What is Supplement B?

• Supplement B simply supplements a new I-9 (Sections 1 and 2) on file with the employer. It can be used to rehire an employee where a full I-9 is not required or if an employee’s work authorization in the US has expired.
• UConn is a single employer, therefore, any department can submit a Supplement B for an employee even if they did not complete the initial new I-9 on file.
• Supplement B is completed exclusively by the hiring department and should not be sent to the employee to fill in their information.

 

Supplement B: Paper versus HireRight

• Since Supplement B supplements a new I-9 on file, it cannot be submitted in HireRight without first having an existing new I-9 in HireRight to supplement.
• A paper Supplement B can be completed when an employee does not require a new I-9 AND they do not have a new I-9 in HireRight.
• If an employee has a new I-9 in HireRight, anytime a Supplement B is required, it must be completed in HireRight.
  • Refer to How to Complete Supplement B user guide.
• Payroll e-mail communication will usually include whether a paper Supplement B or a Supplement B in HireRight is required.

 

Rehire Supplement B

• When an employee is rehired after a break in employment and the last new I-9 on file with the University is less than three (3) years old, a Supplement B rehire can be completed instead of a full new I-9.
• Employees are generally not required to present any documents when a Supplement B rehire is required.
• US citizens, Non-citizen nationals of the US, and most Permanent Residents have US work authorization that never expires and would not need to show new documentation even if their previously presented documents have since expired.
• The form only requires the employee’s last name and first name, their date of rehire, your printed name, your signature, and the date. The document fields can be left blank

 

Reverification Supplement B

• When an active employee’s work authorization in the US has expired, a Supplement B must be completed using documents from the employee that show new or continued work authorization in the US.
• Most employees who attest to being an Alien authorized to work in Section 1 of their I-9 and a few types of Permanent Residents typically have work authorization that may expire during their employment at UConn
• Common examples of expired work authorization at UConn
  • F-1 student with an I-20 Program End Date that has passed
  • J-1 scholar with a DS-2019 End Date that has passed
  • H-1B, TN, O-1 with an I-94 that has expired
  • Employment Authorization Card that has expired
• In most circumstances, the employee is actively employed and will simply need to reverify their work authorization using an appropriate List A or List C document before their current work authorization expires.
• Supplement B only requires the employee’s last name and first name, document information, your printed name, your signature, and the date. The rehire date can be left blank.
• Payroll regularly contacts departments when work authorization for an employee is going to expire.

 

Combined Rehire and Reverification Supplement B

• If an employee is rehired within three (3) years of their last new I-9 being completed AND they have work authorization in the US that previously expired, Supplement B must be completed as both a rehire and reverification.
• Supplement B would need to be completed entering BOTH the rehire date and reverification documents as described in the sections above.
• Combined rehire and reverification Supplement B is less common than just a rehire Supplement B or reverification Supplement B.
• Example
  • An F-1 student was hired in January 2022 with an I-20 that has a Program End Date of May 31, 2022. A new I-9 was completed for the student in January 2022.
  • The student’s employment was terminated effective May 15, 2022 because they were not going to be employed during the summer.
  • The student is enrolled in a new program at UConn starting in August 2022 and receives a new Form I-20 with a Program End Date of May 31, 2025.
  • The student is re-employed in August 2022 for the Fall 2022 semester, therefore, a Supplement B for a rehire and reverification can be completed:
    • A new I-9 is not required because the last new I-9 is less than 3 years old (January 2022).
    • Their previous work authorization on file has expired (May 31, 2022), so they must also present new work authorization in the US. They can use their updated Form I-20 to show continued work authorization because the new Program End Date is May 31, 2025.
    • Both the rehire date and the Form I-20 document information would need to be recorded on Supplement B.

 

How do I know if an employee needs a Supplement B Rehire, Reverification, or both?

• The regular I-9 notification e-mails to departments where a Supplement B is noted are for Supplement B rehire and not for a work authorization reverification.
• If a reverification is required in addition to the Supplement B rehire, Payroll will typically send a second e-mail alerting departments to this fact. This situation is not very common.
• Payroll reviews expiring wok authorization on a monthly basis and sends out separate e-mail communication to departments requesting a Supplement B reverification with supporting documentation.