Form I-9. Employment Eligibility Verification . I-9 Requirements. Must be completed/retained for every employee hired after November 6, 1986 Stiff penalties for employers who fail to comply
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The best scenario for all employees is to fully complete (Sections 1 and 2) of the I-9 with all signatures and return to HR on or before the employee’s first day of work
Please remember that until the completed I-9 is received in HR, the PR-40 will not be processed and the employee will not be placed on the university’s payroll
If an employee’s first day (10th or 25th of the month) actually falls on a weekend, Section 1 of the I-9 must be completed the following Monday (actual first work day)
In Section 2 where date employment began is entered, put 10th or 25th but make a note on the form actual first day worked was that Monday; signature sections will be dated the actual date the form was completed
You no longer have to send copies of the IDs with the I-9 form
We still need a copy of the employee’s Social Security Card for Payroll purposes
Once HR receives faxed I-9 from the Tax Compliance Manager, approval will be given to the department that the employee may begin work and the PR-40 will be processed adding the employee to the university’s payroll
If an employee fails to complete Section 2 of the I-9 or provide proof of having applied for the documentation by the close of business on his/her 3rd day, s/he will be terminated
Department will be notified by HR that s/he will be unable to return for 4th day of work
Department will be required to complete a new PR-40 for a one-time pay indicating the number of hours worked or the total amount to pay the employee for the three days s/he worked (original PR-40 will be voided)
For Adjunct Faculty hired off a spreadsheet, HR will process a PR-21 to payroll indicating how to pay the individual.
I-9s submitted by students to the Financial Aid Office under the work study/work scholarship program and/or the Graduate College through a graduate assistantship cannot be used if the student is employed through the university
A new I-9 must be completed and original documents must be presented that establish identity and employment eligibility