HR Information Systems FAQs

General I-9 Information

I-9 Information for Hiring Managers

Employment/Mortgage Data and Verifications


General I-9 Information

How is the I-9 Process completed at GW?

For detailed, step-by-step instructions and links to the I-9 form, please refer to the Completing the I-9 Process page.

What is the I-9 form?

The I-9 form is the Employment Eligibility Verification Form which helps employers verify identity and eligibility to work in the United States.

Who needs to complete an I-9 form?

All employees who perform labor or services in return for wages must complete an I-9 form.

How long do new hires have to complete an I-9 form?

Employers must ensure that employees fully complete Section 1 of the I-9 form on or before the date of hire. Section 2 of the I-9 form must be verified by an authorized university representative within 3 business days of the hire.

Can documents supporting the I-9 form be faxed?

No. Employees must present original documents. The only exception is a certified copy of a birth certificate.

Do I need to appear in person to complete my I-9 form?

Yes. Because an authorized representative at GW must attest to identity as well as employment eligibility, an employee must appear in person to complete their own I-9 form.

Where the I-9 form be completed?

I-9 forms may be completed at one of GW's designated verification centers listed on the Completing the I-9 Process page.

In what circumstances does the I-9 form need to be reverified?

If you have a work authorization that will expire in the future, you must reverify your I-9 form no later than the date that the work authorization expires.

Will I be notified when my work authorization is about to expire?

While HR will make every effort to notify employees of impending expirations of work authorizations, it is the responsibility of the employee to ensure that their eligibility for employment is maintained.


I-9 Information for Hiring Managers

Should hiring managers tell new hires to bring a driver's license and Social Security Card?

No. To avoid charges of discrimination, employees must be able to choose which document or combination of documents they want to present from the list of acceptable documents.

Do independent contractors need to complete an I-9 form at GW?

No. If you contract with another company for the services of an individual and pay the contracted company for those services, the contracted individual is not required to complete an I-9 form at GW. The contracted company is responsible for that individual's I-9 form.


Employment/Mortgage Data and Verifications

What information will HR release regarding my employment?

Unless legally compelled, HR will only confirm dates of service and position titles held without receiving a written release from an employee. No confidential information such as salary, performance, eligibility for rehire, etc. may be released.

With a written release, HR will release information as designated in the release document.

Can I obtain a copy of my personnel file?

Yes, you may obtain a copy of your personnel file. Please allow at least one business day for production. Requests for records may be made via hris@gwu.edu. Please specify the date the file is required by.

Identification will be required upon pick up of records at Enterprise Hall - 44983 Knoll Square, Suite 391, Ashburn, VA 20147 or the Faculty & Staff Service Center (FSSC), Rice Hall - 2121 Eye Street NW, Suite 101, Washington DC, 20052.

Personnel files will not be mailed.

I am a federal investigator. Whom should I contact for information regarding current or former employees?

Contact HRIS at 571-553-3679. Positive identification and current release documents (dated within one year) will be required.