FAQs for Completing Your I-9

The Form I-9 (Employment Eligibility Verification) is used to verify the identity and employment authorization of individuals (citizens and noncitizens) hired to work in the United States. 

The employee initiates steps to complete Section 2 of the I-9.  Neither the hiring department nor Human Resources receives notifications when Section 1 of the I-9 has been completed.  Visit the Completing Your I-9 Webpage to explore the various ways to complete the I-9.

Completion of the I-9 by the 3^rd business day of employment is the law. If you do not complete the I-9 by the 3^rd business day of employment, the University has the right to terminate your employment. 

If you are unsure of the start date, please leave that section blank when creating your account because it is not required.   Simply move forward with creating the account and completing Section 1 of the I-9.

Email Human Resources to confirm if a new I-9 is needed.  There are various factors to consider when determining if an employee (U.S. citizen or Foreign National) needs to complete a new I-9.

Once Section 2 of the I-9 has been completed, account access is disabled.  If you need to edit the form (i.e., add your SSN, correct dates, document numbers, etc.), please email Human Resources . A Human Resources team member can provide instructions for employees to make the necessary changes. 

Changes to other pertinent such as your local address can be made in IGNITE once your paperwork has been processed and access is granted to the system.

Click on the links below to see which documents are required to complete the I-9. 
 

• List of Acceptable Documents for U.S. Citizens and Legal Permanent Residents.
• List of Acceptable Documents for Foreign Nationals (also Baylor Orientation Guide for new hires).
• Foreign Nationals, who are new hires, must also complete the FNIS Form which is emailed by the Payroll Office. Questions about the form can be directed to Payroll_Office@baylor.edu.

No.  All employees must have their original documents in hand when completing the I-9 in person or remotely.

Remote agents can be anyone that the employee chooses (e.g. relative, colleague, friend) and trusts who is 18 years of age or older.  The agent must be able to physically meet with the employee in-person to complete Section 2 or 3 of the I-9 form.  The remote agent will need to provide their full name and email address when the appointment is being scheduled by the employee.  Likewise, the remote agent should be comfortable using a computer and entering document information to complete the I-9 for the employee.  

Employees must use an authorized agent (i.e. the employer, remote agent, or notary) to complete Section 2 or 3 of the I-9.  

Remote agents and the employee will receive an email from the askHR to set up their temporary login credentials to the I-9 Service Center.  Please have the remote agent check their spam/junk folder.  If neither the employee nor remote agent have received an email with instructions from askHR, please contact Human Resources.

Remote agent links are set to be available for 30 days. If you are experiencing issues with the emailed link, consider the following steps for troubleshooting:

• Clearing cache or browsing data.
• Try a different browser. It is recommended to use Google Chrome with the Guardian system although Firefox, Safari and Microsoft Edge are also acceptable.
• Copy and paste the URL Link into your browser as opposed to clicking the link provided.

If you continue experiencing issues with links, please contact our HR office at 254-710-2000 for resolution.

Notify Human Resources  and request an update to the Form I-9 so to add your SSN to Section 1. You will be required to come in person to present the Social Security card for authentication.

For your protection, avoid sending your SSN via email.  Your legal name and 9-digit student/employee ID# will suffice.

Foreign National employees must complete a new I-9 that reflects their new status as a legal permanent resident.  Please visit one of our locations to complete a new I-9 form with your permanent residency card. The HR Department will update your employee record to reflect the residency change.