Verification of Identity and United States Employment Authorization for all Employees

Handbook of Operating Procedures 5-1110-PM

Verification of Identity and United States Employment Authorization for all Employees

POLICY MEMORANDUM

The University of Texas at Austin
Executive Sponsor: Senior Vice President and Chief Financial Officer
June 1, 1987

 


 

All employees of the University of Texas at Austin must be authorized to work in the United States. In compliance with the Immigration Reform and Control Act of 1986, it is a condition of employment for all persons hired on or after November 7, 1986, to provide specific document(s) which verify identity and authorization to work in the United States. The department head or a departmental official must discuss this condition of employment with a prospective employee at the time an offer of hire is made.

 

An employee should provide the required document(s) and must complete the Employment Eligibility Verification form (I-9) within three work days of starting work (or by the end of the first day, if employed for less than three work days). An employee who is unable to provide the required documents within the three work day period must present a receipt for the application of the document(s) within three work days of the hire and present the original required document(s) within twenty-one days of the hire. An employee who is unwilling or unable to provide the required document(s) within the time period(s) specified above will not be continued in employment.

 

The department head or a departmental official authorized to sign personnel appointment forms must view the document(s) provided by an employee to ensure that they are original and authentic. Both the employee and department official must complete the I-9 form to certify, under penalty of perjury, that the document(s) verify the employee's identity and authorization to work in the United States.

 

If an individual's employment eligibility document expires, the employee must present a document that either shows continuing employment eligibility or is a new grant of work authorization. The departmental official will review this document, and if it appears to be genuine and to relate to the individual, a new I-9 form will be completed.

 

Employees paid on a twelve-month basis who were hired prior to November 7, 1986, must provide verification of identity and work authorization if rehired after any break in service. Employees paid on a nine-month basis who were hired prior to November 7, 1986, must provide verification of identity and work authorization if rehired after any break in service other than the normal break between spring and fall semesters.

 

A current employee who transfers to another department without a break in service will not be required to provide the document(s) nor to complete another I-9 form. Additionally, a former employee who is to be rehired and who had provided the document(s) and completed the I-9 form within three years prior to the date of rehire will not be required to provide additional documents nor to complete another I-9 form. However, any such employee who is a non-citizen must provide an appropriate document to the departmental official to verify that they remain authorized to work in the United States. A former employee who is a non-citizen and who is unable to provide documentation of authorization to work in the United States will not be rehired.

 

Former employees rehired more than three years after completion of the I-9 form must provide the required document(s) and, with the departmental official, prepare another original I-9 form for submission.

 

The employee's original I-9 form and copies of the document(s) provided to verify identity and authorization to work in the United States must be sent by the departmental official to the Office of Personnel Services and Employee Relations. These records will be retained for three years from the date of completion of the I-9 form or one year from the date of termination, whichever is later.

 

University Compliance Services Training Module: PN 020

 

Previously PM 7.104