EMPLOYMENT ELIGIBILITY PROCEDURES

 

 

I-9 Form (.pdf)

 

I.          Introduction

In accordance with the Immigration Reform and Control Act of 1986 (“IRCA”), The University of North Carolina at Greensboro must verify employment eligibility of employees.  Employment eligibility must be documented using the federal Employment Eligibility Verification (I-9) form, and eligibility must be verified for each employee.  The I-9 form, lists documents needed to prove employment eligibility.  The documents used by the employee to substantiate employment eligibility must be inspected for propriety and authenticity, and an authorized university representative must sign the I-9 form.  The IRCA does not apply to employees hired prior to November 7, 1986, who have been continuously on the university’s payroll since that date.  The Department of Human Resource Services located at 1100 West Market Street, is responsible for managing the employment verification process for The University of North Carolina at Greensboro for all faculty and staff.

 

The IRCA stipulates that the employment verification process be completed in person, and that verification be completed within three working days of the beginning of employment.  Penalties for non-compliance can be significant.  The procedures described below enable the university to comply with requirements of IRCA.

 

II.         Procedures

A.     Faculty and Staff

1.                  In general, upon acceptance of an offer of employment or within three working days of the beginning of employment, departments must send faculty and staff employees to the Department of Human Resource Services to have employment eligibility verified. 

2.                  The receptionist will assists faculty and staff in the completion of the form and review pertinent documents that establish the identify of the individual and their employment eligibility.  The receptionist will sign and certify that the documents that are presented appear to be genuine and relate to the employee named.  Student employees complete their I9 in the Student Employment office. 

3.                  To assist with the collection process, the Department of Human Resource Services will be available for verification of employment eligibility at New Employee Orientation sessions for new faculty and staff.

4.                  Upon request from a department, the Employee Services Supervisor may delegate responsibility for verification of employment eligibility in special circumstances.

5.                  Only authorized personnel in departments with delegated authority may sign form I-9 on behalf of the university.  Completed I-9 forms must be sent to the Department of Human Resource Services were they will be reviewed for completeness.

6.                  The I-9’s are forwarded to the Employee Services Supervisor for verification and completeness.  The designated person on the Employee Services team will enter the information into the Payroll System on Screen 17.

7.                  The I-9’s are filed alphabetically in the I-9 file located in the records area.

 

III.       Compliance

1.                  For EPA employees, the Employee Services Supervisor will receive copies of the PD-7 (Appointment form for EPA employees) from Benefits.  This document will be used as a check in determining when an I-9 or visa has expired.

2.                  Two reports are generated monthly from the Payroll System to determine if there are employees that have not completed an I-9 or if their visa has expired.  The first time the employee’s name appears on the report the designated person on the Employee Services Team will contact those employees to report to Human Resource Services immediately to complete their I-9.  The second time the employee’s name appears on the report, the Employee Services Supervisor will provide notice of I-9 noncompliance over to the Employee Services Director.  The Employee Services Director will send communication to either the Office of the Provost or appropriate Vice Chancellor letting them know that an employee does not comply, he/she must be terminated from the University.  Departments that fail to comply with this policy shall be responsible for any fines that may be levied against the University.

3.                  An audit will be conducted quarterly by the Employee Services Team to determine the University’s compliance to the INS requirements.  The results of this audit will be shared with the Employee Services Director.

4.                  I-9 files will be purged once a year for employees whose employment has been terminated for at least one year.  This does not include persons who are on an approved leave of absence without pay.  As long as an employee continues employment with the University, the I-9 will remain on file.

 

 

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Department of Human Resource Services

October, 2005