U.S. Immigration and Customs Enforcement COVID-19 Policy Coming to End
I-9 Supporting Documents Verification for Employees Hired After March 2020
As many of you may be aware, due to the pandemic, many organizations (including WesternU) began a virtual onboarding process for all new employees; this also included submission of the required I-9 documents (e.g., passport, driver’s license, social security card, etc.) via our PeopleAdmin portal. U.S. Immigration and Customs Enforcement requires all employers to physically inspect such I-9 documents, but allowed flexibility beginning in March 2020. However, that flexibility will come to an end in July of this year. To stay compliant, all employers must physically inspect I-9 documents by no later than August 30. This applies to anyone that was hired after March 2020.
This is going to be a task that will require all of us to work together to complete. If you were hired at WesternU starting March 2020, you will be required to come to the Human Resources Office (instructions below for employees based in Pomona, Oregon, and elsewhere) so we can physically inspect your I-9 documents. Because of the magnitude of this task and the impending deadline, I would greatly appreciate your immediate response. Thank you all in advance for your assistance and cooperation.
Employees hired after March 2020 are required to present the following I-9 supporting documents. Please do so ASAP.
What to Bring:
ONE of These Documents
- S. Passport or U.S. Passport Card
- S. Permanent Resident Card
- Employment Authorization Document (Form I-766)
Or BOTH of These Documents
- Driver’s License or ID Card or Voter’s Registration Card or U.S. Military Card
- Social Security Card or certificate of birth
Where to Go:
Days and Times to Bring Your Documents-Pomona Employees
Starting on Monday May 22nd
Monday-Friday: 8:30am-11:30am and 1:00pm-430pm (no appointment required)
Location: 100 W Second St., Anderson Tower, Second Floor (Office of Human Resources)
Elaine Rauch will be your contact point. Please schedule a time with her directly.
Employees Not in Pomona or Oregon
Please seek out a notary public closest to you and they can certify the documents. The certified I-9 document can then be emailed to Employment.
I-9 Employment Eligibility Verification Form
What is an I-9?
Form I-9 is the Employment Eligibility Verification Form issued by the Department of Homeland Security, U.S. Citizenship and Immigration Services. By law, all U.S. employers are responsible for completion and retention of I-9 forms for every new employee hired in the U.S. after November 6, 1986.
Responsibility of Western University of Health Sciences
The law obliges WesternU, as an employer, to ensure you complete the I-9 form by no later than your first day of employment and that you present to us your documentation (in accordance with the acceptable documents outlined on page 9 of the I-9) within 3 days of your first day of employment. An employee cannot go on the University payroll without completing the I-9 and may not be allowed to work for the University.
Responsibility of New Employees
- On or before the day you start working for WesternU, you must complete, sign, and date Section I of the Form I-9.
- You must present certain documents from the list of acceptable documents printed on page 9 of the I-9 Form Instructions to:
1. establish your identity and
2. establish your eligibility to work
- A photocopy of a document cannot be accepted. The requirements of the Form I-9 state that employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.
Receipts – When Original Documents are Not Available
- If you are unable to present the required document(s) within 3 business days of the date your employment begins, you must present a receipt for the application of the required document(s) within 3 business days.
- You must still present the actual document(s) within 90 days of the date employment begins.
Former Employees Who Return to the University
If you have separated employment from WesternU and then return within 3 years, we are required by law to check the I-9 on file and determine if the form is still valid and you are still eligible to work. This includes updating and re-verifying I-9 information, including name, the date of rehire, and information on updated documentation. Please note, you may still be asked to complete a new Form I-9 in this case.
If you return to the University after 3 years, the law requires that a new I-9 must be completed, including the documentation verification process.
I-9 Requirements When Employee’s Work Authorization Expires
If your work authorization expires, WesternU, as an employer, is required by law to re-verify the I-9 in order to continue to employ you.
This re-verification must occur no later than the date that your work authorization expires. You must present either:
- a document that shows the extension of your initial employment authorization, or
- a new work authorization document.
It is your responsibility to make sure you obtain an extension or new authorization to continue working and that it is done in a timely manner in order to comply with the law.