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I9 Form Completion

 

West Virginia University Policy
Division of Administration and Finance

WVU-P&TS-04

Reason for this Policy

 The purpose of this policy is to define the requirements for the Federal I-9 Form completion when hiring new employees.

To Whom Does This Policy Apply  

This policy applies to all University departments, including those on the regional campuses.

Policy

Federal regulations require that all U.S. employers complete and retain a Federal I-9 Form for every individual hired, including citizens and non-citizens of the United States, prior to beginning employment. The employee must complete a Federal I-9 Form through WVU Employee Processing Services (EPS) prior to or on the first day of employment. Failure to comply with this policy could result in fines, penalties, or other disciplinary actions against the hiring department and/or its supervisor or hiring official.

To comply with federal regulations, West Virginia University must examine the employment eligibility and identity document(s) an employee presents to verify that (1) the document(s) reasonably appears to be genuine and (2) the document(s) belongs to that individual. WVU Employee Processing Services (EPS) must then record required information from the document(s) into Section 2 of Form I-9.  The examination of documents and completion of Section 2 of Form I-9 must be completed within 3 business days of the employee’s first day of employment.  However, if an employee is hired for a period of less than 3 business days, Section 2 must be completed no later than the first day of employment. 

It is against federal regulations to instruct newly hired employees 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 employee may choose from the List which documents to present for employment eligibility.

Documents

NOTE: West Virginia University is an E-Verify employer.  E-Verify will only accept a List A or a List B document that contains a photo.     

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. 

 

Procedure

The steps listed below show the correct procedure for hiring and processing an employee:

  1. Position created by Talent and Culture
  2. Applicant is offered employment by department/Talent and Culture
  3. Applicant proceeds to EPS with required documentation from the List of Acceptable Documents {pdf} and completes payroll paperwork
  4. EBO completes the Hiring Wizard form for all employees not hired through WVU Hire.  Information from WVU Hire will be sent automatically to EPS. (The date of hire cannot precede the I-9 signature date.)
  5. EBO and hiring supervisor receives email confirmation from EPS once the employee has been entered into the payroll system. (Employee cannot begin working until confirmation has been received.)

Employees will NOT be placed on payroll if they fail to be processed by EPS prior to their first day of work. 

For convenience, EPS offers processing locations during standard business hours at One Waterfront Place and other locations throughout campus. Please contact WVU Employee Processing Services at 304.293.3379 Option 2 or visit http://payroll.wvu.edu/employee-processing-locations for specific locations and times. Special accommodations can be made for large groups by contacting the EPS department.

 

Implementation

It is the responsibility of the Dean, Director, or business office to implement and maintain this policy within their college, department, or unit. Employee Processing Services, at 304.293.3379 Option 2, is available to answer questions or provide additional information regarding this policy.

 

Interpretation

The responsibility for interpretation of this policy rests with the Director of Payroll & Employee Processing Services – West Virginia University.

Revised: 2.12.19