What is the I-9?
The Employee Eligibility Verification I-9 process is documentation required by the U.S. Citizenship and Immigration Services, and establishes an employee's identity and eligibility to work in the United States. Pursuant to the 1986 Immigration Reform and Control Act, all U.S. employers are required to verify the identity and work eligibility of all employees hired after November 6, 1986, whether those employees are U.S. citizens or not.
As a new employee at Rutgers, you are required to complete an I-9 and present proper identification to University Human Resources within the first three days of work.
What is E-Verify?
E-Verify is an online, free service administered by the United States government that compares the information provided by an employee through the I-9 process with government records to verify an individual's identity. If the information matches, the employer receives verification that the employee is eligible to work in the United States. As a federal contractor, Rutgers participates in the E-Verify program. The University's E-Verify Company Identification Number/Client Company Identification Number is 319888.
Penalties for Non-Compliance
Employers have certain responsibilities under immigration law during the hiring process. Employers who violate the law may be subject to penalties as explained on the U.S. Citizenship and Immigration Services (USCIS) website.
As an employee, you have a responsibility to assist the University in complying with our obligations under federal immigration and employment law. Any employee who fails to complete the I-9 verification process within the prescribed time limits must be terminated according to federal law.
Guardian I-9 System
Rutgers University requires all I-9 forms to be completed electronically using the Guardian I-9 System. Guardian is fully integrated with E-Verify in order to create a relatively simple and seemless verification process for employees.
Completing the I-9 process
Newly hired employees must complete Section I of the I-9 employee verification process no later than the end of their first day of employment. Newly hired or prospective employees may complete Section I of the I-9:
- On their first day of employment (i.e., the actual commencement of employment of an employee for wages or other remuneration referred to as date of hire in the DHS regulations);
- Before their first day of hire, provided they have completed all contingencies for employment and have been entered into the University payroll system. In the case of legacy UMDNJ employees, Human Resources may schedule prospective employees to come in before their first day of employment to complete Section I and Section II of the I-9 and other new hire paperwork.
Section I of the I-9
In order to complete the Section I of the I-9 employment verification process, employees will be required to provide certain biographical information to their hiring department or human resources representative.
Section II of the I-9
Additionally, by the end of their third day of employment, employees will have to show valid government-issued documentation establishing their identity and eligibility to work in the United States in order to complete Section II of the I-9 Process. A List of Acceptable Documents for the I-9 Process can be found here. Employers must complete and sign Section 2 of the I-9 within three business days of their date of hire. Prospective employees who have completed all contingencies for employment may meet with the department I-9 preparer prior to their first day of employment in order for the department I-9 preparer to review their identifying documents.
Cindy Hendricks - HR Compliance Coordinator
Email Cindy Hendricks
Area of Expertise: completing the I-9 process.
Rutgers University International Student & Scholar Services
Contact International Student & Scholar Services
Area of Expertise: explaining federal immigration regulations and providing immigration-related services.