I-9 Compliance

Division of Talent & Inclusion
  • I-9 documentation is legally required for all employees. 
  • I-9s must be filed within three days of an employee’s start date. 
  • Hiring managers are responsible for completing I-9s for all new hires.

 

The Importance of I-9 Compliance in Our Hiring Process

At WPI, we believe in fostering a collaborative and supportive environment for all employees. We work to ensure the university complies will all hiring regulations and requirements, including completing the Form I-9 for every new employee. Here, we provide additional information for all hiring managers.

Created in 1986, the Form I-9, officially known as the Employment Eligibility Verification form, is a mandatory document that all US employers must complete to verify the identity and employment authorization for every individual they hire to work in the US.

CONTACT
Location: Boynton Hall
Phone: 508-831-5470

 

How and When are I-9s Verified?

As a hiring manager, you must ensure your new employees complete the I-9 verification when they are hired. There are several key steps:  

  1. Employee Completes Section 1: On or before their first day of employment, the employee must complete Section 1 of the I-9 form, providing personal information and attesting to their employment authorization. At WPI, this form is completed electronically in Workday, along with other critical onboarding tasks.  
  2. WPI Talent & Inclusion Reviews Documents: Within three business days of the employee's start date, WPI is required to review original documents presented by the employee that establish their identity and employment authorization. A detailed list of acceptable documents can be found on the USCIS website.  
    1. For US citizen employees, these documents are categorized into three lists:  
      1. List A: documents that establish both identity and employment authorization   
      2. List B: documents that establish identity  
      3. List C: documents that establish employment authorization 
    2. Non-US citizen employees must present their original, physical passport, visa, I-20, and I-94 forms, as well as their social security card or proof of their application to the Social Security Administration for a social security card.   
  3. Employee and Talent & Inclusion Complete Section 2: WPI completes Section 2 of the I-9 form, recording the document information and certifying that the documents appear to be genuine and relate to the employee. This verification takes place in Workday when the employee comes to the Division of Talent & Inclusion (on the second floor of Boynton Hall) with physical, original forms of the documentation outlined above.  
  4. WPI Retains and Reverifies the I-9: WPI must retain the I-9 form for a specified period and may need to reverify the employee's employment authorization in certain circumstances.  

What are the Consequences of Non-Compliance? Non-compliance with I-9 requirements can have serious repercussions for the university and the employee:  

  1. Employee Termination: By WPI policy, non-compliance may result in a new employee’s termination.   
  2. Civil Fines: The university may face substantial civil fines for failing to properly complete, retain, or make I-9 forms available for inspection.  
  3. Criminal Penalties: Criminal penalties can be levied in cases of a pattern or practice of violations.  
  4. Debarment from Government Contracts: Non-compliance can result in debarment from federal contracts, which can significantly impact our business operations.  
  5. Reputational Damage: Non-compliance can harm our reputation as a responsible and ethical employer, affecting our ability to attract and retain top talent.  

 

What Can We Do to Make WPI’s I-9 Compliance More Successful?

It is essential to integrate the I-9 process early in the recruiting phase. Here are some steps we can take together: 

  1. Educate Hiring Managers and Understand the Process: Review training and resources provided to hiring managers by Talent & Inclusion regarding I-9 compliance and know the steps involved before hiring new employees.  
  2. Communicate with New Hires: Inform all new hires, including student hires, about their I-9 requirement well in advance of their start date so they can be prepared to present the necessary documents within three days of hire.  
  3. Process I-9s When New Employees are Hired: Note that any training new hires receive is considered part of their employment and must be compensated. This means that a new hire’s start date is the first day of training or the first day they will need to submit hours, not their first day of “formal work.” Please plan accordingly Do not back date an employee’s date of hire.  
  4. Ensure New Employees Complete all Documentation: Managers should encourage new hires to watch for and quickly respond to all onboarding emails, Workday notifications, and documentation from Talent & Inclusion. The I-9 requirement and forms are included in both their offer letters and their first Welcome to WPI emails. In addition, Talent & Inclusion notifies new employees about their I-9 requirement seven days before their start date or as soon as we become aware of their hire, whichever comes first. Hiring managers are copied on these communications. and are expected to convey the importance of compliance to their new hires.   

By working together and prioritizing I-9 compliance from the outset, we can create a more robust and legally compliant hiring process. Let's continue to support each other—and our new employees—in maintaining the highest standards of integrity and excellence in our workforce.  

Thank you for your partnership and commitment to compliance at WPI.