PERSONNEL
60.04
Revised 7-05
Human Resource Services
335-4521
EMPLOYMENT POLICY
WSU employs only U.S. citizens and aliens who are authorized to work in the U.S. in compliance with the Immigration Reform and Control Act of 1986.
Questions
For questions, contact Human Resource Services (HRS); telephone 335-4521.
For additional information, go to the U.S. Citizenship and Immigration Services website at:
New Employees
All new employees including U.S. citizens must supply documents to identify themselves and to establish their eligibility for U.S. employment at or prior to the time of hiring. The absolute deadline is three business days after duties begin.
- If a new employee cannot produce original documents or receipts for documents in process, employment must be terminated within three business days of hiring.
Employment termination is an extreme action; seek advice and assistance from HRS as issues and problems arise.
- Do not disregard any requirements in this section. The law includes both civil and criminal penalties for violation of these laws.
Long-Term Employees
Employees who were employed by WSU on or before November 6, 1986, and are still employed without a break in service do not have to establish their eligibility for U.S. employment as required in this section.
WSU Employee Defined
Employees include:
- Faculty,
- Administrative professionals,
- Civil service employees,
- Employees covered by collective bargaining unit agreements,
- Graduate assistants,
- Undergraduate assistants, and
- Temporary employees.
Exceptions
- This procedure does not apply to adjunct appointments and nonservice pay.
- If the duties are performed in a foreign country, employees do not have to establish their eligibility for U.S. employment as required in this section.
NOTIFYING APPLICANTS
WSU notifies applicants about the employment policy and intent to comply with the law.
- Recruitment materials may include the following:
"WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by U.S. Citizenship and Immigration Services."
- The application forms for civil service, collective bargaining unit, and temporary employment positions indicate WSU's compliance and include the above statement.
- Letters from departments to prospective faculty and administrative professional employees acknowledging receipt of applications include the above statement.
VERIFICATION PROCESS
Employing departments document verification of eligibility on USCIS Employment Eligibility Verifications (Form I-9).
Print the blank master on 60.04.6-9 or fill-in onscreen and print to obtain copies of the form.
Departmental employees responsible for processing Employment Eligibility Verifications should refer the U.S. Citizenship and Immigration Services For Employers website at:
Select For Employers, then
Select About Form I-9, Employment Eligibility Verification.
Employee Activity
The employee submits documents of choice from the lists on the back of the Employment Eligibility Verification (see also 60.04.9).
NOTE: If a Social Security Card is used for verification, only a card issued directly by the Social Security Administration is acceptable. Paper, metal, or plastic facsimiles are not.
The employee fully completes, dates, and signs Section 1.
Employer Verification
A designated departmental employee completes Section 2.
Only a designated WSU employee may examine and verify the documents presented by a new employee. Designated employees include employing officials and their designees. See 60.10 for definition of employing official.
Employing officials must be prudent in their designation since the employee who examines the documents is certifying under penalty of perjury that the documents appear to be genuine. Civil and criminal penalties apply for violation of these requirements.
Designated employees copy the originals of examined documents. (Submitted documents are to be originals. Photocopies or fax copies are not acceptable.)
A designated employee signs and dates Section 2.
Updating/Reverification
If the work authorization for a non-U.S. citizen requires updating, complete Name and Social Security Number in Section 1. Verify the document(s) that establish current employment eligibility and sign and date Section 3.
Routing the I-9
Pullman Units
The employing department submits the Employment Eligibility Verification and copies of the documents used to establish the employee's employment eligibility to HRS.
Non-Pullman Units
Units outside Pullman are to maintain the official and original Employment Eligibility Verification file and submit a copy to HRS. U.S. Citizenship and Immigration Services (USCIS) requests that the documents used to verify employment eligibility be available at the employee's work station.
Change of Work Station
If an employee changes work stations, transfer the Employment Eligibility Verification and copies of the supporting documents to the employee's new work station.
More Than One Appointment
If the employee has more than one WSU appointment, only one Employment Eligibility Verification is to be filed at HRS.
Rehire
Employees who have never had an Employment Eligibility Verification on file and separate from the University must complete the Employment Eligibility Verification process upon re-employment.
If employment is terminated and reinstated within one year and the employee has previously filed an Employment Eligibility Verification, the University accepts the Employment Eligibility Verification on file if the documents supporting the Employment Eligibility Verification are still valid. (If the original Employment Eligibility Verification has been purged from the file, a new Employment Eligibility Verification must be completed.)
- The personnel office has this information in the former employee's personnel file. Contact HRS if the new employing office is not the original employing office.
- If the employee is reinstated by the same employing unit, the information is available in the departmental personnel file.
MONITORING
Although HRS monitors the expiration dates for non-U.S. citizens, departmental personnel are also responsible for monitoring expiration dates.
In order to ensure uninterrupted employment, the department should start the process for extending an employee's employment eligibility at least two months before the expiration date.
Approximately one month prior to the expiration date, HRS reminds the employing department of a pending expiration.
Eligibility Expiration
Employing departments work with the employee, the Office of International Students and Scholars, and HRS to resolve employment eligibility, either with a change in immigration status, an extension of employment eligibility, or termination of employment.
Extending Eligibility
The employing official examines the document or documents which extend the employment eligibility and completes Section 1 and Section 3 of a new Employment Eligibility Verification form. (See 60.10 for definition of employing official.)
The employing department forwards the completed form and copies of the supporting documents to HRS.
Change in USCIS Status
The Office of International Students and Scholars notifies HRS and Payroll Services when a change in the USCIS status of a University employee occurs.
Termination of Employment
If a non-U.S. citizen's employment eligibility expires with no extension, the employing department works with the personnel office to prepare a Personnel Action to terminate employment either through resignation or other terminating action.
For the temporary employment program, if a non-U.S. citizen's employment eligibility expires, the employing department cancels the appointment through the Positive Pay Time Entry screen in the HEPPS Administrative Information System or through the online Temporary Employment System (TEMPS). See 55.22 and 60.27.
See the PDF master form:
60.04.6-9: USCIS Form I-9--Employee
Eligibility Verification
Complete and/or print as needed