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Human Resource Management - I-9 Verification Policy and Procedure


Policy and Procedure

Subject Area: Employment
Policy Title: I-9 Verification Policy and Procedure
Policy / Procedure No: HRM061
Responsible Office: Hiring department, HRM, or University Counsel Office
Documents Needed: Employment Eligibility Verification I-9 Form
Special Instructions: Offer of employment and continuation of employment is contingent upon satisfactory completion of the verification process.

POLICY: To comply with federal regulations of the Immigration Reform and Control Act (IRCA), all employees are required to complete an Employment Eligibility Verification form (I-9 form). This law applies to all individuals hired, including part-time/temporary employees and students. All employees must complete the form within three (3) business days of the date employment begins by providing appropriate documentation. Any employee who fails to complete the Employment Eligibility Verification in the three (3) day time period cannot continue to work.

Re-verification of the I-9 form: Federal regulations require Northeastern University to update and/or re-verify the I-9 form when one of the following occurs:

  • an employee is re-hired to the University - The original I-9 is valid only when the employee is re-hired within three years of the original hire date. Otherwise, a new I-9 must be completed.

  • An employee's work authorization has expired, or is about to expire

PROCEDURE:
1. Office, Support, Technical, Crafts, Trades & Service staff - All Office, Support, Technical, Crafts, Trades and Service Staff are required to report to HRM in 250 Columbus Place on their first day of employment with appropriate documentation. The I-9 form is retained in the HRM office.

2. Administrative/Professional staff and Faculty - All Administrative/Professional staff and Faculty should complete the I-9 form in their hiring department. The Hiring department is responsible for submitting the I-9 form to HRM no later than three days after the new employee's date of hire. The I-9 form is retained in the HRM office.

3. Temporary employees -The I-9 form is completed by the Hiring Department. The Hiring department is responsible for submitting the I-9 form to HRM no later than three days after the new employee's date of hire. The I-9 form is retained in the HRM office.

4. Students
a. Work study Students - The Student Employment office completes and retains the I-9 form.
b. Part-time/Temporary Students - the Student Employment office completes and retains the I-9 form.
c. Stipend Graduate Assistants - the Student Employment office completes and retains the I-9 form.
d. Co-op students - The I-9 form is completed and retained in the Student Employment Office.
e. Foreign students - the I-9 is retained in ISSI department and a copy is sent to the Student Employment Office.

4. School of Professional and Continuing Studies part-time instructors - The Hiring department staff completes and retains the I-9 form.

5. Re-verifications - Re-verifications will be completed by the University Counsel office. New I-9 forms with Section 3 appropriately completed will be submitted to HRM.