I-9 FORM FOR EMPLOYMENT ELIGIBILITY VERIFICATION
Federal law requires that every individual employed in the United States provide evidence that they are eligible for employment. This is accomplished by the completion and verification of Federal Form I-9, Employment Eligibility Verification.
Every faculty, staff and student who will be working at Union must complete an I-9 form prior to beginning employment. A single I-9 form, on file at Human Resources, will cover all employment and jobs held at Union College unless the INS has authorized you to work only to a certain date.
The I-9 form is available at Human Resources, 17 South Lane and must be completed in person. You are required, by law, to show documentation of your employment eligibility. The following Documentation is acceptable.
LISTS OF ACCEPTABLE DOCUMENTS |
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List A |
List B |
List C |
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OR |
AND |
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Documents that Establish Both Identity and Employment Eligibility |
Documents that Establish Identity |
Documents that Establish Employment Eligibility |
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1. U.S. Passport (unexpired or expired) |
1. Driver's license or ID card issued by a state or outlying possession of the United Stated provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address |
1. U.S. Social Security Card issued by the Social Security Administration (other than a card stating it is not valid for employment.) |
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2. Permanent Resident Card or Alien Registration Receipt Card (Form I-551) |
2. ID card issued by federal, state or local government agencies or entities provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address. |
2. Certification of Birth Abroad issued by the Department of State (Form FS-545 or Form DS-1350) |
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3. An unexpired foreign passport with a temporary |
3. School ID card with a photograph |
3. Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States bearing an official seal. |
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4. An unexpired Employment Authorization Document that contains a photograph (Form I-766, I-688, I-688A, I-688B) |
4. Voter's registration card |
4. Native American tribal document |
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5. An unexpired foreign passport with an unexpired Arrival-Departure Record, Form I-94, bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, if that status authorizes the alien to work for the employer. |
5. U.S, Military card or draft record |
5. U.S. Citizen ID Card (INS Form I-197)\ |
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6. Military dependent's ID card |
6. ID Card for use of Resident Citizen in the United States (INS Form I-179) |
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7. U.S. Coast Guard Merchant Mariner Card |
7. Unexpired employment authorization document issued by the DHS (other than those listed under List A) |
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8. Native American tribal document |
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9. Driver's license issued by a Canadian government authority |
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For persons under age 18 who are unable to present a document listed above: |
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10. School record or report card |
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11. Clinic, doctor or hospital record |
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12. Day-care or nursery school record |
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The above listed documents must be originals, they cannot be photocopies. The I-9 form may be copied but only in the duplex mode.
It is the obligation and responsibility of the employee to satisfactorily complete the I-9 form. Failure to comply with this Federal Law will result in the termination of your employment.
W-4 FORM FOR WAGE WITHHOLDING FOR INCOME TAX
All new employees must complete a W-4 Form. Current employees only need to complete a new W-4, if they are changing their Federal or State tax status. The law requires that you list a physical location address as P.O. Box numbers are not allowed.
For additional information contact the Payroll Office x6105, Human Resources, the IRS, or your personal tax advisor.
EMPLOYMENT OF INTERNATIONAL FACULTY, ADMINISTRATORS, AND STAFF
Effective 1/1/2012
SEARCH PROCESS
Prior to an offer of employment to a foreign national, the department or Search Committee should contact the Dean of Academic Departments (Faculty Positions) or the Director of Human Resources (Administrative & Staff positions) to review the employment offer. All offers of employment are conditional upon the prospective employee being able to provide valid and appropriate employment authorization, from the Department of Homeland Security/U.S. Citizenship and Immigration Services, before or within 3 days of the effective date of employment.
VISA EXPENSE POLICY
Union College will pay applicable visa expenses for newly-hired employees in accordance with the following limits:
Visiting Faculty: up to $ 3,000 per Union College appointment
Tenure-Track Faculty: up to $ 10,000 over the lifetime of Union College employment
Administrators & Staff: evaluated on a case-by-case basis
Covered expenses include attorney, documentation, and/or processing fees related to obtaining a visa for employment at Union College, as approved by the Dean of Academic Departments (faculty positions) or the Director of Human Resources (Administrative & Staff positions), as well as fees that are legally required to be paid by Union College. For Tenure-Track faculty, the allocated amount is intended to cover the permanent residency (green card) process in addition to required initial work visas. The limits on Union’s commitment to pay visa expenses will be reviewed annually and adjusted as appropriate.
Expenses not covered by Union College include any fees/expenses incurred for securing a visa for a spouse/family member and expenses not directly required for employment at Union College.
Incurred expenses will be invoiced to Union College’s Human Resources Department for payment until such time as the Visa Expense policy limits have been reached. Employees will reimburse Union College for any non-covered expenses incurred. Questions regarding whether an expense will be paid by the College should be answered prior to incurring it. Costs incurred over the limits listed above will be, where law permits, the responsibility of the employee.
VISA AND WORK AUTHORIZATION PROCESS
Obtaining a visa to work in the U.S. is a complicated and time consuming process. Therefore, the process for securing the proper visa or work authorization document should be started as soon as an offer of employment is accepted.
At Union’s discretion, the permanent residence process for Tenure-Track faculty members will be started within 1 year after selection/hire for the position in order to provide ample time to comply with legal requirements that certain portions of the process be submitted within 18 months of the selection date.
In order to maintain consistency in our immigration processing, international faculty, administrators, and staff must utilize Union College’s local immigration attorney to facilitate this process:
Seth Leech
Whiteman, Osterman & Hanna, LLP
One Commerce Plaza
Albany, NY 12260
Phone: 518-487-7642
Fax: 518-487-7777
Email: SLeech@woh.com
Website: www.woh.com
This policy takes effect for all employees whose date of employment starts on or after January 1, 2012. Any exceptions to this policy must be approved, in writing, by the appropriate Responsibility Center Head.
