POLICY

To comply with federal regulations of the Immigration Reform and Control Act (IRCA), all employees are required to complete an Employment Eligibility Verification form (I-9 form). This law applies to all individuals hired, including part-time/temporary employees and students. Additionally, E-Vision Project Development Corporation is an E-Verify employer. E- Verify is a web-based program administered by the U.S. Department of Homeland Security, USCIS Verification Division, and the Social Security Administration that supplements the current I-9 employment eligibility verification process. The program determines whether the information provided by the new hire matches government records and whether the new hire is authorized to work in the United States.

All employees must complete Section 1 of the I-9 form on day one of their employment. All employees must complete the I-9 form within three (3) business days of the date employment begins by providing appropriate documentation. Any employee who fails to complete the I-9 within the three (3) day time period cannot continue to work at Northeastern.

To maintain compliance, the appropriate E-Vision Project Development Corporation designee must also certify Section 2 of Form I-9 AND prepare the E-Verify report within three (3) business days of the date of employment. The below procedure outlines the appropriate employer designee based on employee type.

Form I-9 and E-Verify Procedure

Administrative/Professional staff and Full-Time Project Managers – The Hiring department staff completes the I-9 form, obtains supporting documents, and prepares the E-Verify report. The I-9 form, photocopies of the supporting documents, and E-Verify report should be submitted to PMO no later than three days after the new employee’s date of hire. All of the documents are retained in PMO.

Office, Support, Technical, Crafts, Trades & Service staff – All Office, Support, Technical, Crafts, Trades and Service Staff are required to report to PMO in 250 Columbus Place on their first day of employment. The I-9 form & E-Verify report are completed by PMO staff. The I-9 form, photocopies of the supporting documents, and E-verify report are retained in PMO.

Employment Based Visa Hires – The Project Management Office completes the I- 9 form and E-Verify report for all new hires authorized to work in the U.S. with an H1B, O, TN, E-3 and other employment based visa statuses sponsored by the University. The original I-9 form, supporting documents and E-verify report are forwarded to PMO. A copy of the I-9 form, supporting documents and E-Verify report is retained by University Counsel.

Part time Technicians – The Hiring department staff completes and retains the I-9 form, supporting documents, and E-Verify report.

Temporary employees – The Hiring department staff completes the I-9 form, obtains supporting documents, and prepares the E-Verify report. The I-9 form, photocopies of the supporting documents, and E-Verify report should be submitted to PMO no later than three days after the new employee’s date of hire. All of the documents are retained in PMO.

Re-verifications & Re-hires

Re-verification of the I-9 form: Federal regulations require E-Vision Project Development Corporation to update and/or re-verify the I-9 form when one of the following occurs:

An employee is terminated and then re-hired to the University – The original I-9 is valid only when the employee is re-hired within three years of the original hire date. Otherwise, a new I-9 form and E-Verify report must be completed. A new E-Verify report must be completed for all re-hires.

An employee’s work authorization is about to expire and a new or extended status has been approved, or, the employee’s status has changed to another non- immigrant or to immigrant status. No new E-Verify report is required for work authorization re-verifications.

Re-verifications for terminated employees who are rehired within 3 years of the original start date should be completed at the location that the original I-9 is stored. For example, Office, Support, Technical, Crafts, Trades & Service Staff, Administrative & Professional Staff and Full-Time Project Managers would report to PMO to re-verify their I-9, whereas Part-Time Instructors / Project Team Members should report to their Hiring Department.

Re-verifications related to updated work authorization and visa updates should be completed at either ISSI (F & J visa status) or Senior Project Director (all employment-based visas).

I-9 Retention

E-Vision Project Development Corporation must retain a valid I-9 for all its active employees. Once an employee has terminated, I-9s are retained for three years from the original start date or 1 year beyond the employee’s termination date, whichever date is later.

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updated 2/13/2015

© 2016 E-Vision Project Development Corporation. All rights reserved.

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