TEXAS AGRILIFE EXTENSION SERVICE PROCEDURES

Texas AgriLife Extension Service (Extension) is required to complete a U.S. Department of Justice Employment Eligibility Verification Form I-9 for all hires after November 6, 1986. The following information is provided to assist all units with the completion of the forms I-9.

A. EMPLOYEE RESPONSIBILITIES:

The employee must complete Section 1 of a Form I-9 no later than close of business on his/her first day of work. The employee’s signature holds him/her responsible for the accuracy of the information provided. No documentation from the employee is required to substantiate Section 1 information provided by the employee. The employer is responsible for ensuring that the employee completes Section 1 in full. Ensure that the employee has completed name and address information, signed and dated Section 1, checked the appropriate citizenship block. Foreign nationals are also required to complete the work authorization date and alien/admission number.

B. EMPLOYER RESPONSIBILITIES:

The employer must complete Section 2 of the Form I-9, no later than close of business on the employee’s third business day of employment. The employer should supply to the employee the official list of acceptable documents for establishing identity and work eligibility. Use the reverse side of the I-9 as a guide to authorized documents. The employer must examine the original document(s) and accept/record them if they reasonably appear to be genuine and to relate to the employee who presents them. Do not make photocopies of these documents. Requesting more or different documentation than the minimum necessary to meet this requirement could constitute an unfair immigration-related employment practice. Section 2 must be completed in full, including document information, date of employment, address information and signature.

Social security cards that include the wording Valid only with INS Authorization or Not Valid for Employment, may not be used as a Form of I-9 documentation.

The completed Form I-9 should be included with other employment paperwork and sent to the Texas A&M AgriLIfe (AgriLIfe) Payroll Office. Do NOT keep a photocopy of the completed Form I-9 at the unit or in the employee’s file.

C. UPDATING AND REVERIFICATION:

The Form I-9 must be updated if an employee changes their name. It must be reverified when the documents used expire.

To complete this process, follow the procedures for Employee and Employer Responsibilities listed above. The date of employment used in the certification statement in Section 2 should be the original date of employment. In Section 3, the employer should complete the employees name, sign and date the Form I-9. The updated Form I-9 should be sent to the AgriLIfe Payroll Office.

Additional information on completing the I-9 may be obtained from the "Handbook for Employers, Instructions for Completing Form I-9" booklet, TAMU International Faculty and Scholar Services at 979-862-1719, or the AgriLife Payroll Office at 979-845-3636. A copy of the "Handbook for Employers, Instructions for Completing Form I-9" booklet is available on-line at http://www.uscis.gov/files/nativedocuments/m-274.pdf.