As an employer, we must verify all employees’ eligibility to work in the United States, which we do by completing Form I-9.  In order to complete Form I-9, an employee must complete Section 1 of the form and an employer must complete Section 2 of the form no later than 3 days from hire/start date,  by 1) physically being in the presence of the employee; 2) examining original, unexpired acceptable document(s) relating to the employee and; 3) recording the document(s) information on the form. Managers who are on-site with the new hire are to complete Section 2 of Form I-9 as the employer representative.

 

We use UKG Pro Onboarding to complete Form I-9. You will complete Section 2 of Form I-9 in UKG Pro Onboarding using the attached UKG Pro Onboarding instructions.  Additionally, for your own reference, I have attached the instructions for Form I-9 (the employer instructions begin on page 6).  A list of acceptable documents can be found linked here and in UKG Pro Onboarding.  Please note that the entire Form I-9 process is done online in UKG Pro Onboarding. You will not have your employee fill out a paper form.  Do not complete the E-Verify section.

 

If you have any questions or need assistance during this process, please file a ticket with the HR Helpdesk.

 

**IMPORTANT** In order to lawfully complete the form:

 

  • You must physically examine ORIGINAL (no copies, scans, or via webcam) and UNEXPIRED acceptable document(s).
  • For safety reasons related to COVID-19, please be sure to take all COVID protective measures (keep social distancing, masks wearing and disposable gloves). If the new team member is not part of your department (Maintenance/Porter/Community Patrol/Concierge), there is no need let they come into the office. Please take the documents to verify and photocopy and give them right back. Make sure other members of your team are not present during I-9 verification in order to avoid/minimized exposure.
  • Ensure that the employee has completed Section 1 of the form before you complete Section 2. If the employee has not completed Section 1 of the Form I-9, they must do so in their own onboarding portal before you verify eligibility and complete your portion.
  • The employee must be physically in your presence as you examine their document(s).
  • The document(s) must reasonably relate to the employee (view the completed Section 1 to verify name, social security number, date of birth, etc.). You must accept the document(s) if it/they reasonably appear on their face to be genuine and to relate to the person presenting them.
  • You must accept the document(s) presented to you if it/they fulfill(s) the requirements on the Form I-9 – you may NOT ask for additional documentation or specify which document(s) they may present.

 

For additional information, including detailed instructions, you may visit the USCIS’ I-9 Central and Completing Section 2, Employer Review and Attestation.  If you need any assistance, please let me know.

 

Thank you for your partnership!