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I-9 E-Verify Frequently Asked Questions

Top Questions

How do I get access to Compli-9?

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.

What’s the process for new employees who can’t logon?

When Employee has difficulties logging on, ensure that they are using Internet Explorer.  The Compli-9 platform works best in IE.  If they still can’t logon send an email to: with your request.

My employee did not receive their credentials or they expired, can I resend them?

Yes, you can go into the employee tab from the menu and select your employee. Once in the employee record, click on the credentials tab and choose to resend your employee credentials.  Make sure that the Disable Credentials box is NOT checked.

How will I know when the employee completes section 1?

The initiator will receive an email once the employee has completed section 1.

What if the employee only has an official receipt for their document but not the actual document?

When completing section 2, you will check mark the box that indicates “Document applied for”.

  • When the actual document is available to verify, go to the menu option “Doc Receipt Pending”, choose your employee, enter the information, and sign.

What if the employee does not have an SSN?

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 mark the box when completing section 1 that states “Social Security Card Applied for”.

  • Once the SSN is received, go to the menu option “Sec. 1 SSN Pending", choose your employee and resend the log in credentials. The employee will enter the SSN information.

What if I enter the wrong start date when I initiate the Form I-9?

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

I initiated the Form I-9; however someone else is responsible for completing section 2. How can this be done?

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 GIS system; if you have a non-IU employee that will complete section 2, follow the paper I-9 process. For new user access contact your Campus HR office.

GIS Systems Questions

Form I-9 in General

What is a Form I-9?

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.

How quickly are the E-Verify results complete? Can I close the case as soon as I complete section 2 or do I have to log in later?

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

The preferred process would be to close the case immediately after completing section 2.

What if the I-9 was not completed within three days of the start date?

I-9’s that are not in compliance will receive a pop up message requesting a reason for the delay. Answer the question and proceed.

Does the 3 day deadline for completing section 2 include holidays and weekends?

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.

How can departments track I-9 expirations?

IUHR sends out Expiring I-9 reminders (starting 120 days out on a rolling 30 day basis) at the beginning of each month.

Does IU accept remote I-9s? Do we do them for other employers?

IU does have a specific procedure for remote I-9s.  For the process please refer to the Remote Hire Form I-9 Completion Guidelines page.

How long do we keep a paper I-9?

Paper copies of past I-9 Forms for Staff and Temporary 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 the records retention schedule

If I have a long-time employee with a paper I-9, should I move them to the new process (an electronic I-9)?

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.

I’m rehiring a new employee, how do I know if they need a new I-9? 

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.

How do I complete a re-verify Section 3?

  • Click on the Reverifications tab (Yellow Menu bar)
  • Click on the Pending Reverifications tab
  • Search for the employee
  • Click Reverify now
  • Select Create a new Section 3
  • Select Reverification of work authorization
  • Click Next
  • Update the List A or List C documentation
  • Click Next
  • Complete the eSignature page
  • Click Next

Section 1

When does the new employee need to complete Section 1 of the Form I-9?

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.

What if I enter the wrong start date when I initiate the Form I-9?

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

Can I view only the I-9’s that I initiated?

No the list will include all initiated I-9’s, university wide. However, you can sort by user name by clicking on the “Initiated by” header. This will allow you to see what you initiated grouped together for ease of reviewing.

What if the employee does not have an SSN?

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 mark the box when completing section 1 that states “Social Security Card Applied for”.

  • Once the SSN is received, go to the menu option “Sec. 1 SSN Pending", choose your employee and resend the log in credentials. The employee will enter the SSN information.

The case will now cycle through E-verify.  Please remember to go back and close the case.

Section 2

What if the employee only has an official receipt for their document but not the actual document?

When completing section 2, you will check mark the box that indicates “Document applied for”.

  • When the actual document is available to verify, go to the menu option “Doc Receipt Pending”, choose your employee, enter the information, and sign.

When does the department need to complete Section 2 of the Form I-9?

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.

What documents can an employee present? 

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

Can I tell the employee what documents to bring?  

You may tell the employee to bring whatever documents they wish from the list provided upon completion of Section 1 of the Form I-9.

Why does the system not give me the correct document(s) options when I try and complete Section 2? 

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

Can I make copies of the employee’s original document and then fill out the Form I-9 later? 

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

What is E-Verify?  

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.

What is Tentative Non Confirmation (TNC)

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 GIS unless instructed by a UHR, Faculty Affairs or a Campus HR official.  You will be contacted by a UHR, 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.

What is a DHS/SSA Re-verify? How do I process it?

If the Form I-9 information submitted to E-Verify does not immediately match SSA and/or DHS records, the DHS or SSA Re-Verify status appears.  This status is also known as Check Information status. The initiator must review the information in certain fields, and confirm that the information is correct or change the information in the applicable fields if the information was incorrect.  To Process, please follow the steps in the Quick Guide (PDF).

How do I handle a duplicate I-9 notice?

A Duplicate Case status is returned by E-Verify when information for the current case matches another case submitted within the past 30 days. Please follow the steps in the Quick Guide (PDF).