Human Resources Classified Staff
Policy and Procedures

POLICY

It is the University's responsibility to ensure that the identity and the employment eligibility of all persons employed by the University have been reviewed and that they are eligible for employment.

Hiring departments shall be responsible for compliance with the documentation and verification requirements of this policy.

PROCEDURE

On or before their first day of employment, all new employees of the University shall be required to complete Section 1. of the Form I-9. Employees must present to their hiring department original documentation to establish their (1) true identity and (2) eligibility to be employed in the United States within three (3) business days of the date employment begins.

Any one of the following original documents shall constitute evidence of both identity and employment authorization:

1. United States Passport.
2. Certificate of U.S. Citizenship, INS Form N-560 or N-561.
3. Certificate of Naturalization INS Form N-550 or N-570.
4. An unexpired foreign passport which:
1. contains an unexpired stamp therein which reads, "Processed for I-1551. Temporary Evidence of lawful Admission for Permanent Residence. Valid until Id -. Employment authorized." or
2. has attached thereto a Form I-94 bearing the same name as the passport and contains an employment authorization stamp, so long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the Form I-94.
5. An Alien Registration Receipt Card, INS Form I-151, or Resident Alien, INS Form 1-551, A Resident Alien Card, INS Form 1-551, provided that it contains a photograph of the bearer.
6. Temporary Resident Card, INS Form I-688.
7. Employment Authorization Card, INS Form I-688A.

OR BOTH an original document which establishes identity and a separate original document which establishes employment authorization.

The following documents are acceptable to establish identity only:

1. A state-issued driver's license or state-issued identification card containing a photograph. If the driver's license or identification card does not contain a photograph, identifying information should be included such as: name, date of birth, sex, height, color of eyes and address.
2. School identification card with photograph.
3. Voter's registration card.
4. U.S. military card or draft record.
5. Identification card issued by federal, state, or local government agencies or entities.
6. Military dependent's identification card.
7. Native American tribal documents.
8. United States Coast Guard Merchant Marine Card.
9. Driver's license issued by a Canadian government authority.

The following are acceptable documents to establish employment authorization only:

1. A social security number card other than one which has printed on its face "not valid for employment purposes."
2. An unexpired reentry permit, INS Form I-327.
3. An unexpired Refugee Travel document, INS Form I-571.
4. A Certificate of Birth issued by the Department of State, Form FS-545.
5. A Certificate of Birth Abroad issued by the Department of State, Form DS-1350.
6. An original or certified copy of a birth certificate issued by a state, county, or municipal authority bearing a seal.
7. An employment authorization document issued by the Immigration and Naturalization Service.
8. Native American tribal document.
9. United States Citizen Identification Card, INS Form I-197.
10. Identification card for use by a resident citizen in the United States, INS Form I-179.

If an individual is unable to provide the required document(s) FROM ABOVE or documents on or before the first third day of employment, they must present a receipt for the application of the document or documents on or before the first day of employment and within three (3) business days of the date employment begins and present the required document or documents within 21 days of employment.

The hiring department shall complete the Employment Eligibility Verification Form (INS I-9), certifying that the employee has presented original documents attesting to his or her identity and verifying that she or he is authorized to work in the United States.

The employee shall also sign the I-9 and attest to the same facts.

The hiring department does not have to verify the accuracy of the documents. It is sufficient if a document reasonably appears on its face to be genuine.

Copies of the original documents and the completed I-9 shall be attached to the hiring form and submitted to HR.

No employee may PERFORM SERVICES or receive a University pay check until an I-9 has been ACCURATELY executed by the hiring department and recorded by Systems Control.

When an individual is rehired within three years of the initial employment date and execution of the I-9, the hiring department shall inspect the original I-9. If it is subsequently determined that the I-9 relates to the individual, and that the individual is authorized to work, no additional verification or new I-9 is required and a memo to that effect should be attached to the hiring form. However, if upon inspection of the I-9 it is determined that the individual is no longer authorized to work in the U.S., the individual shall not be rehired unless all the required identity and employment verification requirements are met. When an individual is terminated from the University's payroll system and rehired, the hiring department and individual shall prepare a new I-9 form and the hiring department shall inspect original documents as described above.

Classified Staff employees of the University, including resident and non-resident aliens, are required to have a valid Social Security number and to contribute to the Social Security System.

EXPIRATION OF ELIGIBILITY (EMPLOYMENT OF FOREIGN NATIONALS)

The hiring department is responsible for reverifying employment eligibility of foreign nationals upon expiration of any employment authorization documents, should they desire to continue the foreign national's employment.