Revised I-9 requirements for new employees

April 13, 2009

 

All prospective new employees (e.g. adjuncts, student workers, GSA/TF/GSR, etc.) must complete the Form I-9 and provide the necessary documentation prior to working.   The Form I-9 with supporting documentation will be sent with all appointment letters.  Upon receipt of the Form I-9 with supporting documents and a signed copy of the appointment letter, the unit's payroll administrator (Trudy or Corey) will prepare the payroll appointment form for submission to the appropriate processing office (e.g. faculty records, student employment or the compensation office).  Please note that a prospective employee cannot work or be paid until the necessary forms are completed, submitted and Trudy or Corey has verified the documentation. 

Effective Friday, April 3, 2009, all employers are required by federal law to use the revised Form I-9 to verify the employment eligibility of new hires (not current employees).  Two of the most notable changes in the revised Form I-9 are:

  • Expired credentials will no longer be acceptable to establish the identity or work eligibility of new employees.
  • The list of documents employers can accept to satisfy Form I-9 requirements has been reduced.

As a reminder, employers are required by federal law to use a "Form I-9" to verify every new employee's identity and authorization to work in the United States.

Listed below is a summary of the general requirements of the law:

  • All new employees (both citizens and non-citizens) must fully complete Section #1 of the form on or before the first day of work.
  • The unit's designated payroll administrator must review and verify the new employee's original verification documents and must fully complete Section #2 of the Form I-9 within three (3) business days of the employee's first day of work.
  • The unit's designated payroll administrator must re-verify the employee's eligibility to work in the U.S. prior to the expiration date of any temporary authorization.

The Office of Human Resources will continue to manage this process for all new Oakland staff members.  Each responsibility center (unit) will continue to be responsible for satisfying the above legal obligations for all new employees (faculty, research associates, post-docs, students, etc,) within the required deadlines.  

Please note that compliance with the I-9 process is not only imperative, it is the law.  Violations can result in civil or criminal fines and penalties, including potential loss in federal funding. 

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