Immigration and Employment Issues

Last Updated 09/18
Applies to Faculty, Staff, and Students
Related Policies:


The University is committed to employing only U.S. citizens and non-citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986. Federal law requires employers to verify the identity and employment authorization of all newly hired (or rehired) employees by ensuring each employee’s completion of Form I-9, Employment Eligibility Verification, within three business days of the start date of employment (for faculty, within three business days of the contract start date).


Verification is a two-step process:

  • Step 1. Using a secure link provided via email immediately upon hire, the newly hired (or rehired) employee will log into the secure site to complete Section One of online Form I-9 on or prior to the start date of employment. Complete Section One online now or view the Online Form I-9 Instructions.
  • Step 2. Verification is a two-step process: Following the completion of Section One online, you may present unexpired documentation to verify your identity and employment authorization to the Office of Human Resources 200 Grace Hall, by appointment only. In order to make an appointment during our open hours of 8 am until noon on Tuesday and Friday only, please email or call askHR at 574-631-5900.

Who Must Comply

  • All newly hired (or rehired) employees.

Time Frame

  • All employees must complete Section One of Form I-9 on or before the first day of employment and provide the required original documents to complete Section Two (or receipt showing application has been made for a replacement document) no later than the third business day following the start date of employment.
  • If a receipt for replacement documents is presented, actual documents must be provided within 90 days of an employee’s start date of employment.

Suspension Period for Non-Student Employees.

Non-student employees who do not complete and verify Form I-9 within three business days of the start date of employment will be prohibited from continuing employment until the verification requirements are completed. These employees will be suspended from employment for a period of 14 days; employees who complete the requirements within the suspension period will be immediately eligible to return to active employment. Employees who do not complete eligibility verification requirements within the suspension period will be terminated.

In the event of an employee’s suspension and/or termination, notification will be sent to the appropriate supervisor, dean, department head, and/or business manager.

Student Employees

Positions submitted through the Student Jobs Portal will not be approved until the student has completed and verified their Form I-9 with the Office of Human Resources. If Form I-9 is incomplete for a newly submitted student job, the employee and originator will receive an automatic email notification which outlines the process to complete Form I-9 along with the completion deadline. If that deadline is not met, the position will be returned to the Student Jobs originator.

Records Retention

Retained by the Office of Human Resources for:

  • Three years after date of hire, or
  • One year after the date the individual’s employment is terminated, whichever is later.


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