Updated July 29, 2020
Does Section 2 of the I-9 still need to be completed in person?
No. As of March 20, 2020, and extended on May 14, 2020, and extended again on July 18, 2020, the federal government provided guidance on the I-9.
For US workers and the international employees already in the US, Section 1 must still be completed on or before the first day of work. Section 1 can be done remotely and electronically. Section 2 must still be completed on or before the third day of paid work, but it can now be done remotely and electronically. Based on the federal guidance, the employee can present their I-9 documents electronically (e.g., via Skype, Facetime, webcam, Microsoft Teams, etc.) to their hiring unit’s I-9 contact. It is not recommended that these documents be emailed, scanned, or faxed.
For all international new hires who are outside the US on their first day of work, Section 1 cannot be done by the first day of work. They do not know their work until date nor do they have their I-94 admission/departure document. As soon as the international new hire enters the US, the I-9 must be done. Please use the original start date and note in the comment field in Section 2 why the I-9 is overdue (Employee began working for the UW on X date while outside the US and, as soon as they entered the US, the I-9 was completed).
I-9s that require reverification of current international employees who are outside the US cannot be completed until the employee returns to the US.
The I-9 contact can complete Section 2 upon seeing the documents electronically.
Once normal operations resume on campus, the employee must present the original documents to the I-9 contact within three days of resuming normal operations. Per current UW practice, do not copy these documents. A note should be placed in your I-9 audit file stating that physical inspection was delayed due to COVID-19. If you have questions about your I-9 audit file, email email@example.com.
What if no one is available in the hiring unit to complete Section 2 of the I-9?
If the hiring unit has essential staff on campus that can complete Section 2 of the I-9 safely and timely, the I-9 should be completed as normal.
If the hiring unit does not have an I-9 contact available or the IT capabilities to complete the I-9 timely using this new guidance, please email firstname.lastname@example.org for assistance completing Section 2. The Office of Human Resources staff will work with the employee to complete Section 2. OHR can only assist if the hiring unit initiates Section 1 of the I-9 and the employee has done Section 1.
Tips for Onboarding Telecommuting Employees
Updated March 19, 2020
Hiring an employee who will be unexpectedly telecommuting brings a unique set of onboarding considerations. Feeling connected to UW–Madison, colleagues, and the expected work, are pivotal to new employee engagement and success. Please share these resources with key players in the onboarding process.