Overview
Please contact your campus HR office for assistance in completing the form.
Use this article to complete Section 2 of Form I-9 utilizing MaineStreet functionality after the employee submits Section 1 via Employee Self-Service. Regardless if Section 1 is completed on paper form or via Employee Self-Service, the employee must still present, in person, valid documents per USCIS (See Form I-9 Instructions for details).
Employees may present a single document from List A (unless they are an alien authorized to work) OR one document each from List B and List C. For a list of acceptable documents, please visit the USCIS website. Sample documents can be viewed here: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
Do not take photocopies of documents used for the I-9. Also, see How to Complete Form I-9 Employment Eligibility Verification via Employee Self-Service for instructions on how to complete electronic/online versions of the form.
Note: The MaineStreet Section 2 of Form I-9 is only available if employees complete Section 1 via Employee Self-Service.
Navigation
After you have reviewed the employee’s documents for authenticity, navigate to Workforce Administration > Personal Information > Form I-9 > Complete/Reverify EE Form I-9.
Tip: Click the hamburger menu to add this page to a Homepage tile (i.e. Manager Self-Service) for easier navigation in the future.
Click Start Over to clear all the editable fields on this page and start over.
Section 1. Employee Information and Attestation
Expand Section 1 to review the data entered and submitted by the employee, preparer, or translator on the Employment Eligibility Verification Page, Section 1.
- If the SSN was entered in this section, compare it to the SSA card if SSA card is presented as a document.
- Compare the name to the documents presented.
Section 2. Employer or Authorized Representative Review and Verification
The sections and fields that are available for entry correspond to the citizenship status and the minor and specials placement details selected by the employee on Section 1:
If the employee selected Special Placement for his or her signature, then the List B – Identity section displays the text Special Placement in the Document Title field, and the List C – Employment Authorization section fields are available for entry.
If the employee selected Minor Under Age 18 for his or her signature, then the List B – Identity section displays the text Individual under age 18 in the Document Title field, and the List C – Employment Authorization section fields are available for entry.
Complete one of the following section options:
List A - Identity and Employment Authorization OR
List B - Identity AND List C - Employment Authorization.
Document Title Select from the dropdown list the type of documentation provided by the employee. There are separate fields for each document type (A, B and C). Select Receipt xxx if employee has applied for a document but the document is not yet available.
Receipt The Receipt box will automatically be checked if you selected a Receipt Document Type.
Issuing Authority Select the name of the agency that issued the document.
Document Number Enter the number of the actual document, or if the Receipt check box is selected, enter the receipt number.
Expiration Date (if any) (mm/dd/yyyy) Record the expiration date, if any, of the document or receipt entered.
Warning
Documents presented must not be expired; therefore you will not be allowed to save if an expiration date in the past is entered.
Additional Information: Enter the following required information, as necessary:
- Those required by DHS, such as extensions of employment authorization or a document's expiration date.
- Replacement document information if a receipt was previously presented.
- Additional documentation that may be presented by certain nonimmigrant employees.
Check the box if you used an alternative procedure authorized by DHS to examine documents.
In the Certification section, for the Signature of Employer or Authorized Representative, select your name from the drop-down list.
The Last Name, First Name and Title of Employer or Authorized Representative displays your information on record.
The Employer’s Business or Organization Address (Street Number and Name), City or Town, State, and Zip Code contains the University of Maine System’s legal address.
Click the Submit button to save and submit the information you entered.
The information will be recorded in the HR system as complete. You are not allowed to make any changes to the form after it is saved unless the Receipt check box is selected. In this case, you can enter the actual information for the specific document that was flagged as a receipt. The entry in the Document Title field cannot be changed. After the additional field entries are completed and the form is saved, the Receipt check box, Document Number, and Expiration Date fields are grayed out and cannot be edited.
Documents presented must not be expired; therefore you will not be allowed to save if an expiration date in the past is entered.
If new information needs to be entered and actual documentation information already exists, all fields will be display only and the employee and employer must complete a new Form I-9. You can send an email notification to the employee requesting a new Form I-9 by clicking Select. You are able to view all forms completed by employees, including history.
Follow Up with Actual Document after Receipt is Accepted with Original Form I-9
If a Receipt optoin was selected, the employee must present the actual document when it is received. When the actual document is presented, revisit Complete/Reverify EE Form I-9 and select the appropriate option and enter (type over) the Receipt document number with the actual document number.
Supplement B, Reverification and Rehires (formerly Section 3)
Employers must complete Supplement B when:
- The employee’s employment authorization or documentation of employment authorization has expired ("reverification").
Employers may complete Supplement B when:
- The employee is rehired within 3 years of the date that Form I-9, was originally completed; or
- The employee has a legal name change.
Supplement B Reverifying Employment Authorization for Current Employees
Note: You must reverify an employee's employment authorization on Form I-9 no later than the date that the employee's employment authorization or EAD expires, whichever is sooner.
Note: Reverification is never required for U.S. citizens and non-citizen nationals. Do not reverify the following documents after they expire: U.S. passports, U.S. passport cards, Alien Registration Receipt Cards/Permanent Resident Cards (Form 1-551), and List B documents.
Supplement B Reverifying or Updating Employment Authorization for Rehired Employees
Employees rehired after three years of the original completion of the Form I-9 must complete a new Form I-9. If you rehire an employee within three years from the date their Form I-9 was previously completed, you may rely on a previously completed Form I-9:
lf the employee remains employment authorized as indicated on the previous Form I-9, the employee does not need to provide any additional documentation. In Supplement B, provide the employee's rehire date, any name changes, and “sign” and date the form.
If the previous Form I-9 indicates that the employee's employment authorization has expired, you must reverify employment authorization in Supplement B in addition to providing the rehire date.
Date of Rehire (if applicable) (mm/dd/yyy) Displays the most current rehire date by default in this field.
New Name (if applicable) Enter the employee's current name if it is different from the name initially saved on the form.
Document Title Enter the type of documentation being reverified or for the employee being rehired.
Receipt If the employee has applied for the document but the document is not yet available, click one of the Receipt optons.
Document Number Enter the number of the actual document, or if a Receipt option is selected, enter the receipt number.
Expiration Date (if any) (mm/dd/yyyy) Record the expiration date, if any, of the document or receipt entered. Documents presented must not be expired; therefore you will not be allowed to save if an expiration date in the past is entered.
Signature of Employer or Authorized Representative, select your name from the drop-down list.
Additional Information: Enter the following required information, as necessary:
- Those required by DHS, such as extensions of employment authorization or a document's expiration date.
- Replacement document information if a receipt was previously presented.
- Additional documentation that may be presented by certain nonimmigrant employees.
Check the box if you used an alternative procedure authorized by DHS to examine documents.
Click the Submit button to save and submit the information you entered.
Supplement B New Name
Legal name changes, other than rehires/reverifications, will be completed by Payroll Records Management staff after the employee submits the appropriate documentation as required in accordance to the How to Change a Name article.
Related articles
