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Filling Out the I-9 Form

Complete instructions for the I-9 form are attached to the I-9 form. The instructions must be available to the employee during completion of the form. Employers CANNOT specify which document(s) they will accept from an employee. The list of acceptable documents is on page 2 of the actual I-9 form.

Section 1, Employee: This part of the form must be completed at the time of hire, which is the actual beginning of employment. Providing the social security number is voluntary in Section 1.

Preparer/Translator Certification. The Preparer/Translator Certification must be completed if Section 1 is prepared by a person other than the employee. A preparer/translator may be used only when the employee is unable to complete Section 1 on his/her own. However, the employee must still sign Section 1 personally.

Section 2, Employer: Employers must complete Section 2 by examining evidence of identity and employment eligibility within three business days of the date employment begins. If employees are authorized to work, but are unable to present the required document(s) within three business days, they must present a receipt for the application of the document(s) within three business days and the actual document(s) within 90 days. However, if employers hire individuals for a duration of less than three business days, Section 2 must be completed at the time employment begins.

Employers must record: 1. Document title 2. Issuing authority 3. Document number 4. Expiration date, if any 5. The date employment begins.

Employers must sign and date the certification. Employees must present original documents. OSU requires that presented documents be photocopied. The copies will be retained with the original I-9 form. These copies may only be used for the verification process and must be retained with the Form I-9.

Section 3, Updating and Reverification: OSU departments are required to have the employee fill out Section 1 of a new I-9 on, or before, the expiration date of the previous I-9.

Where to send completed form

A completed I-9 form has page 1 and 2. Completed forms and copies of documents are sent to the Human Resources staff in your Business Center.

Additional instructions

Employment eligibility verification guidelines from the U.S. Citizenship and Immigration Services

M-274, Handbook for Employers

Task expert

Your Business Center Human Resources staff.

Revised 05/30/14

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