I-9, Employment Eligibility Verification Policy

Statement of Purpose
The Federal Employment Eligibility (Form I-9) is mandated for each new employee (both citizen and non-citizen) hired after November 6, 1986. Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment within the United States. Under federal law, all U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States.

Impacted Groups
All employees hired after November 9, 1986 are required to have an I-9 form completed, this is inclusive of citizens and noncitizens.

Both newly hired employees, rehired employees and the authorized representatives of the University must complete the I-9 form. On the form, the new employee must complete section 1 and attest to their employment authorization. The employee must also present the University with acceptable documents evidencing identity and employment authorization. The University’s representative must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. This examination must be a physical in-person appearance within three business days of the employees official hire date. The list of acceptable documents can be found on the last page of the I-9 form. The University’s representative may not specify which document is acceptable as proof of identity and eligibility if the aforementioned acceptable documents are listed on the I-9 form. Documents must be original, copies are not acceptable. All documents must be signed and unexpired.

Per the University’s Record Management policy, the University must retain the completed Form I-9. These should be uploaded into the employee’s personnel file. Copies of the supporting identification documents should not be retained.