1. New Hire/Rehire Paperwork and I-9 Process

2. New hire/rehire paperwork transition into HR  Effective July 1, 2015 HR will initiate all new hire paperwork for all employees (benefit and non-benefit)

3. Agenda  Review the paperwork that is required of new hires that Departments will be responsible for processing.  Review the paperwork that is required of new hires that Human Resources will be responsible for processing.  Discuss the department's responsibility as it relates to I-9 processing.  Discuss maintaining compliance with Department of Homeland Security.

4. New Hire/Rehire Paperwork Process - Department  Departments will still be responsible for completing the following for all Student Workers, Graduate Aides, LTL’s and Non-pay:  Personnel Action forms and send to Human Resources (SAB 1005) as soon as possible.  Instruct new hire/rehire to complete Section 1 of I-9 before coming to Human Resources  Request for computer access (Form 51) and email it to IT Customer Service Center (csc@purduecal.educsc@purduecal.edu  Background check request form and fax to Human Resources (Fax #: 2185), if applicable  Departments will still complete the following for all Faculty (benefit and non- benefit eligible)  Background check request form and fax to Human Resources (Fax #: 2185)  Key Request form and fax it to University Police Department (Fax #: 2052)  Request for computer access (Form 51) and email it to IT Customer Service Center (csc@purduecal.educsc@purduecal.edu

5. New Hire/Rehire Paperwork Process – Department cont.  Employee’s name on PA needs to be the his/her FULL legal name.  Whenever we run the name in the I-9 system and it conflicts with the Payroll system it causes and error and shows up as an “incomplete I-9”  The employee could run into difficulties with filing taxes as well as depositing employee payments with bank.

6. New hire/Rehire paperwork process – Department Cont.  Instruct new hire/rehire to complete Section 1 of I-9  http://webs.purduecal.edu/hr/electronic-i-9-information/ http://webs.purduecal.edu/hr/electronic-i-9-information/  Click on Electronic I-9 for New hires/Rehires  Request that the new hire/rehire to go to Human Resources (SAB 1005) on or before their first day of work and provide us with:  Identification to complete Section 2 of electronic I-9 form  http://webs.purduecal.edu/hr/electronic-i-9-information/ http://webs.purduecal.edu/hr/electronic-i-9-information/  Direct deposit information/blank check  Job Information Form  http://webs.purduecal.edu/hr/ http://webs.purduecal.edu/hr/  Send with new hire/rehire or email HR as soon as possible – hremployment@purduecal.eduhremployment@purduecal.edu  Employees can visit HR up to 60 days before their start date  HR office hours for I-9’s:Monday-Friday 8am-4:00pm

7. New hire/Rehire paperwork process – Department Cont.  To be in compliance with the Department of Homeland Security, I-9’s need to be completed within 3 business days of the start of employment  Recommend that supervisors inform department support staff when a new hire is offered a position so we can remain compliant with the Department of Homeland Security’s 3 day rule.

8. New Hire Paperwork Process – Human Resources  HR will be responsible for completing the following for all benefit-eligible faculty and staff and temporary non-benefit appointments (temporary service, temporary clerical and temporary administrative professional):  Personnel Action forms  Request for computer access (Form 51) benefit eligible staff and temporary hires only  Key Request form for benefit eligible staff hires only

9. New Hire Paperwork Process – Human Resources cont.  HR will initiate the following for all new hire paperwork for all employees (benefit and non-benefit)  Complete Section 2 of new hire/rehire I-9  State Tax Form  Federal Tax Form  Employee Information Form (Form 13)  Self-Identification Form  Direct Deposit  Parking Form

10. Purpose of I-9 Department of Homeland Security U.S. Citizenship and Immigration Services To comply with the law, employers must:  Verify the identity and employment authorization of each person they hire.  Complete and retain a form I-9, Employment Eligibility Verification, for each employee.  Refrain from discrimination against individuals on the basis of national origin or citizenship.

11. Purpose of I-9 Department of Homeland Security U.S. Citizenship and Immigration Services cont.  Requirements and Regulations:  The I-9 is required for ALL employees paid by Purdue University, regardless of citizenship or immigration status.  3 day Rule  Every newly hired or rehired employee should complete Section 1 of the electronic I-9 no later than the first day of work. Please have employee complete Section 1 BEFORE reporting to HR.  Section 2 of the electronic I-9 must be completed within 3 business days of the employee’s first day of work. After 3rd day the employee must cease work a separation PA must be turned in to terminate employment.  Exception: If the employment relationship will last less than 3 days, then employer must verify work authorization and complete Section 2 no later than the first day of work for pay.

12. Purpose of I-9 Department of Homeland Security U.S. Citizenship and Immigration Services cont.  Do NOT specify which documents an employee should present.  NEVER make copies of supporting documents.  Employees must use their LEGAL NAME when completing Section 1 of the electronic I-9.

13. Questions?  Contact HR  Ext. 2251  hremployment@purduecal.edu hremployment@purduecal.edu  Link to PowerPoint, Job Information Form and New hire/rehire paperwork grid for departments  http://webs.purduecal.edu/hr/ http://webs.purduecal.edu/hr/