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I-9 Important Information

Effective Sunday, October 16th, West Virginia University will become an E-verify employer. 

E-Verify is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility. (For more information, please visit www.uscis.gov)

Any new employee who wishes to self-check their own employment eligibility may do so at https://www.uscis.gov/mye-verify/self-check.  Self-check will notify a potential new hire of any data mismatches within the federal agencies and allow them to correct the records before processing for payroll.   

Payroll and Employee Processing Services will be making some significant changes in order to comply with the more stringent regulations that comes with participating in E-Verify.

  • When a prospective employee has accepted a job offer and is sent to payroll for processing, it is against federal regulations to instruct them as to which forms of identification they may present.  Please refer to the List of Acceptable Documents and provide a copy to your employee if needed.  The list is available on our website.
    Required Documents for Payroll Processing

    Please Note: E-Verify will only accept a List A or a List B document that contains a photo.

    Effective Monday, October 3rd, ex-employees will no longer be rehired without completing a new payroll packet.  Previously, we were permitted to rehire an employee if they returned to work within 90 days of their termination.  This is no longer an acceptable procedure for rehiring of ex-employees.

    • This process will include presenting identification for form I-9 and a voided check for direct deposit.  (New Payroll Processing Packet)
    •  In accordance with the new regulations, any employee who has not worked for 90 days or more, must be terminated in MAP.  Currently, departments are using the “non-contract period without pay” status to avoid terminations.  This will no longer be accepted and employees must be terminated.  If the employee returns to WVU, they must complete the appropriate forms by processing for payroll.

    We are aware that this may cause an inconvenience to our rehired employees; however, we are required to implement these changes.