RESEARCH FOUNDATION REHIRE PROCESSING REHIRE PROCESSING & FORM I-9

Who is a rehire? A rehire is any employee who is reappointed after a break in service of 120 or more days You are required to complete a rehire packet for all employees that meet the 120 days criterion before the rehire date If the employee you intend to reappoint has not been off payroll for at least 120 days, you may reinstate via the e- PAF system

RF Rehire Packet Form I-9 Rehire Acknowledgment Form Wage/Title Acknowledgment Form Job Duties and Qualifications Form Combined Disclosure Notice & Consent for Background Check  Required if one was not signed at the time of hire Tax Forms (W-4 and IT-2104) Direct Deposit Enrollment Form (if applicable)

Rehire Processing When hiring an employee who has previously worked for the Research Foundation you must:  Contact Client Services to determine if employee meets 120 days criterion  Contact Client Services to determine which documents need to be completed If you submit an e-PAF for a rehire prior to submitting the required documents, the e-PAF will be marked as ‘Pending HR Approval’ and will not be released until the proper documents have been submitted and processed

Rehires in the e-PAF System

E-PAFs for Rehires If you submit an e-PAF for a rehire without submitting a rehire packet, you can expect the following:  Warning message in e-PAF System  Electronic notification specifying which forms need to be submitted  Electronic instructions on how to complete Form I-9  The e-PAF will not be approved until the documents are submitted

Completing Form I-9 for Rehires Possible I-9 scenarios for rehires: If it is determined that the current I-9 on file has expired, you are required to fully complete a new I-9 and e-verify the employee  The I-9 is valid for 3 years  All rehired employees that were not e-verified at the time of hire must also be fully I-9ed and e-verified at the time of rehire  Same I-9 process as new hires If it is determined that the current I-9 on file has not expired but the employment authorization document has expired, you are required to complete a reverification I-9 Form  When re-verifying you do not e-verify If it is determined that the current I-9 on file has not expired and the employment authorization document is still valid, you are required to complete an updating I-9 Form  When updating you do not e-verify

Reverification I-9 Form Steps to re-verify a rehire: a) Provide the employee with the List of Acceptable Documents and instruct him/her to provide the following:  An unexpired document from List A or  An unexpired document from List C  You cannot reverify a List B document as it establishes identity b) Once the employee has provided the appropriate documentation, record the following on a blank I-9 Form: a) Write the employee’s name in section 1 (NAME ONLY) b) If the employee’s name has changed, complete block A in section 3 c) Record the date of rehire in block B of section 3 d) Record the new document title, number, and expiration date in block C e) Sign and date section 3

Section 1 for Reverifications and Updating

Reverification Form I-9

Updating I-9 Form Steps to update a rehire: a) When updating, the employee is not required to present documentation b) Record the following on a blank I-9 Form: a) Write the employee’s name in section 1 (NAME ONLY) b) If the employee’s name has changed, complete block A in section 3 c) Record the date of rehire in block B of section 3 d) Sign and date section 3

Updating Form I-9