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Have your supervisor utilize the I-9/E-Verify and Background Checks Systems Access Request Form.

Please note you may choose to access both systems, or access to each system separately on the form.

Access to the Form I-9 system requires the user to complete a training prior to being granted access.

Form I-9 processors can resend the Form I-9 to new hires by selecting the record, right clicking to open the menu and selecting “resend”. This is essentially the new process for resetting passwords.

If you are still having difficulty logging into the HireRight I-9 platform to complete a Form I-9, please contact HireRight directly at: 1-877-990-4473.

You can resend the Form I-9 and the new hires credentials by going to your Manage I-9’s dashboard, under the “Sent to Employee” tab and highlighting the correct record. Next, select “resend” from the “more options” dropdown at the top of the page (or right click on the record and the same menu will pop up).

Note: New hire credentials are good for 7 days from the date of initiation.

The initiator will receive an email notification once the new hire has completed Section 1.

When completing section 2, you will check the box that indicates “The Employee has presented a Receipt for a replacement of a lost, stolen, or damaged document”.

• When the actual document is available to verify, go to your “completed” tab and select the correct record. Then right click and select “Correct I-9 Form”.
• When you go into Section 2, you will be able to check the box that says “Actual document presented”, and enter the updated document information as needed.

You do not need an SSN to complete the Form I9; however, you do need it to complete the E-Verify process.

The employee will need to check the box when completing section 1 that states “The Social Security Administration has not yet issued me a Social Security Number”.

• Once the SSN is received, you will want to locate the correct record from your “Completed” tab. Then right click the record and select “Correct I-9 Form”.
• Select “Send Section 1 to Employee” and ask that the new hire enter their SSN to the form.
• Once they have done this, you will be notified via e-mail, then go back in to your “Completed” tab and right click the record again, this time selecting “Order E-Verify”.

You can change the start date when you complete Section 2.

Anyone that is set up as a user in the system can access the record and complete section 2.

Only IU employees will be given access to the HireRight I-9 platform; if you have a non-IU employee that will complete section 2, follow the remote I-9 process (utilizing the Hiring Manager feature).

Form I-9 is a United States Citizenship and Immigration Services form. Completion of the form was mandated by the Immigration Reform and Control Act of 1986. It is used to verify the identity and legal authorization to work of all paid employees in the United States.

Many E-verify results are complete within a few seconds.

Cases that return as employment authorized should automatically close themselves. Some cases may require additional information such as a photo match or re-verify.

The Form I-9 will be considered to be out of compliance, but is still required to be completed.

The university business days are Monday through Friday. Normally, those will be the only days that count towards the 3 day deadline. However, if the employee works on a weekend day, this counts towards the 3 day rule.

The HireRight I-9 platform will automatically begin sending reminders to initiators 120 days out from the work authorization expiration date and will continue on a rolling 30 day schedule. IU HR will also audit and send notifications closer to the actual expiration date.

IU utilizes the “Hiring Manager” function in the HireRight I-9 platform. This will allow a designated processor outside of IU to complete the form. We utilize the CUPA HR consortium to find appropriate processors to assist with this process. Please contact if you need assistance with this process.

Paper copies of past I-9 Forms for Staff and Part-Time employees are retained in the Campus HR or Payroll Office as designated for the campus for 3 years post termination. Copies are not to be maintained in the department.

See theUniversity Records Retention Schedule

You are only required to complete a new I-9, if the employee had a break in service and was rehired, has a change in citizenship status, or is an Alien Authorized to work with expiring work authorization documentation.

Utilize the Employee Active Jobs Lookup tool in One.IU to determine if an employee has an active job.  If the employee has an active job a new Form I-9 is not required.

• Locate the appropriate employee record under the “completed” tab in the HireRight I-9 platform.
• Right click on the record, and select “Re-Verify I-9 Form”
• Choose “Update Myself”
• Under “Purpose of Reverification”, check “Employee Work Authorization renewal”
• Enter the appropriate required document information
• Check the “I attest…” box
• Click “Proceed to Form I-9 Completion”
• Electronically sign Section 3
• Click “E-Sign & Save”

In order for an employee to be eligible for work, Section 1 needs to be completed by the end of the first day of employment.

You can change the start date when you complete Section 2.

No the list will include all initiated I-9’s, university wide. However you can view only I-9’s that you have submitted by selecting “Current User” from the dropdown menu at the top right hand side of the page.

You do not need an SSN to complete the Form I9; however, you do need it to complete the E-Verify process.
The employee will need to check the box when completing section 1 that states “The Social Security Administration has not yet issued me a Social Security Number”.  

• Once the SSN is received, you will want to locate the correct record from your “Completed” tab. Then right click the record and select “Correct I-9 Form”.
• Select “Send Section 1 to Employee” and ask that the new hire enter their SSN to the form.

Once they have done this, you will be notified via e-mail, then go back in to your “Completed” tab and right click the record again, this time selecting “Order E-Verify”.

When completing section 2, you will check the box that indicates “The Employee has presented a Receipt for a replacement of a lost, stolen, or damaged document”.

• When the actual document is available to verify, go to your “completed” tab and select the correct record. Then right click and select “Correct I-9 Form”.
• When you go into Section 2, you will be able to check the box that says “Actual document presented”, and enter the updated document information as needed.

In order for an employee to be eligible for work, Section 2 needs to be completed by the end of the third day of employment.

Completion of Section 1 of the form I-9 will present a list of the possible documents an employee may present.

No, you cannot specify which documents the employee must bring. You can provide guidance as to which documents will satisfy the Form I-9 requirements.

This is most likely because the employee has chosen the wrong Citizenship Status in Section 1. Please contact IU HR for instructions on how to handle.

No, completion of Section 2 of the Form I-9 requires you meet with the employee in person and review original unexpired versions of their documents.

E-Verify is a state mandated system that compares information from an employee's Employment Eligibility Verification Form I-9 to data from U.S. government records. If the information matches, the employee is deemed eligible to work in the United States.

Indiana University participates in E-Verify, a program managed by the US Department of Homeland Security (DHS) and the Social Security Administration (SSA). E-Verify compares the information on an employee’s Form I-9 with the government’s records to verify that they are eligible to work in the United States. A Tentative Non-Confirmation (TNC), means that some of the information from the employee’s Form I-9 differs from what is in the DHS or SAA database.

If one of your employees receives a TNC, please do not take any further action on the case in the HireRight I-9 platform unless instructed by IU HR, Faculty Affairs or a Campus HR official. You will be contacted by a IU HR, Faculty Affairs or a Campus HR official. Once the case has been resolved, a central office official will close the TNC and any related cases. As a reminder, employees are allowed to work and receive pay while resolving the TNC.