I-9

To comply with the Immigration Reform and Control Act of 1986, VUMC is required to verify the identity and employment eligibility of new employees or employees assigned to a covered federal contract. VUMC uses the electronic Form I-9 that is sent through E-Verify. VUMC's I-9 and E-Verify vendor is Verified Persons.

Federal government requires I-9 to be completed within 3 business days from your official start date. Failure to comply with I-9 processing can affect your employment with VUMC. 

New Employees: How to Complete an I-9

  • All New Hires: You should receive an email on or before your hire date with the instructions to complete the I-9 form. Once you have claimed your VUMC ID, you can log in to MyWorkday where you will receive your first set of tasks. Once you have completed first set on tasks, you will receive the below second set of tasks that will include “Complete Form I-9”. Section 1 must be completed by your hire date. You will complete Part 2 at the in-person portion of orientation.
  • If you work remotely or will not be able to complete the I-9 within three days of your date of hire, please contact i9.vumc@vumc.org.
  • If you do not receive the email, or if you have difficulty accessing the link, please email i9.vumc@vumc.org.
Gather documentation that establishes your identity and employment authorization. See a list of acceptable documents.

The 2525 HR Employee Service Center and ID Badge Office is Temporarily Closed to walk-in customers. To complete an I-9, please contact the Employee Service Center at 615.343.7000 to schedule an appointment.

 

Contact

Email i9.vumc@vumc.org.

  • 1. I don't think I need to complete an I-9. Who do I contact to find out if I need to do this? 
    Email i9.vumc@vumc.org.

    2. I started getting paid on Monday. When do I need to have my I-9 completed? 
    You will need to complete Section 1 of the I-9 no later than Monday. You will need to complete Section 2 of your I-9 by Wednesday (within three business days from your hire date).

    3. I recently got married but I have not changed my name with Social Security Administration. Which name should I use to fill out my Form I-9? 
    You should use the name that is listed on your Social Security card. When you update your name with Social Security Administration (see Question 10 for the office's location), bring your updated SSN card to HR Express (2525 West End Avenue, 2nd Floor) to update your Form I-9. Please note that you cannot use a receipt from Social Security Administration; you will need the actual card.

    4. I lost my Social Security card and I can't find my birth certificate. My passport has expired. The only document I have is a driver's license. Will that work? 
    No, a driver's license alone will not work. You need to provide a driver's license and a document from List C of the Acceptable Documents list. Please note that we can only accept unexpired documents. You can apply for a replacement Social Security card from the Social Security Administration office (see Question 10 for the office's location) or you can apply for a replacement birth certificate from the Tennessee Vital Records department (see Question 11 for the office's location). When you apply, you will get a replacement receipt; this will allow you to start your I-9. Then, when you receive your new Social Security card or the certified copy of your birth certificate, you can bring these documents to HR Express (2525 West End Avenue, 2nd Floor) to complete your Form I-9. If you don't receive your replacement document within 90 days, email i9.vumc@vumc.org.

    5. I am a J-1 or F-1 visa holder. I have not received my Social Security number yet. Can I still complete my Form I-9? 
    Yes. When you complete your Form I-9, indicate that you have applied for your Social Security number. When you receive your Social Security card, bring it to HR Express (2525 West End Avenue, 2nd Floor) to complete your Form I-9.

    6. I am a long-time VUMC employee. Why did I receive a notification to complete a new I-9? 
    VUMC became an E-Verify Contractor on April 4, 2010, and VUMC's federal contract contains the FAR (Federal Acquisition Regulation) clause. To comply with this federal regulation, VUMC must verify the employment eligibility of all existing employees.

    7. I have a copy of my passport. Will that be enough documentation? 
    No, copies are not acceptable unless you have a "certified copy" (typically used for a birth certificate).

    8. I am from out-of-state and I do not have my documents with me. What do I do? 
    There are two solutions:

    1. Go to the Social Security Administration office (see Question 10 for the address)  and get a replacement receipt. Then, when you receive your Social Security card, bring it to HR Express (2525 West End Avenue, 2nd Floor) to complete your Form I-9.
    2. Contact your home state's records office and have your documents shipped overnight to you. Please note that you must provide documentation by your third day of work; without that documentation, you are not permitted to work.

    9. I need to update my I-9 either because my visa got extended, my citizenship status changed, or my name has changed. What should I do? 
    You can visit HR Express, 2525 West End Avenue, 2nd Floor. Hours are 7:30 am-5:30 pm, Monday-Friday.

    10. Where is the Social Security Administration office? 
    There are two Social Security offices:

    120 Athens Way
    Nashville, TN 37228
    Local Number: 1-877-808-5461

    140 Cude Lane
    Madison, TN 37115
    Local Number: 1-866-964-6302

    Also see the Social Security website.

    11. Where is the Tennessee Vital Records department?

    Central Services Building, 1st Floor
    421 5th Avenue North
    Nashville, TN 37243
    Local Number: (615) 741-1763
    http://health.state.tn.us/vr/

    12. I work remotely and can't get to a VUMC I-9 office to show my documentation. How can I do an I-9? 
    Please email i9.vumc@vumc.org. We will work with an off campus site to complete your verification.

    13. I am not a United States citizen. What should I do for my I-9? 
    Please see the listing of acceptable documents. Please bring the appropriate documents to your designated site.

  • Vanderbilt University Medical Center is an E-Verify employer. See the E-Verify poster.

    Privacy Notice

    • The authority for collecting this information is the Immigration Reform and Control Act of 1986, Pub L. 99-603 (8 USC 1324a).
    • This information will be used by employers as a record of their basis for determining eligibility of an employee to work in the United States. The form will be kept by the employer and made available for inspection by authorized officials of the Department of Homeland Security, Department of Labor, and Office of Special Counsel for Immigration-Related Unfair Employment Practices