I-9 Process

What is an I-9?

The I-9 is used to verify employment authorization of individuals hired for employment in the United States. The employee must attest to their employment authorization by presenting acceptable documents. The employer must examine these documents as it is required by federal law.

Section 1 must be completed on or before the student’s first day of work.  Original documents are not needed in order to complete Section 1.This section can be completed remotely by the employee, if they receive the email.

Section 2 must be completed within 3 business days of the first day of work in person with an I-9 User. Original documents are required in order to complete Section 2. For a list of acceptable documents, please see below.


I-9 Users CANNOT tell non-international students what documents to bring to the appointment.

International students MUST bring their passport, their I-94 document (card or print out), their I-20 document, and their Social Security card. International Students are very familiar with these documents.

Note: A Social Security Number (SSN) is not required to complete the I-9. If the employee has not yet applied for or received their SSN they still need to complete the I-9. Refer the employee to OIS to apply for the SSN. When the employee receives the SSN, they will need to meet with an I-9 User to amend their I-9 and bring the original SSN card.

Who needs an I-9?

Every employee must present documents verifying identity and eligibility to work in the U.S. within the first three days after the hire date. NC State must examine the documents and record the information on the I-9 form.

The I-9 form must be completed when the student has never held a campus job (no I-9 on file) or when there is a break in employment (there is an I-9 on file but it is not current). 

The I-9 User reviews the I-9 status of the student when an HR action has been initiated for a biweekly new hire, rehire, or extension of the end date of an existing appointment for any:

  • Graduate Teaching Assistant 
  • Graduate Research Assistant 
  • Hourly Student 
  • Hourly Teaching Assistant 
  • Undergraduate Teaching Assistant
  • Work Study 
  • PEP

In addition to I-9 reviews triggered by the HR actions mentioned above, any nonimmigrant foreign national employees whose work authorization is updated, extended, amended, or changed must also complete a new I-9 form when any of these changes happen.

**If the I-9 is not completed within three (3) of your start date, we will have to terminate your employment until the process can be completed.**

ECE I-9 Users

(EBII) – ece-personnel@ncsu.edu

You will be notified either by an ECE I-9 User or you will receive an email from the University’s I-9 Guardian System if you need to complete an I-9 form when you are hired/rehired or if your work authorization is ending. If you have any questions about the I-9 process, please first contact ECE Personnel or the International Employment Manager at 919-515-4518.