Human Resources
I-9 Employment Eligibility Verification Form
1. Required of every employee of the University (full-time faculty and staff, part-time faculty and staff, student workers, graduate assistants, etc.) who will receive a payment of wages through UCA Office of Human Resources.
2. Must be completed by the hiring department within three (3) day of beginning employment (date of hire).
3. May be completed prior to first day of work.
4. The new employee completes Section 1.
5. The hiring department checks to see that the employee has completed Section 1 and then the hiring department completes and signs Section 2.
6. Do NOT tell the new employee which documents to show you for the completion of Section 2. Give the new employee a copy of the Lists of Acceptable Documents and let the employee choose which document or documents to submit.
A social security card with the words “VALID FOR WORK ONLY WITH INS AUTHORIZATION” is not a List C document.
7. In Section 2 the information shown on the left hand side as required in List A is also required in List B and List C.
(From January 30, 2008 HR Seminar)
I – 9 Frequently Asked Questions
What is the purpose of the I-9?
The I-9 (Employment Eligibility Verification) form must be used for any individual, regardless of citizenship or national origin. This form is a government-mandated document to verify employment eligibility for every UCA employee. It is not optional.
Do citizens and nationals of the United States need to prove they are eligible to work?
Yes. While citizens and nationals of the United States are automatically eligible for employment, they too must present the required documents and complete the I-9. Citizens of the United States, include persons born in Puerto Rico, Guam, the Virgin Islands, and the Northern Mariana Islands. Nationals of the United States include persons born in American Samoa, including Swains Island.
Do I need to complete an I-9 for everyone who applies for a job with my company?
No. You need to complete I-9s only for people you actually hire. For purposes of this law, a person is "hired" when he or she begins to work for you.
Do I need to fill out an I-9 for independent contractors or their employees?
No. For example, if you contract with a construction company to perform renovations on your building, you do not have to complete I-9s for that company's employees. The construction company is responsible for completing the I-9s for its own employees. However you must not knowingly use contract labor to circumvent the law against hiring unauthorized non-citizens.
May I accept an expired document?
You may accept an expired United States Passport. You may also accept an expired document from List B to establish identity. However, the document must reasonably appear on its face to be genuine and to relate to the person presenting it. You cannot accept any other documents.
When I review an employee's identity and employment eligibility documents, should I make copies of them?
The law does not require you to photocopy documents. However, if an employer chooses to make photocopies, then it must do it for all employees. Therefore, it is the process of UCA that documentation copies ARE made for all I-9s.
What should I do if I rehire a person who previously filled out an I-9?
You do not need to complete a new I-9 if you rehire the person within 3 years of the date that the I-9 was originally completed, and the employee is still eligible to work. You should review the previously completed I-9, and if the employee's work authorization has not expired, note the date of rehire in the Updating and Re-verification Section on the I-9 (Section 3), and sign in the appropriate space.
Does this law apply to my employees if they were hired before November 7, 1986?
No. You are not required to complete I-9s for employees hired before November 7, 1986. UCA considers these employees EXEMPT and thus does not require
this documentation.
When does the form need to be prepared?
The hired employee completes Section 1 on the date of hire. The employer has 3 business days following the initial hiring date to complete Section 2. If an I-9 form is not completed within that time frame, there is the possibility that salary/wages will be withheld.
When do I ask for identification?
Because of the potential for the appearance of discrimination, you should not ask for identification until you make a job offer.
Can I ask for specific identification?
No. As long as the documents fulfill the required fields on the I-9, they have to be accepted.
Who prepares the form?
The preparation of the I-9 form should be coordinated through the hiring department. Alternatively, newly hired employees may be directed to Human Resources to meet with an appropriate HR staff member to complete the form.
Questions or other information regarding the I-9 process and documentation contact: U.S. Citizenship and Immigration Services. (USCIS)
http://www.uscis.gov/graphics/index.htm