Important: It is essential that all new hires MUST complete the I-9 Employment Verification form (I-9) through Workday on or before commencing work. What is the purpose of Form I-9? Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States. It is mandatory for all U.S. employers to properly complete Form I-9 for every new hire, regardless of citizenship status. Both employees and employers (or authorized representatives) must complete the form accurately. On the form, an employee must attest to his or her employment authorization. The employee must also present their employer with acceptable documents evidencing identity and employment authorization. The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. What is an I-9 Ambassador? I-9 ambassadors are key HR liaisons for the completion of the electronic Form I-9 for new hires* in your department. In this role, your responsibilities include: Providing an overview of the I-9 Verification Process. You can access the PowerPoint presentation here Offering a list of Acceptable Documentation - List of Acceptable documentation Assisting in verifying documents and completing Section 2 of the I-9 in Workday. You can find detailed instructions here Who are the I-9 ambassadors? For information about I-9 Ambassadors in your department, please contact your respective Dean's Office Administrative Assistant or Department administrative support person. Frequently asked questions What should I do if I rehire a person who previously filled out an I-9? *You do not need to complete a new I-9 if you rehire the person with 3 years of the date that the I-9 was originally completed, and the employee is still eligible to work. You should review the previously completed I9, and if the employee's work authorization has not expired, note the date of rehire in the Updating and Reverification Section on the I-9 (Section 3),and sign in the appropriate space. If the employee's work authorization has expired, you also need to examine a document that reflects that the employee is authorized to work in the U.S., and record the document title, number, and expiration date (if any) in Section 3. I am hiring an international student or scholar. What is the process to complete the Form I-9? If the individual has a social security number, please follow the instructions above. If they do not have a social security number, the Hiring Manager or designee should provide the employment offer letter including employee's name, date of hire and title, to the Center for International Education. For further information, please click here. How is form I-9 verification performed for new out-of-state employees, or employees who live quite a distance from campus? All employees must come to campus in person with their original documentation for you to complete Section 2 of Form I-9 verification. In the event an employee is unable to come to campus, please contact humanresouces@wpunj.edu for further assistance. Can employees present copies of their identification documents? Per USCIS Regulations, photocopies are not acceptable. Please click here for more information.
