Who needs to complete a new I-9?

• All newly hired employees to the University.
• Rehired employees who have had a break in employment of even one day where the last new I-9 on file at the University is more than three (3) years old.
• Student Payroll, Graduate Payroll, Special Payroll, Unclassified Payroll, and Classified Payroll employees all must comply with this federal requirement.
• Gratis appointments are not compensated and are therefore not required to complete a Form I-9. For I-9 purposes, gratis appointments are considered a break in employment and will be excluded when determining I-9 requirements for future compensated employment.

 

Responsibilities

• Each hiring department is responsible for completing a new Form I-9 with their employees, when required, following the federal I-9 instructions and deadlines.
• Section 1: employee is required to complete Section 1 of the Form I-9 in HireRight by no later than their first compensated day of employment (hire date recorded in Section 2).
• Section 2: the hiring department, or authorized representative, is required to complete Section 2 of the form I-9, in-person, with the employee’s original verification documents from the List of Acceptable Documents by no later than the third business day after the employee’s hire date. For example, if an employee begins work on Friday, the third business day is the following Wednesday.

 

General Process

• Hiring department creates an Electronic I-9/Employee in HireRight on or before the first day of employment.
  • Refer to How to Quick Add an Employee user guide.
• Employee receives login credentials via e-mails from HireRight/GryphonHR. They must complete Section 1 of the I-9 by their first day of employment by logging into the HireRight employee portal and following the directions in the portal.
  • Refer to Completing Section 1 user guide.
• Department meets with the employee, in-person, to review their original documents and completes Section 2 in HireRight by no later than the third business day after the hire date.
  • Department is responsible for ensuring that a clear, legible copy of the documents reviewed in-person are uploaded to HireRight.
  • Refer to Completing Section 2 user guide.

 

Outside Agent/Authorized Representative

• If an employee is unable to meet with the hiring department in-person because they reside too far away or will never be on campus, an outside agent can be designated as an authorized representative to complete Section 2.
• An outside agent is considered anyone who does not have user access to your Worksite in HireRight (e.g. another department, branch campus, notary, etc.).
• UConn branch campuses and extension offices can usually accommodate requests to complete Section 2 with an employee if their location is closer for the employee.
• Other outside agents can include notaries or the HR department of a local university/college.
• Please contact Payroll if you need assistance with assigning an outside agent.