Remote Hiring Process (employees working exclusively off-site)

Occasionally, a department may hire an employee who will be paid by the University yet will not physically work at the University.  Regardless of where employees perform their duties, everyone employed within the United States must complete a Form I-9.  The employee must also complete the University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgement Form (UPAY 585).

Completing Form I-9

Using Tracker I-9 Complete you can create a remote Form I-9 with remote Section 1 and Section 2.  The detailed steps for completing a remote Form I-9 can be found in the Tracker I-9 Complete User Manual.

Process overview:

  • The employee completes Section 1 remotely
  • You identify an authorized third-party (authorized employer representative) and obtain their email address
  • You send a single-use link to the third-party to complete Section 2
  • The third-party either Accepts or Declines the email
  • If accepted, the authorized third-party completes Section 2 online. They will be using the same screens you would otherwise be using to complete Section 2.

Who is an authorized third-party?

An Authorized Agent can be any person that UCSF Human Resources Official assigns to act as an authorized agent for UCSF such as Notary Publics, Career Centers at Universities and Colleges, Immigration Lawyers, or any University of California staff approved by their Human Resources.

Completing the UC Oath of Allegiance and/or Patent Document

The UPAY 585: University of California State Oath of Allegiance, Patent Policy, and Patent Acknowledgment cannot be completed through Tracker I-9 Complete.  However, the same authorized employer representative may assist in obtaining a competed UPAY 585 form. It is recommended that the UCSF HR representative send the UPAY 585 Oath/Patent form to the third-party employer representative with the following instructions.

Instructions for the State Oath of Allegiance and Patent Acknowledgment Form

All employees of the UC Regents (except for non-U.S. citizens) are required to complete the State Oath of Allegiance section of the form on or before their first day of employment.  All employees, regardless of their citizenship status are required to complete the Patent Acknowledgement.  We are asking for you to act as our representative and complete this form with the employment candidate.  Please follow the instructions below for the Oath and Patent Form:

Completing the Oath (non-U.S. citizens do not complete the Oath section) 

(Notaries, please do not place notary seal on this form):

  1. Have the employee enter his/her name and the date
  2. You, our representative, will enter the "Employment Date" ("Expected Start Date" stated in the email you received from [email protected])
  3. Have the employee read and sign the Oath in your presence
  4. Sign and date the Authorized Official section of the Oath. Please include Title, County, and State

Completing the Patent: (all employees must complete)

(Notaries, please do not place notary seal on this form):

  1. Have the employment candidate read the patent acknowledgment
  2. Have the employment candidate print, sign his/her name, and date the patent agreement
  3. You, our representative, must sign and date the patent agreement in the witness signature section

Sending the completed Oath of Allegiance and/or Patent Document

  • The completed UPAY 585 form must be returned to your HR contact at UCSF; you may send a scanned version of the fully completed form via email.  The form cannot be uploaded to Tracker I-9 Complete. 

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