supervisor should work together to identify an appropriate individual willing to complete Form I-9.  The authorized individual will be responsible for completing section 2 and reviewing employment eligibility documents on behalf of WSU.   If the individual is NOT a WSU employee, HRS-Records will need their contact information (full name, email, telephone, title if applicable, and address)  to generate authorization.  HRS-Records will provide them all necessary instructions and forms.   They will be asked to return the completed Form I-9 to HRS-Records.  Once it has been received, the employee may begin working.   If WSU personnel are completing paper Form I-9s, the department must provide the original documents to HRS-Records. 

If there are unique situations such as out-of-state employees, required quarantine period or other special circumstances, contact Human Resource Services hrs@wsu.edu for assistance.