Transcript Slide 1

Form I-9 Process
An Online Training for
Supervisors and Designees
Presented by
Human Resources
Revised November 2009
Upon completion of this training the participant will
Be able to complete a Form I-9
Be aware of penalties associated with noncompliance
Be familiar with UA’s compliance with the IRCA
Understand what is expected of the employee
Understand the supervisor’s scope of responsibilities
Know what steps are involved to update or verify
information on a Form I-9
On November 6, 1986, the Immigration Reform and
Control Act of 1986 (IRCA) became law and thereby
created new obligations for all employers to obtain and
keep verification of each new employee’s identity and
employment eligibility.
The intent of the Act is to gain control of the immigration
process (through use of the employment process).
UA’s Compliance with IRCA
Regardless of a new employee’s nationality, the University must:
Ensure that the new employee completes Form I-9 by date of hire (on or
before 1st day of employment)
Check and verify the identity and employment eligibility of the new
employee within the first 3 days of the individual’s employment
Retain the original Form I-9 document for 3 years after the date the
employee begins work, or 1 year after the person’s employment is
terminated, whichever is later
Update or re-verify Form I-9s that contain work authorization data with
expiration dates
Make all Form I-9s available for inspection by officials of the U.S.
Immigration and Customs Enforcement, Department of Labor and Office
of Special Counsel for Immigration Related Unfair Employment Practices
upon request
Failure to properly complete, retain, and/or make the form available for
inspection could result in civil penalties not less than $100 and up to $1,000.
Employees Covered
All employees (full-time, part-time, regular and temporary)
hired on/or after November 6, 1986 at The University of
Akron, are required to have a current Form I-9 on file.
Individuals designated as “employee” in this training:
• Faculty
• Contract Professionals
• Staff (classified, unclassified and bargaining unit)
• Graduate Assistants
• Student Employees
Form I-9
Form I-9 consists of three sections:
• Section 1 – Employee information and verification
• Section 2 – Employer review and verification
• Section 3 – Updating and reverification
Form I-9: Section 1
 The employee is responsible for completing
Section 1.
 This section of the form must be completed no
later than first day of employment after the
offer of employment has been accepted.
 The employee must read all notices on the form,
attest to his or her citizenship or immigration
status, sign and date, then submit the form to
the immediate supervisor or designated UA
Form I-9: Section 1
The supervisor or designee should review Section 1 to ensure that the
employee has properly completed his/her portion of the form.
Alien # or Admission #
and expiration date
needed if third or
fourth box is checked
Employee signature and date required
Form I-9: Section 2
 Section 2 must be completed within 3 business days
from the date employment begins.
 Failure to fully complete this form by the 3rd day of
employment will result in termination of the
 The employee must present to the supervisor or UA
designee documents that establish his/her identity and
employment authorization.
 Only original documents can be accepted from the
employee. The only exception is the employee may
present a certified copy of a birth certificate.
Form I-9: Section 2
 Upon receipt of the documentation, the supervisor or
designee should compare the documents to the List of
Acceptable Documents to determine which establish
identity and employment eligibility.
 Important -- The supervisor or UA designee is
responsible for examining the document(s) presented
by the new employee then filling in the required
information on the form in Section 2.
Student employees and graduate assistants should not
be given the responsibility of verifying documentation
or completing Form I-9s.
Form I-9: Section 2
Compare the documents to the Lists of
Acceptable Documents to determine which
establish identity and employment eligibility.
Form I-9: Section 2
 Employers CANNOT specify which document(s) they
will accept from a new employee.
 Employers CANNOT refuse to accept a document(s)
that reasonably appears to be genuine and to relate to
the person presenting the document(s). To do so
could be an unfair immigration-related employment
 Information from the document(s) must be written
onto the I-9 Form. Do NOT attach copies for
Human Resources to complete Section 2.
Form I-9: Section 2
 Ensure that document title, issuing authority and
document # are recorded in the appropriate spaces.
 Do not use white out on the form! If you make a
mistake, cross out the error, date it and initial it.
Re-verification of Form I-9
If the employee’s work authorization is approaching
expiration, he or she will need to re-verify employment
eligibility by providing additional documentation.
An HR Representative will contact the employee prior to
the employee’s expired work authorization date to set
up a date and time for the employee to re-verify
Re-verification versus New Form
Re-verification: refers to reconfirming an employee’s
proof of extended work authorization using a previously
completed form.
Also complete part A. if name has changed at
the time form is being re-verified.
Re-verification versus New Form
A New Form I-9 will need to be completed by
the employee if one or more of the following
situations occur:
The employee changes employment status (i.e., student
assistant to full-time staff employee, graduate assistant to
part-time faculty, etc.) Call Megan Richardson at x4910
if you have questions.
The original Form I-9 on file in Human Resources was
previously re-verified.
Where to Obtain a Blank Form
Paper Copy –
It is the University of Akron’s practice to include a copy of
Form I-9, Lists of Acceptable Documents, and Instruction
sheet as part of the “offer letter packet” sent to faculty,
contract professionals and staff employees.
Electronic Version –
on Human Resources’ web site at
as part of the Online Employee Orientation Packet for parttime employees at
Distribution & Filing Requirements
It is the responsibility of the
immediate supervisor or designee
to ensure that the original Form I-9
is forwarded to the appropriate
department for filing.
Distribution & Filing Requirements
Faculty, Staff, and Contract Professionals:
Form I-9s must be forwarded to Human Resources
Information Services for filing and maintaining.
– Campus Mail: Human Resources +4730
– Hand Deliver: HR, Administrative Services Building
Room 130
For questions contact: (330) 972-4910
Distribution & Filing Requirements
Graduate Assistants:
Completed original Form I-9s must be attached to the
Acceptance Agreement and Appointment Form then
forwarded to the Graduate School for filing and maintaining.
Student Employees:
Completed original Form I-9s must be attached to the
Student Employment Form then forwarded to the Student
Employment Office for filing and maintaining.
About E-Verify
• E-verify is a free internet system that compares information contained
on the Form I-9 with records contained in the Social Security
Administration (SSA) and Department of Homeland Security (DHS)
databases to help employers verify the identity and employment
eligibility of newly hired employees.
• Institutions of higher education are required to cover only those
employees directly working on federal contracts to determine if the
employees are authorized to legally work in the United States. This
includes both new and existing employees directly working on federal
• Affected employees are permitted to work during the E-Verify process.
E-Verify: The Process
• The Office of Research Services & Sponsored Programs will email Human Resources
Information Services (HRIS) a “Notice of Award” form noting that E-Verification is required.
• The Principal Investigator/Project Director will:
• forward names of the affected individuals to HRIS.
• refer all new and existing employees directly working on a federal contract to HRIS.
• New employees will complete the Form I-9 in the presence of an HRIS representative
within 3 days of employment.
• Existing employees assigned to the contract will be verified within 90 days of the award
date of the contract.
• An HR Representative will access the E-Verify system to verify employment eligibility of
the new and existing employees assigned to the contract.
• An employee who does not appeal a “non-confirmation” notice from the E-Verification
results will be subject to immediate termination of employment.
Got More Questions?
Visit the following websites at:
Call Human Resources (Megan Richardson, x4910)