I-9 form instructions

How to fill out the federally required I-9 Employment Eligibility Verification form

Federal law requires that all employers complete and retain a federal I-9 Employment Eligibility Verification form for each employee. Employers are not allowed to employ individuals who work in the U.S. and do not fulfill the I-9 obligations.

This process requires new employees to complete the following steps. Note that all fields in I-9 form Sections 1 & 2 should be completed. Please write "N/A" in any fields that would otherwise be left blank. The I-9 Employment Eligibility Verification form with accessible descriptions appears on the USCIS I-9 website.

  1. Complete Section 1 of the Form I-9 on or by the first day of employment (if you do not have a Social Security Number please leave that blank). The address you use should be your current address at the time you complete the form.

    sample I-9 form section 1

  2. Present original, unexpired documents fulfilling the I-9 requirements to a UMass Amherst Human Resources representative within the first three (3) days of employment. You may provide one item from List A or one each from Lists B and C. The UMass Human Resources representative will complete I-9 Section 2 based on those documents (example below).

    Sample I-9 Section 2

I-9 Instructions for Notaries Public

Employees not living or working in geographic proximity to UMass Amherst may complete the process with a Notary Public who is willing to perform the service, completing I-9 Section 2 as an Authorized Representative.

UMass Amherst authorizes notaries public to complete the federal Form I-9 on behalf of UMass Amherst. In completing the Form I-9:

  1. Please verify that the employee has completed Section 1 of Form I-9 prior to your completing Section 2.
  2. The employee must present to you original, unexpired documents fulfilling the I-9 requirements.
  3. Please complete I-9 Section 2 in full including the:
    • Employee's name
    • Listing the I-9 supporting documents provided to you (one item from List A or one each from Lists B & C).
    • Signing as authorized representative and completing the signature block. The business name/address is: UMass Amherst, 181 President's Drive, 325 Whitmore Admin. Bldg., Amherst, MA 01003.

Employees and notaries may contact UMass Amherst Human Resources with any questions about completion of the Form I-9 (AskHR).