Form I-9 Employment Eligibility Process and Compliance Resources
The Form I-9, Employment Eligibility Verification (I-9) is required by federal U.S. Citizenship law. Employers are required to verify each employee’s identity and eligibility to work in the United States at the time of hire. To manage this process, i9 Intelligence helps organizations transform manual verification into automated compliance and maintain centralized compliance across your entire organization.
Who is Required to Complete an I-9?
According to federal requirements, every paid employee must complete the Form I-9. This includes:
- Newly hired faculty, staff, and student employees as well as casual and temporary workers who are paid by voucher or on a flat-rate basis.
- Anyone listed above who is rehired (who had a one-day or longer break in service) must complete a new I-9 Form.
- Anyone in a 0% assignment before some form of payment (one-time payment, award, stipend, etc.) through UT Payroll is administered.
If there is no record of I-9, payment will be held until compliance is met.
I-9 Completion Deadlines and Requirements
Both Section 1 and Section 2 must be completed within the specified time frame, this includes employees who have never been issued a Social Security Number. Section 1 of the Form I-9 can be completed after the offer is accepted. Below is the breakdown of the Form I-9 Employment Eligibility Process:
- Section 1: Completed by the Employee by the first day of work for pay.
- Section 2: Completed by the Employer within 3 business days of the employee's first day of employment.
Section 1 is considered complete even if the SSN is pending. Note that Equifax is our Authorized Representative and completes Section 1 on behalf of the University of Texas at Austin.
Risk Management and Audit Readiness
To ensure Enterprise-grade security for your compliance data, employers should utilize the I-9 Risk Calculator to discover your audit risk and fine exposure. Expert insights on I-9 compliance and best practices are vital, as the ICE arrest of Iowa Superintendent highlights gaps in I-9 and E-Verify oversight. Organizations must understand how to calculate I-9 exposure: risks, fines, and HR strategy.
Key E-Verify Information and State Requirements
E-Verify is used to verify an employee’s eligibility to work in the United States. Organizations must also stay compliant with state requirements, such as Iowa: I‑9 & E‑Verify Compliance and E-Verify Executive Order No. 15. It is important to address common questions like: Why Use E-Verify and Is E-Verify a Background Check?
Current Compliance Updates
- USCIS Update: USCIS Reduces EAD Validity to 18 Months: What Employers Must Do Now.
- Operational Updates: E-Verify Restored: October 2025 Government Shutdown Update.
- Mistake Prevention: Top 5 I-9 Document Mistakes Employers Make (and How to Fix Them).
- Seasonal Peaks: Retail Hiring Surges: Keeping I-9s Compliant During Seasonal Peaks.
Trusted by HR Leaders since 1998, with millions hired with 100% compliance, the latest I-9 compliance insights help keep your organization audit-ready through regular updates and proper document verification.
