I-9 Employment Eligibility Verification
Important: Under no circumstance may a new hire start working for Montclair State University until the Form I-9 Employment Verification Process is completed with the Human Resources Division. Employees cannot complete their Form I-9 process more than 90 days prior to their start date.
Form I-9 and E-Verify
What is the Form I-9?
The employee eligibility verification, also known as the I-9 process, is a form required by the U.S. Citizenship and Immigration Services which employers are required by law to complete for each new employee. It is used to verify the identity and employment authorization of individuals hired to work in the United States.
Both the employee and the employer must complete parts of the form. Employees must provide documents that prove their identity and legal right to work.
Why It’s Important?
Form I-9 helps ensure that all employees are legally authorized to work in the United States. Failing to complete or properly maintain this form can result in legal penalties for employers.
What is E-Verify?
E-Verify is a system that allows employers to confirm the employment eligibility of new hires by comparing information from the employee’s Form I-9 to records from the U.S. Department of Homeland Security (DHS) and the Social Security Administration (SSA).
Who Needs to Complete the Form I-9?
- All new employees (citizens and non-citizens)
- Rehires
- Former employees who completed their most recent Form I-9 at Montclair State University more than three (3) years from their rehire date will be required to complete the Form I-9 process again.
NOTE: Former employees rehired within three (3) years of completing their initial Form I-9 may be eligible for reactivation contingent upon meeting certain criteria. If their Form I-9 is eligible for reactivation, the rehire is not required to make an I-9 appointment. To confirm eligibility, please contact askHR@montclair.edu or call 973-655-7700.
Form I-9 Employment Verification Processing
Hours of Operation
Appointments offered on Monday’s, Tuesday’s, and Thursday’s only from 9:30am – 3:30pm during the academic year, and 9:00am – 4:30pm during summer operations.
Walk-ins are not accepted
Contact Us
Phone: 973-655-7700
Email: askHR@montclair.edu
How to Begin the Form I-9 Employment Verification Process
Prospective Employees (New Hires)
All new employees are required to complete the Form I-9 Employment Eligibility Verification process prior to their start date. Please complete the steps outlined below:
- Step 1: Schedule Your I-9 Appointment Here. Appointments are available on Monday’s, Tuesday’s, and Thursday’s only from 9:30am-3:30pm during the academic year, and 9:00am-4:30pm during summer operations. Walk-ins are not accepted.
The I-9 appointment will be held at Human Resources located at:
Overlook Corporate Center Building
150 Clove Road, 3rd Floor
Little Falls, NJ 07424
- Step 2: Complete Section 1 prior to your I-9 appointment.
Important: You must enter the correct first day of employment on the I-9 Form.
- Step 3: Prepare to bring proper documentation to your appointment in accordance with the I-9 List of Acceptable Documents. Photocopies, digital images on phones, and expired documents are NOT acceptable.
- Step 4: Section 2 will be completed by Human Resources during your I-9 appointment based on the original, unexpired documentation you present.
For any questions or concerns, please contact askHR@montclair.edu.
Important Information for Departments and Hiring Managers
- New hires cannot complete the Form I-9 process more than 90 days prior to their start date.
- Once you have extended an offer of employment, please provide your new hire with instructions on scheduling an I-9 appointment or refer them to the New Employees website. Employees will need to complete Section 1 of the Form I-9 prior to their appointment. Human Resources will complete Section 2 based on the documentation they present at their I-9 appointment.
- IMPORTANT: Please provide your new hire with their start date as this information is mandatory for the Form I-9.
- New hires cannot be entered into Workday without completing the Form I-9. Completion of this form does not send any information to Workday. Once the Form I-9 is completed, Human Resources will send a confirmation email to the new hire and respective supervisor/department contact provided by the employee. This email serves as an approval for the department to go ahead and hire the employee into Workday.
- IMPORTANT: Please advise your new hire who should be listed as the department contact (who will be processing the hire in Workday) when signing in for their I-9 appointment.
- If you are rehiring a former employee within three (3) years of their initial Form I-9 completion, their Form I-9 may be eligible for reactivation
For any questions or concerns, please contact askHR@montclair.edu.
Directions and Parking Information
Once you arrive at the Overlook Corporate Center:
- Follow the signs for tenant parking and park on any level/spot that is not designated with a Reserved sign
- Enter the doors from the parking garage and take the elevator to the lobby level
- Make your way to the security desk to sign in
- Take the second set of elevators by the gym entrance to the 3rd floor
Please be advised: Our lobby doors on the 3rd floor are locked. Please notify the front desk that you have a scheduled I-9 appointment.
Overlook Corporate Center Building
150 Clove Road
