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Electronic Form I-9 Information

The federal Form I-9 is now being processed electronically for employees of the University of Wyoming.  We want you to have an easy reference guide at your fingertips and be aware of all the tools provided to ensure compliance with the Federal Government. The Form I-9 is a Federal document that all employees must complete to determine an employee's eligibility to work.

To complete an Electronic Form I-9 with the University of Wyoming, an employee must first be hired in our HRMS system.  The Form I-9 must be started no later than the employee's first day of work, and completed no later than three business days following their first day of work. This means that Human Resources needs to have the employee's hire form and the completed Disclosure Statement to process before their first day of work.  We recommend that Departments route hire paperwork to HR at least five days before the employee's start date.  This time-frame can be shortened by completing electronic hires (we request receiving the prepare for hire at least three days in advance of their start date) or by walking the hire papers to gather necessary signatures and dropping them to HR in person.  Below, please find an easy reference guide and recommended process:

Electronic I-9 and Hire Process for Departments

  1. Send Hire paperwork (Non-Benefited Hire Form and Disclosure Statement) or E-Hire (prepare for hire information) to HR.
    • Please ensure that appropriate signatures are collected for papers submitted.
    • Do not send a paper hire without the most recent Disclosure Statement (Updated 6/1/2016)
    • The start date may not be the same day (or any time before) as the paperwork or E-hire submitted. Start date must be at least five days in the future for paper hires and three days in the future for electronic hires.  Next day hires may be possible if received early enough in the day - please contact HR to inquire on a case-by-case basis.
  2. After processing the hire, employees will receive an email to their UW email address. The email is generated the day after the paperwork is entered into HRMS. This indicates when it is time to start and complete their I-9.  Please do not send individuals to HR to start an Electronic Form I-9 without verifying that their hire has been processed.
    • If an employee is a Remote Hire they must complete a paper Form I-9 with an Authorized Representative or Notary acting as an Authorized Representative - more information about this process may be found online, or you can contact Amanda Schneider (6-5604) for additional information.
  3. If you are allowing an employee to complete an Electronic Form I-9 on your computer please make sure you are logged out of your own Self-Service, and the employee logs into HRMS Self-Service under their current credentials
  4. Follow-Up emails are sent to the employee and the department starting two days before the Electronic I-9 is due if HR has been given proper notice of the hire.
  5. Employees who do not complete the Electronic Form I-9 within the allotted time will be terminated.
    • Terminated employees cannot be rehired until the Electronic Form I-9 is completed. Rehires can be completed by submitting a new hiring form and Disclosure Statement for processing.

Some things to keep in mind for departments:

  • As the new school year starts, there are more and more new hires. Please try to leave ample time for our Records Department to process a new hire.
  • Please make sure to include the employee's correct date of birth, social security number and legal name on the appropriate form (Non-Benefited Hire Form, Disclosure Statement and/or E-Hire).
  • Provide the employee's true start date. If they won't be working until the 25th of the month, do not put the 1st or the 23rd.
  • If you have a new hire that you need to have go through quickly, please walk the paperwork through to get all necessary signatures as well as ensure the hire makes it to HR the same day. It is helpful to let HR know if the hire needs to be rushed and entered ASAP.
  • Payroll runs twice a month, once in the middle of the month and once at the end of the month. All hires are put on hold at this time. If you are unsure if/when a hire will go through please contact HR.

Any questions about the Form I-9 and this process can be directed to Human Resources at 766-5604.

Electronic I-9 and Hire Process for Employees

  1. Employees will be invited to complete an Electronic Form I-9 via email after the processing of their hire information.  This email is sent to their University of Wyoming email account, and has links and instructions on starting the Electronic I-9.
    • If an employee is unsure how to access their UW email account, please have them visit the IT Login Information page to obtain their username and temporary password.
  2. Once the employee has obtained their username and password, they may click the appropriate links in the email or login to HRMS Self-Service.  If an employee is attempting to login while off campus, they will need to go through the Two-Factor Authentication process and the process of downloading Pulse Secure.  Information on the setup of Pulse Secure can be found here.
    • If an employee is having issues logging into HRMS Self-Service, please have them contact HR at 766-5604
  3. The links within the email should take the employee to the page they need to fill out.  To navigate to the form without using the emailed links, follow this path in HRMS: Main Menu > Self-Servivce > Personal Information > Form I-9.
  4. Employees can provide the information requested by typing directly into the form and hitting "submit" when done with Section I.  If an employee has any questions while filling out the form, they can contact HR at 766-5604.
  5. The employee is required to come directly to HR (located in Wyoming Hall room 139) to complete Section II of the Electronic Form I-9, where the employee will provide the appropriate documentation to support employment.  For reference, a List of Acceptable Documents is provided.  Documents must be authentic and unexpired.  Copies of documentation are not accepted.


Some things to keep in mind for employees:

  • We encourage employees to complete Section 1 of the Electronic Form I-9 outside of Human Resources.  Employees attempting to complete the Electronic Form I-9 can utilize the following Step-by-Step Instruction Guide to help navigate them to the appropriate page.  To help, we provide a Two-Factor Authentication Guide for accessing HRMS Self-Service while off-campus.
  • There will always be someone in Human Resources during regular office hours to assist with completing the Electronic Form I-9, so please don't hesitate to contact us. We are happy to answer any of your questions.

Any questions about the Form I-9 and this process can be directed to Human Resources at 766-5604.

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Human Resources - Employment

Campus: 139 Wyoming Hall

1000 E University Ave Dept 3422

Laramie, WY 82071

Office Hours

Regular: 8:00 am - 5:00 pm

Summer: 7:30 am - 4:30 pm

Phone: 307-766-5604

Fax: 307-766-5607


1000 E. University Ave. Laramie, WY 82071
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