Form I-9 Section 1 Instructions
Step 1 – Form I-9 Section 1: must be completed by you, “the employee”.
As a newly hired remote employee, you must complete each field in Section 1 per instructions, print and sign the Form I-9 Section 1 no later than the first day of employment. Section 1 should never be completed before you have an employment start date from your hiring department. You must complete this section with the utmost accuracy to prevent any delays with employment processing. It is important to enter N/A in the fields that you are not entering any information and leaving blank, see instructions below.
Employee Information Accordion Closed
- Last Name (Family Name) – Enter your full legal last name. If you have two or hyphenated last name, include both names in this field.
- First Name (Given Name) – Enter your full legal first name. If you have two or hyphenated first name, include both names in this field. Do not enter middle name here.
- Middle Initial – Enter your middle initial which is the first letter of your middle name. If you do not have a middle name, enter N/A in this field.
- Other Last Names Used – Enter all other last names used like your maiden name or married name. Enter N/A if you have not used other last names.
- Address (Street Name and Number) – Enter your current physical street name and number of your of your residence. You may enter your Canada or Mexico address if you are a border commuter from Canada or Mexico. If there is no physical address, enter a description of the location of your residence such as “7.5 miles north of Trading Post Store and near the water towers”. You may use your Post Office box as well.
- Apartment – Enter the number(s) or letter(s) that identifies your apartment. If no apartment number/letters, enter N/A.
- City or Town – Enter your city, town or village in this field. Enter your city and province in this field if you are a border commuter from Canada and enter your city and state if you are a commuter from Mexico.
- State – Enter the two letter abbreviation of your state or territory. If you are a border commuter form Canada or Mexico, enter your country abbreviation.
- Zip Code – Enter your five-digit ZIP code. Enter you five- or six-digit postal code if you are a border commuter form Canada or Mexico.
- Date of Birth – Enter your date of birth as a two-digit month, two-digit day and four-digit birth year (mm/dd/yyyy).
- U.S. Social Security Number – NAU participates in E-Verify so you must enter your nine-digit Social Security Number. If you do not have a Social Security Number, email NAU HR or call 928.523.2223.
- Employee’s E-mail Address (optional) – Enter your e-mail address using the name@site format. Entering your e-mail is optional, but the field must not be left blank, enter N/A.
- Employee’s Telephone Number (optional) – Enter your telephone number by entering your area code and telephone number (000-000-0000). Entering your phone number is optional, but the field must not be left blank, enter N/A.
Attestation Accordion Closed
Read the warning and before attesting to your citizenship or immigration status by selecting (marking) only one applicable box:
- A citizen of the United States. At this point, you do not need to enter any information. Boxes 3 and 4 will display N/A in their fields.
- A noncitizen national of the United States. A person born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Island and certain children of noncitizen nationals born abroad. At this point, you do not need to enter any information. Boxes 3 and 4 will display N/A in their fields.
- A lawful permanent resident. Enter your seven- to nine-digit Alien Registration Number (A-Number) along with expiration date or your USCIS number which does not have “A” prefix. Box 4 will display N/A in its fields. Select from the drop-down menu to indicate whether you are entering an Alien Number or a USCIS Number. A person that is not a U.S. citizen and resides in the United States under legally recognized and lawfully recorded permanent residence as an immigrant.
- An alien authorized to work. A person who is not a citizen or national of United States or a lawful permanent resident, but is authorized to work in the United States. Box 4 will display N/A in its fields. You must enter the expiration date for your employment authorization and if your employment authorization does not have an expiration date, you must enter N/A in the space provided. For assistance, you can contact HR at 928.523.2223 or email HR.Contact@nau.edu. To complete the hiring process, you may be required to present other documentation, but for the purposes of completing the Form I-9, aliens authorized to work must provide only one of the following document numbers to complete Form I-9:
- An Alien Registration Number/USCIS Number. Enter N/A if you are not using this option.
- Form I-94 Admission Number. Enter N/A if you are not using this option.
- Foreign Passport Number along with Country of Issuance. Enter N/A if you are not using this option.
- Print Form I-9 Section 1 by clicking on the Print button at the top of page one.
- Signature of Employee – By signing this form, you attest under penalty of perjury (28 U.S.C. § 1746) that the information you provided as well as the citizenship or immigration status you selected are complete, true and correct. If you cannot sign your name, you may place a mark (ex: X) in this field to indicate your signature. If another person(s) have assisted you to complete the form, refer to Preparer and/or Translator Section below.
- DO NOT sign Form I-9 Section 1 until you have located a Notary or NAU agent, then sign the form in their presence.
