I-9 & Tracker Frequently Asked Questions

Last Updated: April 1, 2025 4:44:48 PM PDT

Find answers to the Frequently Asked Questions about the I-9 Process

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.

The employee presented a receipt in lieu of an A, B, or C document. What is an acceptable receipt and how do I finish completing the I-9?

In certain circumstances, your employee may present an acceptable receipt in place of a List A, B, or C document. An acceptable receipt is valid for a short period of time and will allow you to complete Section 2 or Section 3 of the Form I-9. Please note that you cannot accept a receipt if employment will last less than 3 days.

Please visit Form I-9 Acceptable Documents-Receipts on the USCIS website for detailed information about acceptable receipts.

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:

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.
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.

Which Tracker integration method do you recommend using?

While it is at the department's discretion to choose whether to use the Automated or Manual Method, the best practice is to use the Automated Method.

Please note that the UCPath Employee ID Number is used to integrate Tracker and UCPath. If you choose to use the Manual Method, please make sure to enter the employee's UCPath Employee ID number on the employee's Tracker Profile page to link Tracker and UCPath.

When using the Automated Method, when does Section 1 of the Form I-9 automatically deploy to the new hire?

When UCPath approves the hire transaction, Section 1 of the Form I-9 is deployed to the new hire.

Does every Staff and Student employee have a Form I-9 in Tracker?

No. Tracker only has Form I-9 records for employees who have completed their I-9 via the Tracker system. If a department completed a paper I-9 for an employee, that employee's I-9 record will not be available in Tracker unless the department enters the information from their paper I-9 into Tracker as a Historical Form I-9.

Expand section Rehires & Reverifications

Do I need to complete a brand new I-9 for a rehired employee or can I complete a Section 3 reverification?

If you rehire the employee within 3 years of the date that their previous Form I-9 was completed, you may complete a Section 3 reverification.

For more information, please visit Completing Section 3, Reverification and Rehires on the USCIS website.

In addition, please visit Completing Section 3 in Tracker for instructions on how to complete a Section 3 reverification in Tracker.

Can I use the Automated Method for Rehires with a break in service who already have an existing profile in Tracker?

If the rehire’s separation date is greater than 3 years from their rehire effective date and there is NOT an I-9 in Tracker, integration will work and you can use the automated method.

When the rehire date is equal to or less than 3 years from rehire effective date, regardless of whether the individual has an I-9 tracker in the system, you will need to manually update Tracker because integration will not work. If the rehire is transferring from another department or UC location, submit a request to Transfer their Tracker Profile/I-9 to your department to avoid over-documentation. Once the I-9 is transferred, you will only need to complete a Section 3 reverification upon rehire. If the rehire’s I-9 cannot be found, you will need to manually create a Profile and deploy Section 1 of the I-9 to the candidate.

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

If an employee makes a mistake on Section 1 of their Form I-9 in Tracker, is there a way for them to correct it?

Yes. If an employee makes a mistake on Section 1 of their Form I-9 in Tracker, you can use Tracker to send them an email detailing the information they need to correct.

Please visit Tracker Remote Section 1 Amendment in the Tracker I-9 User Manual for instructions.

Who do I notify to delete an employee’s profile or Form I-9 record if it was created in error or if the employee did not report to work?

Please email your designated VC Area Campus I-9 Contact(s) so the record can be deleted.

I noticed that an employee has multiple profiles/I-9’s in Tracker. Who do I notify to merge their records?

Please email your designated VC Area Campus I-9 Contact(s) so the records can be merged.

How do I prevent duplicate I-9’s in Tracker?

Please refer to the following Job Aid: Prevention of Duplicate I-9’s in Tracker. This job aid describes how to prevent the creation of duplicate I-9 profiles and I-9’s in Tracker. It is the Transactor’s responsibility to ensure that: 1) a Tracker Profile does not already exist for the employee that is being hired and 2) prevent UCPath from inadvertently creating a duplicate Tracker Profile.

Expand section Historical Records

What is a Historical Form I-9?

The Historical Form I-9 Feature allows you to enter information from an employee’s paper I-9 into Tracker and upload a PDF file of the original paper I-9 for record keeping. Creating a historical I-9 in Tracker is critical for employees with visas because these employees must complete Section 3 for reverification if they continue to work.

Please click here for instructions on how to Create a Historical Form I-9 in Tracker.

For questions or additional information, please contact your designated VC Area Campus I-9 Contact(s).