Federal law requires the University of Pennsylvania to have a valid Form I-9 on file for every employee. The law also requires the employee to complete the Form I-9 no later than three business days from their employment start date.
The Form I-9 has two parts: Part 1 is completed and signed by the employee, and Part 2 is completed and signed by the employer (or designated representative) after examining the employee’s original, unexpired documents (see Lists of Acceptable Documents).
In some instances, it may not be possible for the employee(s) to travel to the University of Pennsylvania to complete their Form I-9. The following process is to be followed for employees who work outside the Philadelphia area for the duration of their employment or cannot complete Form I-9 in person at any time between acceptance of the job offer and the federal deadline for completion.
Please Note: I-9 work authorizations cannot be completed outside of the United States
Identify an authorized agent to complete Section 2:
Either you or the employee contact the Penn Employee Solution Center (call 215-898-7372 or email solutioncenter@upenn.edu) and provide the zip code of the employee. The Solution Center representative will access the CUPA Consortium and provide a list of institutions participating with Penn in the Consortium, including the phone and email of the contact person. You may make the appointment on behalf of the employee or simply provide them with the list to make an appointment for themselves.
If the employee is currently working, they can complete a reciprocal I-9 with an HR representative at their current employer
If none of the options above are suitable, please contact the Penn Employee Solution Center (solutioncenter@upenn.edu). A specialist from Onboard@Penn will assist you directly.
Please Note: I-9 work authorizations cannot be completed outside of the United States
Complete Section 1 of Form I-9 no
later than the first day of employment.
To complete Section 2, first review the Lists of Acceptable Documents and select the documents that you will present. You will need to take the Form
I-9, with Section One complete, and your original, unexpired document(s) to an authorized representative for in-person inspection. The authorized representative will complete Section Two of Form I-9 on behalf of the University of Pennsylvania.
To find an authorized representative, you may locate another university or school in your area, or you can contact the Penn Employee Solution Center (call 215-898-7372 or email solutioncenter@upenn.edu)
to receive a list of reciprocal sites based on your zip code.
Please Note: I-9 work authorizations cannot be completed outside of the United States.
If a reciprocal site is not available, the Solution Center will provide further guidance.
When you visit the authorized representative, please have with you Section One complete. The authorized representative will complete Section Two
Your start date needs to match what we have on file for you in Workday.
The employer’s name and address will be:
Trustees of the University of Pennsylvania 3451 Walnut Street Philadelphia, PA 19104
Send the complete Form I-9 along with colored scans of the documents used to Walancia Registre via Secure Share (https://secureshare.apps.upenn.edu/).
Failure to complete the Form I-9 in a timely manner will delay important onboarding items including access to University systems, the ability to complete benefit elections (if applicable), setting up payment elections (direct deposit), and tax withholding elections (federal, state, and local taxes). If you have question regarding the process for completing Form I-9 verification for remote employees or other required University of Pennsylvania onboarding steps, contact the Penn Employee Solution Center at 215-898-7372 or solutioncenter@upenn.edu.
Thank you for completing Section 2 of the Form I-9 Employment Authorization on behalf of the University of Pennsylvania. Please follow these steps to complete the form accurately and completely. You can also find detailed instructions and answers to frequently asked questions at the United States Citizenship and Immigration Services I-9 Central.
The Penn employee will present to you the Form I-9 with Section 1 completed, or they may complete Section 1 in your presence.
Please complete Section 2. We have prepopulated the employer name and address for your convenience.
Examine the documents presented by the employee from either List A or Lists B and C of the Lists of Acceptable Documents.
Please note: the documents presented must be the original, unexpired documents. You may not accept a picture, photocopy, video, etc. of the List A or List B and C documents. If the employee does not have the original document(s), they will need to return with them to complete the form.
Please fill in the required information and make a legible copy of the documents that were presented to you.
Once complete, provide the original documents to the employee. They will then send the documents to Penn via Secure Share.
If you have any questions regarding the form or instructions, please contact Onboard@Penn (solutioncenter@upenn.edu) or by calling 215-898-7372.
If you have any questions regarding the form or instructions, please contact Onboard@Penn at solutioncenter@upenn.edu or
by calling 215-898-7372.