Feb 28, 2024  
DMACC Policies and Procedures 
    
DMACC Policies and Procedures
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HR3140 - Employment Eligibility Verification


Procedure

Section: HUMAN RESOURCES PROCEDURES

SubSection: EMPLOYMENT

Master List Section: Human Resources

  1. Institutional Regulations

    The identity and employment eligibility of all new employees shall be verified, as required by law, to ensure that employees are legally authorized to work in the United States. The verification process shall be completed in compliance with federal regulations.
     
  2. Procedure
    1. An I-9 form shall be completed for each new employee. The supervisor, timekeeper, or designee shall:
      1. Have the employee properly complete Section 1 of the I-9 form on or before the first day of work and present identification and employment authorization documents within three business days of the date employment begins;
      2. The I-9 form may not be completed until an applicant has been approved for hire and has accepted the offer of employment;
      3. Examine and copy the original document(s) presented by the employee as proof of identity and employment authorization;
      4. Complete Section 2 of the I-9 form and sign the form certifying that the document(s) presented appear to be genuine within three business days of the date employment begins;
      5. Submit the completed I-9 form and copies of the document(s) proving identity and employment authorization to Human Resources.
    2. Departments shall reverify employment eligibility if the employment authorization documentation presented by the employee carries an expiration date and requires reauthorization. Human Resources will notify departments of the need to reverify employment eligibility.
    3. An employee’s I-9 shall be retained by Human Resources for three years after the date of hire or one year after the date of termination, whichever is later.


Cross Reference:
Policy HR401 - Statement of Governance 

Adopted: October 1, 2002
Reviewed: Annually

Revised:
November 1, 2007

November1, 2009

November 1, 2011

October 1, 2014

March 20, 2018

September 1, 2020



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