This Website is intended to be used only by FSU Representatives
This guide is intended to provide detailed instructions and information regarding the Form I-9 Employment Authorization Document. The information provided has been compiled using online government resources provided by U.S. Customs and Immigration Services (USCIS), LawLogix, Social Security Administration (SSA), and the Department of Homeland Security (DHS).
The use of the word "employer" refers to the department that is hiring on behalf of Florida State University. Department representatives completing I-9s must comply with the laws and regulations applicable to the I-9 Form and process. The information on this site is intended to provide proper understanding of the I-9 Form and the laws which regulate the I-9 process in order to encourage due diligence in properly administering the I-9 process for your department.
Form I-9 update for COVID-19
The Department of Homeland Security (DHS) announced that it will defer the physical presence requirements for completing Section 2 of the Form I-9 for employers taking physical proximity precautions due to COVID-19. However, employers must inspect the Section 2 documents remotely (e.g., over video link, fax or email, etc.) and obtain, inspect, and retain copies of the documents, within three business days for purposes of completing Section 2. The employers’ compliance obligation to create I-9s for new hires and submission to E-Verify must be done within three business days of the employee starting work for pay. Once normal operations resume, employees will be required to complete a physical inspection.
Department representatives will need to submit a Remote Hire with Agent Request Form and indicate in the “Reason for Request” section if the employee will be working remotely upon hire or needs assistance with locating an authorized agent. The employee will receive an email from the Guardian system, instructing them to complete Section 1 of the I-9 form electronically.
Section 2 completion:
It is recommended the employee meet with a remote authorized agent for Section 2 documents verification in person if possible. The employee will identify a Remote Agent (Notary Public, College/University Representative, or Other Pre-Authorized Agent approved by FSU HR) and bring their original documents along with Remote Agent instructions to their chosen agent. We can assist employees with locating or designating an authorized representative as needed. The Remote Agent will complete, and sign Section 2 of the I-9 form electronically. With this option the I-9 requirement is fulfilled immediately by the employee and remote agent electronically within Guardian at the time of hire and no further action is needed.
If a remote agent cannot be obtained due to remote work, HR can complete a virtual verification and will complete in person verification once operations have returned to normal. HR can complete the virtual verification of Section 2 documents via email or zoom. Departments will need to contact Christie Riley in the Office of Human Resources via email to set up the virtual verification option. If Section 2 is completed virtually, HR must obtain, inspect, and retain copies of the documents used to complete the I-9. Once normal operations resume, HR must meet with the employee to physically inspect the previously presented documents and document the I-9 with a special amendment to confirm the physical inspection and COVID-19 exception. If documents are verified virtually, the in-person verification must be within three business days of resuming normal operations.
If you have any questions or concerns please contact
Office of Human Resources
Florida State University
Phone: (850) 644-4915
Last updated: 04/14/2019