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I-9 & Tracker Frequently Asked Questions

Last Updated: October 14, 2022 10:52:57 AM PDT
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Find answers to the Frequently Asked Questions about the I-9 Process

 

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Expand section I-9 Compliance Requirements

What are the deadlines for Section 1 of the Form I-9?
Section 1 of the Form I-9 must be completed and signed on or before the employee’s Start Date.  The employee will still be able to sign Section 1 after the Start Date, but the signature will be out of compliance.
What are the deadlines for Section 2 of the Form I-9?
Section 2 must be completed and signed within three business days of the employee’s Start Date.  The employer will still be able to sign Section 2 more than three days after the Start Date, but the signature will be out of compliance.
Can employees fill out an I-9 if they have not started yet but have accepted an offer?
Yes, employees may complete and sign Section 1 of the Form I-9 prior to their Start Date.  However, it must not be completed prior to their acceptance of a job offer.

Expand section Managing and Updating Tracker Profiles

Is Tracker integrated with ONBOARDING Solution?

Tracker is not integrated with ONBOARDING Solution. The information entered into ONBOARDING Solution does not transfer to Tracker.

Is Tracker integrated with UCPath?

Yes, UCPath and Tracker are integrated and there are two options for integration:

 

  1. Automated Method- After the hire template is approved by UCPath, Tracker will automatically create the new hire’s profile and deploy Section 1 of the I-9 to them for completion. The automated method is currently set up for UCSD.
  2. Manual Method- The hiring representative manually creates a Tracker Profile and deploys Section 1 of the Form I-9 to the new hire. When this method is used, the hiring representative will need to enter the Tracker Profile ID into the SMART HR hiring template in order to link the two systems.  

 

For additional information and step by step instructions on the integration methods, view the How to use the I-9 Tracker Options in UCPath job aid. 

Expand section Intra & Inter Location Transfers

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Expand section Rehires & Reverifications

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Expand section Terminations

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Expand section Foreign Nationals

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Expand section Employees working outside of the US

If an employee is working outside of the US, do I need to complete a Form I-9?

A: You do not need to complete a Form I-9 for employees who are living and working remotely outside of the United States.  However, if the employee relocates to the United States, you will need to complete a Form I-9 upon their arrival.  When completing their I-9, you will use their original start date and make a note in the Additional Information box that the employee was working abroad and relocated to the US.      

Please ensure you have appropriate remote work authorization from Academic Personnel, Human Resources (Employee Relations) and Export Control for employees working internationally. 

Expand section Correcting Mistakes

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Expand section Historical Records

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For questions or additional information, please contact you VC Area/Department assigned Talent Acquisition Advisor