- Today’s Date – Enter the date you sign the form in the presence of a Notary or NAU agent. The date must be entered with two-digit month, two-digit day and four-digit year (mm/dd/yyyy).
Preparer and/or Translator Certification Accordion Closed
The Preparer and/or Translator section must be completed and signed by preparer(s) and/or translator(s) who assisted the employee in completing Section 1. You can mark either of the following boxes:
- I did not use a preparer or translator. You must check mark this box if you did not use a preparer or translator to assist you in completing Form I-9 Section one. Then leave the rest of the fields in this section blank, OR
- A preparer(s) and/or translator(s) assisted the employee in completing Section 1. If one or more preparer or translator (up to five) assist you in completing Section 1, the preparer or translator must mark this box. Then they must select the number of Certification areas needed from the drop down menu and any additional Certification area will generate in additional page.
- Signature of Preparer or Translator – Any person who helped to prepare or translate Form I-9 Section 1 must sign his/her name in this field.
- Today’s Date – Enter the date the preparer or translator has completed the Certification area with the two-digit month, two-digit day and four-digit year (mm/dd/yyyy).
- Last Name (Family Name) – Preparer or Translator must enter their full legal last name.
- First Name (Given Name) – Preparer or Translator must enter their full legal first name.
- Address (Street Name and Number) – Preparer or Translator must enter their current residential address or physical description of the residence location.
- City or Town – Preparer or Translator must enter their city, town or village.
- State – Preparer or Translator must enter the two letter abbreviation of the state, territory or country.
- Zip Code – Preparer or Translator must enter the five-digit ZIP code.
- Click the “Click to Finish” button when you are done with Form I-9 Section 1.
- Print the form by clicking on the Print button at the top of the Section 1.
Click to Finish Accordion Closed
If you are completing the Form I-9 using the computer, once you have completed Section 1, you click the “Click to Finish” button and it will check the form for you to ensure that all required fields are completed. For example, if you did not enter the City or Town in Section 1 of the Employee Information, it will give you a message that says, “You must enter a city, town or village.”
Then when you click OK on the message, you will get another message like this and click OK to fill in the missing field.
Once the form has check for all fields being completed, it will give you a green texted message that says “Please print to sign and date this section” and you will also notice that the very last message “Employer Completes Next Page” (Form I-9 Section 2).
Preparing to Present Form I-9 Documents
The Notary or NAU agent are instructed to review Section 1 to ensure accuracy and they may ask you to correct any errors found (i.e. enter N/A when a field is left blank). We ask for your patience during this process because NAU may be liable under federal law if the Form I-9 is not completed correctly.
You must physically present your original unexpired employment identity and authorization documentation within three business days of your employment start date to the Notary or NAU agent. Without influence, you must choose which original unexpired documents you are going to present to the Notary or NAU agent from the Acceptable Documents list on the last page of this instruction packet.
- You may present one document from List A, or
- You may present one document from List B and one document from List C. If you are presenting a document from List B, it must bear a photograph because NAU is an E-Verify employer.
The Notary or NAU agent will review and accept the document(s) you present to complete Form I-9 Section 2 only if your document(s) reasonably appears to be genuine and relates to you. The Notary or NAU agent are aware that they must reject your document(s) if your document(s) do not reasonably appear to be genuine or relates to you. They will give you an opportunity to present other documents from the list of Acceptable Documents. If you are presenting a document from List A, the Notary or NAU agent must make a photocopy to attach to your packet.
If you are a minor under age 18 and or an employee with disabilities and your parent, legal guardian or representative completed Section 1 for you, please contact NAU HR or call 928.523.2223.
Can a receipt be used? Accordion Closed
In lieu of an acceptable document(s), you may be able to present a receipt(s) in place of your original unexpired documentation. Receipts are not acceptable if your employment is going to last fewer than three business days.
Three types of acceptable receipts Accordion Closed
- A receipt showing that you have applied to replace a document (i.e. Social Security Card or Drivers Licenses) that was lost, stolen or damaged. You must present the actual original document within 90 days from the employment start date.
- The arrival portion of Form I-94/I-94A containing a temporary I-551 stamp along with a photograph of yourself. You must present the actual Permanent Residence Card (Form I-551) by the expiration date of the temporary I-551 stamp or if there is no expiration date, then within one year from the date of admission.
- The departure portion of Form I-94/I-94A with a refugee admission stamp. Contact NAU HR for more information because you may need to present a combination of different documents.
Receipt showing that you have applied for an initial grant of employment authorization or for renewal of your expiring/expired employment authorization are not acceptable.