SMU HR Resources

I-9 Procedures and Documentation

Who must complete an I-9?

The U.S. Citizenship and Immigration Services requires a Form I-9 to be completed by all SMU employees who are paid wages. New employees hired for regular staff or faculty, student employee, and temporary employee (staff & faculty) positions must complete the Form I-9.

When must the form be completed?

New employees must come to the Department of Human Resources on the first day of employment to verify eligibility to work in the United States and complete the I-9. A Human Resources representative will be available for completion of this document during the hours of 8:30 AM - 5:00 PM, Monday through Friday.

Please note, the I-9 procedure must never be conducted before an offer of employment has been made to a candidate and the candidate has accepted the offer.

What are the acceptable documents to complete I-9?

New employees should consult the List of Documents Acceptable for Verification of Work Eligibility and Identity prior to the first day of work. The employee will be asked to present either one original document from List A confirming employment eligibility and identity, OR one original document from List B establishing identity AND one original document from List C establishing employment eligibility. The choice of which document(s) to present belongs entirely to the employee. All documents presented must be original and unexpired.

Who must be re-verified?

If an employee indicates in Section 1 that he or she is an alien authorized to work until a
specified date, then the employee's work authorization must be re-verified on or before the date indicated by the employee. Every month, a list will be generated by the Department of Human Resources containing the names of all employees whose employment authorization will expire within the next 120 days. HR will send notification to the employee, advising the employee to present an unexpired document of his/her choice from List A or List C evidencing his or her continuing work authorization, no later than the date the current work authorization will expire.

Employement Category  Defintion     Procedure for Completing the I-9

New

  • Regular staff
  • Faculty
  • Adjunct Faculty
  • Student Employee
  • Temporary Employee 
First time employed at SMU  New I-9 form is required

Re-hires

  • Regular staff
  • Regular faculty
An employee who is terminated from the University and is re-hired or reinstated. New I-9 form is required

Re-hires*

  • Adjunct Faculty
  • Student Employee
  • Temporary Employee
An employee who is terminated from the University and is re-hired after one year from the date of termination.

New I-9 form is required

*If re-hired less than one year from date of
termination, see below.

Name Change      Name change due to marriage or divorce  Re-verify original I-9    
Change in Employment Eligibility Status  Change in citizenship status or visa. New I-9 form is required