Form I-9 Reference Manual - University of Oklahoma Human ...
Form I-9 Reference Manual - University of Oklahoma Human ...
Form I-9 Reference Manual - University of Oklahoma Human ...
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Background<br />
IFSS <strong>Reference</strong> <strong>Manual</strong> to I-9<br />
What is a <strong>Form</strong> I-9?<br />
The Immigration and Nationality Act (INA) as amended by the Immigration Reform and Control Act <strong>of</strong> 1986<br />
(IRCA) was the first federal law making it illegal for employers to knowingly hire persons who are not<br />
authorized to work in the United States. To implement this, employers are required to complete the <strong>Form</strong> I-9 to<br />
confirm the identity and work eligibility <strong>of</strong> all persons hired after November 1986.<br />
INS to USCIS<br />
On March 1, 2003, services formerly provided by the Immigration and Naturalization Service (INS) transitioned<br />
into the Department <strong>of</strong> Homeland Security (DHS) under U.S. Citizenship & Immigration Services (USCIS). The<br />
INS ceases to exist.<br />
Employer Responsibilities<br />
Employees at the Norman and Tulsa campus will present themselves to their local OU <strong>Human</strong> Resources <strong>of</strong>fice<br />
for I-9 completion.<br />
OU Health Sciences Center employing departments are considered the employer. All employer<br />
responsibilities identified in this manual refer to the employing department.<br />
Employers are required by the Immigration Reform and Control Act <strong>of</strong> 1986 to:<br />
• Have a completed I-9 form for all new hires.<br />
• Provide all three pages <strong>of</strong> the I-9 form to each employee.<br />
• Ensure each employee completes all areas <strong>of</strong> Section 1 <strong>of</strong> the I-9 on the first day <strong>of</strong> hire.<br />
• Allow employees to present any document or combination <strong>of</strong> documents that appear genuine.<br />
• Complete Section 2 <strong>of</strong> the form by the third day <strong>of</strong> employment using the documentation presented by<br />
the employee from the list <strong>of</strong> acceptable documents.<br />
• Review the I-9 form and record the acceptable List A, B and/or C documents for each employee, to<br />
include document title, issuing authority, number, and expiration date, if applicable.<br />
• Stop employment <strong>of</strong> any employee not providing work authorization within three days <strong>of</strong> hire.<br />
• Terminate any employee not completing Section 1 or providing work authorization on the first day <strong>of</strong><br />
employment when hired for a period less than three days.<br />
• Monitor work authorization expiration dates and reverify on or before the noted expiration date.<br />
TIP: An employee <strong>of</strong> the <strong>University</strong> <strong>of</strong> <strong>Oklahoma</strong> is not required to include his/her social security number<br />
in Section 1 <strong>of</strong> the <strong>Form</strong> I-9.<br />
NOTE: Requesting more or different documentation than the minimum necessary to meet I-9<br />
requirements may constitute an unfair immigration-related employment practice.<br />
Employee Responsibilities<br />
• Present original documents establishing identity and employment eligibility within three days <strong>of</strong><br />
employment or at the time <strong>of</strong> hire if employed for less than three business days.<br />
• Indicate in Section 1 eligibility for employment and provide supporting documentation or receipt for<br />
application <strong>of</strong> lost, stolen or damaged documents and provide original documents within 90 days (Refer<br />
to “Receipt Rule” in the HSC Quick Guide to I-9).<br />
• Provide original documentation for work authorization extensions.<br />
I-9 Requirements<br />
Who Needs to Complete an I-9?<br />
You need to complete <strong>Form</strong> I-9 only for people you actually hire. For purposes <strong>of</strong> the I-9 rules, a person is<br />
"hired" when he or she begins to work for you for wages or other compensation/remuneration. Remuneration<br />
is anything <strong>of</strong> value given in exchange for labor or services rendered by an employee, including food and<br />
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