Transcript Hire/Rehire Documents & Personnel Files
Updates New Hire/Rehire Documents
September 22, 2010
Alien Supporting Documents Form I-9 Overview Page Center Demographic Data Transmittal E-Verify Oath & Patent Personnel File Records Retention 2
I-797 Change of Status Approval Notice (Sample is H1B Specific)
H1-B Status valid period work authorization end date I-94 number I-94 issued by USCIS 3
Sample F-1 I-20 & F-1 I-94 for On Campus Employment
SEVIS ID document number I-20 Expiration Work authorization end date I-94 number/ admission number Expiration of F-1 status D/S = duration of status 4
Sample J-1 DS-2019 & J-1 I-94
SEVIS ID document number DS-2019 expiration date work authorization end date I-94 number admission number Date of entry: 01/29/2003 Expiration of J-1 status D/S = duration of status J-1 Category: student or scholar 5
J-1 Student Work Authorization Documents
J-1 Category = Student Employment expiration date J-1 Sponsor employment authorization 6
Employee to complete Section 1 on or before 1st day of employment Employers responsibility to ensure section 1 is complete
Section 2 Employer Review and Verification
Documents must be original non-expired (with the exception of a certified copy of a birth certificate).
Employee must present documents that establish identity and employment eligibility within
business days of the date employment begins. Documents should be recorded in the appropriate list (i.e.: DL should be recorded in Section B, not C).
Employees hired for
than three business days, section 2 must be completed by date of hire. 9
5. Unexpired Foreign Passport w/ Form I - 94
Section 2 – List A D/S 10
Enter employees name in Section 1 Review document that establishes current employment authorization Complete Section 3, C.
Sign and date Update work authorization date in HCM and Visa information is applicable Send completed Form I-9 to HR Records & Data Management 11
Hiring or Continuing to Employ Unauthorized Aliens
If DHS determines that you have knowingly hired unauthorized aliens (or are continuing to employ aliens knowing that they are or have become unauthorized to work in the United States), it may order you to cease and desist from such activity and pay a civil money penalty as follows: 1.
: Not less than $375 and not more than $3,200 for each unauthorized alien; 2.
: Not less than $3,200 and not more than $6,500 for each unauthorized alien; or 3.
: Not less than $4,300 and not more than $11,000 for each unauthorized alien.
M274 Employer’s Handbook, page 21 12
Page Center Reports PPP6201/PPP620 Personnel Status Report PPP1392/PPP139 Employee with 1000 hours eligible for career status PPP1393/PPP139 Employee approaching 1000 hours toward career status PPP1382/PPP138 Employees with 1000 hours eligible for benefits PPP1383/PPP138 Employee approaching 1000 hours toward benefits PPP1385/PPP138 Employees approaching 750 hours toward benefits PPP1384/138 Employees with 750 hours eligible for benefits PPP6504/PPP650 Employee’s beli out of compliance PPP6952/PPP695 Start Participation 13
Form I-9 RECAP
Section 1 employee completes on or before employment begins.
Employer responsibility to ensure section 1 complete.
Preparer or Translator Certification completed if section 1 prepared by a person other than employee.
Section 2- Employer review original documents and records in appropriate column no later than 3 business days of the date employment begins.
Employer completes certification with hire date, signature, name, title, address and signature date.
Section 3 for work authorization reverification. 14
New Demographic Detail Transmittal Form ( U5605)
Employee can check multiple selections.
Satisfies US Dept of Education, Integrated Post Secondary Education System (IPEDS) Employee chooses one ethnicity for Affirmative Action Program reporting. 16
HCM Entry Demographic Detail Transmittal Form (U5605)
What is E-Verify?
An internet based system operated by DHS under U.S Citizenship and Immigration Services(USCIS) to verify employment eligibility based on information provided on an employee’s Form I-9. Information electronically verified against records in DHS and Social Security databases. 18
Oath & Patent Agreement
The State Oath of Allegiance must be signed by all U.S. Citizens who are employed by the University, with or without compensation, on or before the first day of the service period.
The Patent Agreement must be signed by all persons on or before the first day of service period. All persons re-employed by the University after a separation must sign a new Oath if the date of re-employment is more than one year after the date on which the previous Oath was signed.
All persons re-employed by the University after separation must sign a new Patent agreement. 19
What is the Staff Official Personnel File?
Documents and communications related to staff employee • Pre-employment and post-employment information • Historical record of information pertaining to employee from date of hire to separation • The Official Personnel file is owned by the University. 20
Who Maintains the Official Personnel File?
Maintained by the employee’s department • Staff personnel file maintained in secured and confidential location • Files kept in locked cabinets or drawers • Access to staff files restricted 21
What is the Medical File?
Any information related to an employee’s medical condition or the medical condition of his or her family members.
• Medical files are confidential.
• Kept separate and apart from other business records.
• Medical records are not retained in personnel file. 22
What is the Supervisors Working File?
A working file to track employee’s work in progress, conduct and performance related information. • Supervisor working file is optional • Confidential – stored in locked area • Not considered part of official personnel file 23
Who Has Access to the Official Personnel File?
State law gives employees the right to review their official personnel file.
• Employee request must be in writing to his or her supervisor. • Limited access to file.
» Employee » Employee designated representative » Employee’s supervisor or department head » Prospective UC hiring manager » ER, LR and other UC officials with job related need.
When is the Official Personnel File Transferred?
Official personnel file must follow employee to new Berkeley department. • Sealed in envelope marked confidential.
• Hand delivered to or retrieved by new supervisor.
• Not given to employee to deliver.
» Medical file should also follow employee after the hiring process is complete.
Documents not transferred • Supervisor working file • Timesheets 25
What is the Retention Period for the Official Personnel File?
Personnel files should be maintained until five years after an employee separates. • With the exception in cases of disability, retirement, or disciplinary actions. Files are retained until the individual reaches age 70.
• Refer to the University’s Records Retention Management Disposition Schedule. 26
Future ER Model
USCIS I-9 Employers Handbook
Human Resources Forms
Guidelines for Staff Official Personnel Files
Data Management, Use, and Protection
UC Records Disposition Schedules Manual
Page Center Information