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People Experience
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  3. I-9 at Vanderbilt

I-9 at Vanderbilt

Also see:   I-9 FAQs   |   Who to Contact   |   Privacy/Notices

To comply with the Immigration Reform and Control Act of 1986, Vanderbilt is required to verify the identity and employment eligibility of new employees or employees assigned to a covered federal contract. This is completed through Federal Form I-9 and E-Verify.

 

Completion of the I-9 form is an easy two-step process that involves providing basic, personal information, online through a secure web form and presenting original documents, confirming your identity and employment eligibility with the People Solutions Assistants. All employees at Vanderbilt University are required to complete Federal Form I-9 Section 1 on or before their first day of employment. Section 2 must be completed on or before the third day after their first day of employment.

 

New Employees: How to Complete an I-9

1
  • Staff: After accepting an offer of employment, you will receive information via email on how to complete your new employee onboarding tasks online. This provides basic personal information that will initiate an email from HireRight, the University's I-9 and background check vendor, with instructions for completing section 1 of your I-9. You must complete section 1 of federal form I-9 online prior to your first day of employment.

  • Students: Please complete the online web form by clicking here (Form updated August 2024). Once the form is submitted, you will receive a link from our vendor, HireRight, to complete section 1 online. If you do not receive the link within 2 business days, please contact i9@vanderbilt.edu. You must complete section 1 of federal form I-9 online prior to your first day of employment.  

  • Faculty/Post-Doctoral Fellow: The I-9 process will be initiated by People Experience at the same time as your pre-employment background check through our vendor, HireRight, and you will receive instructions from them via email. You must complete section 1 of federal form I-9 online prior to your first day of employment.
  • Vanderbilt PE Partners : If you are interested in submitting a list of 10 or more newly hired student workers, faculty members, and/or post-doctoral fellows for I-9 and background processing, use this template and email the completed spreadsheet to PEBC@vanderbilt.edu . Please do not change the Business ID in the template.

If you do not receive the email, or if you have difficulty accessing the link, please email i9@vanderbilt.edu.
2

Gather documentation that establishes your identity and employment authorization. See a list of acceptable documents.
3

After completion of Section 1, you will receive an email from our vendor, HireRight, notifying you of the Section 1 completion and the instructions on how to complete Section 2 of your I-9 with your gathered documents. While you must complete Section 2 within 3 business days of your start date, we encourage you to complete this prior to your start date to allow for the smoothest transition into the university.

There are 3 options to complete Section 2:  

  1. In person at the People Solutions Desk;   
  2. In person with an I-9 representative during Voyage (for staff attending Voyage on your first through third business day of employment).   
  3. Remotely with the People Solutions Desk;  

 People Solutions Desk: Our People Solutions Assistants can help you complete Section 2 in-person. While you must complete Section 2 within 3 business days of your start date, we encourage you to complete this prior to your start date to allow for the smoothest transition into the university. In-person assistance information:  

  • I-9 In-Person Hours: Monday, Tuesday, Thursday and Friday from 8-5 CT with Wednesday from 8-6:30 CT. November 5, 2025 – March 25, 2026, Wednesday’s desk hours will be 8-6.
  • Address: The Baker Building: 110 21st Avenue South, Suite 1000 (10th Floor), Nashville, TN 37203  
  • Parking: Free parking is available in the Baker Building garage between the 2nd and 3rd floors in spaces designated for visitor parking  
  • Physical documents must be presented: Please click the following link to view a list of acceptable documents (Note: Please bring either 1 document from List A OR 1 document from List B and 1 document from List C):  https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents  

 If you attend Voyage within 3 business days of your start date, you can complete Section 2 in-person with a member of the Voyage team.  Physical documents must be presented. Please click the following link to view a list of acceptable documents (Note: Please bring either 1 document from List A OR 1 document from List B and 1 document from List C):  https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents  

 Remotely with the People Solutions Desk:  If you live more than one hour from campus or your availability does not align with our office hours, you can also verify your documents virtually with a People Solutions Assistant. Please email pebc@vanderbilt.edu with your start date and the day(s) and time(s) you are available, then we will reach out to you to schedule.   

  • Physical documents must be uploaded prior to and presented during remote session. Please click the following link to view a list of acceptable documents (Note: Please have either 1 document from List A OR 1 document from List B AND 1 document from List C):  https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents  
  • Please understand that remote sessions may be limited depending on schedules and availability.  

Reminders: To ensure the smoothest transition to Vanderbilt University, we generally recommend that section 2 is completed before your first day of work as long as an offer of employment has been extended and you have cleared background checks; however, federal guidelines allow for this to be completed no later than your 3rd business day of employment for pay. Failure to complete this requirement by your 3rd business day of work can adversely impact your employment.  

 

Contact

Email: i9@vanderbilt.edu