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Boulder Campus Employment Eligibility Procedures
I. Introduction
In accordance with the Immigration Reform and Control Act
of 1986 ("IRCA"), the University of Colorado at Boulder must
verify employment eligibility of employees. Employment eligibility must
be documented using the federal Employment Eligibility Verification (I-9)
form, and eligibility must be verified for each employee. Please check the following link to the U.S. Citizenship and Immigrations Services website which provides the most current updates to acceptable and unacceptable documents which may not be listed on the I-9. The documents used by the employee to
substantiate employment eligibility must be inspected for propriety and
authenticity, and an authorized university representative must sign the
I-9 form. The IRCA does not apply to employees hired prior to November
7, 1986, who have been continuously on the university's payroll since
that date. The Department of Human Resources located at 3100 Marine Street,
Room 373 is responsible for managing the employment verification process
for the Boulder Campus.
The IRCA stipulates that the employment verification process
be completed in person, and that verification be completed within three
working days of the beginning of employment. Appendix
A describes the process used for CU Boulder employees who are hired
to work outside of the USA. Penalties for non-compliance can be significant.
The procedures described below enable the campus to comply with requirements
of IRCA.
II. Procedures
A. Faculty/Staff/Graduate Students
- In general, upon acceptance of an offer of employment or within
three working days of the beginning of employment, departments must
send faculty, staff and graduate student employees to the Department
of Human Resources to have employment eligibility verified. Graduate
student employees may also have their I-9 verified in the Office of
Student Employment. Upon request from a department, the Director of
Human Resources may delegate responsibility for verification of employment
eligibility. Such departments shall typically have a high level of
personnel activity..
- Only authorized personnel in departments with delegated authority
may sign form I-9 on behalf of the university. Individuals with such
authority must receive training on form I-9 reporting requirements
and identification of falsified identification. The Department of
Human Resources will provide such training and maintain a list of
employees authorized to approve I-9 forms.
- I-9 forms completed by departments must be sent to the Department
of Human Resources. The Department of Human Resources will review
the I-9 forms for completeness and enter the I-9 effective date field
in the PeopleSoft Human Resources system. The Department of Human
Resources will also complete the I-9 expiration date field, if appropriate.
- To assist with the collection process, the Department of Human Resources
will be available for verification of employment eligibility at events
such as orientation sessions for new faculty, graduate students, and
employee benefits. In addition, during peak activity periods, a department
may request a Department of Human Resources representative be available
to verify employment eligibility by calling (303) 492-6893.
B. Undergraduate Students
- The Student Employment area of the Office of Financial Aid located
in the UMC, Room 165, (303) 492-7349 is responsible for the verification
of employment eligibility for the majority of undergraduate
student employees. In general, within three days of the start of employment,
undergraduate student employees should report to Student Employment
to have their employment eligibility verified. Students can also have
their I-9 verified in the Department of Human Resources at 3100 Marine
Street, Room 373.
- Upon request by a department, responsibility for verification of
employment eligibility for undergraduate students may be delegated,
after consultation with the Director of Human Resources. Such departments
shall typically have a high level of personnel activity. NOTE: Student
Employment will not verify employment eligibility for employees in
these departments
- Only authorized personnel in departments with delegated authority
may sign form I-9 on behalf of the university. Individuals with such
authority must receive training on form I-9 reporting requirements
and identification of falsified identification. The Department of
Human Resources will provide such training and maintain a list of
employees authorized to approve I-9 forms.
- I-9 forms completed by the Student Employment or departments with
delegated authority must be sent to the Department of Human Resources.
The Department of Human Resources will review the I-9 forms for completeness
and enter the I-9 effective date field in the PeopleSoft Human Resources
system. The Department of Human Resources will also complete the I-9
expiration date field, if appropriate.
III. Compliance
- Campus appointing authorities may not allow employees to work before
ensuring that required I-9 documentation will be received within three
working days of the beginning of employment.
- If employment eligibility is not verified by the third day of employment,
employees shall be taken off the work schedule immediately, until documentation
is received. The Department of Human Resources, in partnership with
Payroll and Benefit Services, reserves the right to temporarily suspend
direct deposit of paychecks in an effort to facilitate the completion
of I-9 documentation. Continued failure of the employee to submit the
required I-9 documentation will result in termination from UCB employment.
- The Department of Human Resources will produce monthly reports listing
active employees whose I-9 effective date field in the PeopleSoft Human
Resources system has not been completed, or whose I-9 expiration date
has passed. The Department of Human Resources will be responsible for
following-up on non-compliance with personnel liaisons and directly
with employees as needed.
Departments that fail to comply with this policy shall be responsible
for any fines that may be levied against the University.
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