This tutorial is designed for you to learn at your own pace.

The tutorial includes numerous demonstrations to give you a hands on feel. There is a Table of Contents on the left listing the various topics. You can jump to any topic listed or simply let the training run in sequence. The playback controls at the top allow you to pause or navigate forward or backward, if needed. If at any time you need to break from the tutorial it will resume where you left off.

All Online I-9 questions should be emailed to i9@vt.edu. If immediate assistance is needed, call 1-5201.

Online I-9 Classroom Presentation (great to print for screen shots with handy tips!)

I-9 Acceptable Documents Reference

This is the most common question asked! Here are the steps for you to determine whether an I-9 is required for your employee.

  1. Open Banner form PZII9HS for the employee
  2. Does the employee have an E-Verify case number?
    1. NO -- complete an I-9 (we want all employees to be E-Verified)
    2. YES -- continue with the next step
  3. Open Banner form PWIEMPV for the employee
  4. Review the job Start and End dates
  5. Is there a break in service of more than one year?
    1. NO -- do NOT complete an I-9
    2. YES -- continue with the next step
  6. Verify that an I-9 is not already underway. If it is don't start another. If not, complete the I-9.

NOTE: Review the employee authorization documents for non-residents as they may have changed. And for wage employees, be sure that the Banner End date reflects when they actually stopped working.

If you need further assistance with this determination, send an email to i9@vt.edu indicating the employee's ID number and last name (or initials)

Please do not complete an I-9 unless it is needed.

  • Processing a new I-9 when one is not required

    The university is charged for each I-9 processed. It is very important to make sure that a new I-9 form is needed before processing.

  • Not Closing the Case

    When the "Employment Authorized" status is achieved for the I-9, the casemust be closed to complete the action. If the I-9 is not open, use the employee's social security number to search for the record in the I-9 system and close the case.

  • Unnecessary attachments

    Only documents required for photo matching should be attached to the I-9. That includes the U.S. Passport or Passport Card, a Permanent Resident Card, and an Employment Authorization Card. Any other attachments can result in a penalty.

  • Photo attachment is not legible

    Most commonly, the attachment is much too dark to confirm the image. The attachments must be clear and legible for anyone that opens the attachment to view. Always verify legibility after attaching the scanned document. Adjust the darkness to make the image legible or rescan and attach again.

  • Not using the Non-Everify location

    At the beginning of fall and spring semesters, the Non-Everify location must be used when hiring a student in a non-resident alien status who has a social security number. Do not enter the 6-digit org number on the electronic I-9. Otherwise, the response from E-Verify will be a DHS tentative non-confirmation which if not resolved could result in the employee receiving a final response of not being employment authorized (according to E-Verify).

I-9