HIRING and OFFER LETTER: Federal Requirements (I-9/e-verify)

 

Completion of the I-9 is an important step in the employment process and a Federal requirement. An I-9 verifies identity and eligibility to work in the United States and must be completed at the Human Resources Department either (a) prior to an employee working (if an offer of employment has been extended) OR (b) within three (3) business days from the date of hire.  Therefore, it is critical that you do not allow ANYONE to begin work prior to completion of the required paperwork. 

For posted, benefits eligible positions, Day O.N.E. coordinates the employee’s start date and handles all I-9’s during their attendance at their Orientation.  However, for non-posted positions (e.g. students including GRA’s and TA’s), it is very important to coordinate a start date with Human Resources x4648.   In the future, these employees will be scheduled to attend a mini-orientation to complete this required documentation.  The employee must bring their work authorization documents (one of which must be a picture ID) to HR.  A list of the acceptable documents can be found at: http://www.uscis.gov/files/form/i-9.pdf

 

In addition, offer letters (regardless to whom they are sent, e.g. student, faculty, staff employee) must contain the following paragraph:

 

A critical piece of the processing relates to the completion of the U.S. Citizenship and Immigration Services Employment Eligibility Verification (Form I-9).  Your employment is contingent upon this form being completed within three (3) business days of the date employment begins and proper documents being provided to verify your identity and employment eligibility as required by law.  Human Resources (HR) will assist you with the completion of this form.  If you have questions about the required documentation to bring to HR, please call Human Resources at 210-458-4648 or visit  the U.S. Citizenship and Immigration Services website at http://www.uscis.gov/files/form/i-9.pdf.  This documentation and completion of the I-9 must be completed within three (3) business days of the date employment begins.

 

If you have any questions, please feel free to contact

Barbara J. Centeno

Associate VP - Human Resources

Barbara.Centeno@utsa.edu