UNIVERSITY OF PITTSBURGH PROCEDURE  07-01-04



CATEGORY:                  PERSONNEL
SECTION:                   Recruitment
SUBJECT:                   Employment Eligibility Verification:
                           Immigration Reform and Control Act
EFFECTIVE DATE:            June 8, 1989


I.      PURPOSE

        To define the process for verifying and documenting
        authorization to work in the United States.

II.     SCOPE

        This procedure applies to all employees of the University
        hired subsequent to May 30, 1987.

III.    ADMINISTRATIVE RESPONSIBILITIES

        The Employment Centers of the University (Exhibit C), are
        responsible for informing all candidates for employment of
        the requirements of the Immigration Reform and Control Act of
        1986, posting University compliance procedures, distributing
        literature as part of the recruitment and employment process,
        and processing verification documents when an offer of
        employment is made.

IV.     EXHIBITS

        Exhibit A - Form I-9 Employment Eligibility Verification (U.S.
        Department of Justice, Immigration and Naturalization Service
        form), and Form Instruction Guide.

        Exhibit B - University Employment Centers.

        Exhibit C - Acceptable Documents for Verifying Employment
        Eligibility.

        Exhibit D - Payroll/Personnel Verification Codes and
        Definitions.

V.      PROCEDURE

        A.   University Compliance With the Immigration Reform Act
             During the Recruitment and Employment Process.

        Employment Center    1. Post notices throughout the applicable
                                responsibility centers informing
                                candidates of the requirements of the
                                Act and the University compliance
                                procedures.

                             2. Advise candidates of the requirements
                                of the Act, the University compliance
                                procedures, and the various types of
                                documents that may be used for
                                attesting to identification.  This
                                may be accomplished during the
                                interview by oral explanation or dis
                                tribution of literature.

        B.   Employment Eligibility Verification - Completion of U.S.
             Department of Justice Form I-9

        New Employee         3. Prior to, or within the first three
                                days of work, present the appropriate
                                documents attesting to identity and
                                employment eligibility to the
                                employment center processing the
                                employee:

                                a. Staff employees covered by a
                                   Recruitment Request complete Form
                                   I-9  and present the required
                                   documentation for verification in
                                   the Office of Human Resources.

                                b. All employees other than Staff and
                                   College-Work Study Students (e.g.
                                   Faculty, Graduate Student
                                   Assistants, TA's, TF's, GMT's,
                                   Research Associates, non-work
                                   study student employee, etc.)
                                   complete Form I-9 and present the
                                   required documentation for
                                   verification in the appropriate
                                   administrative office of the
                                   college, school, department, or
                                   regional campus processing the
                                   employee.

                                c. College-Work Study employees
                                   complete Form I-9 in the Work
                                   Study Office at the Pittsburgh
                                   Campus or the regional campus.

                                d. Staff employees in WPIC, MHCD, and
                                   UHCP complete Form I-9 in the
                                   Personnel Office of the
                                   appropriate medical facility

                                e. Regional Campus staff employees
                                   complete Form I-9 in the
                                   appropriate Regional Campus
                                   Employment Center.

        C.   Processing Verification Documentation

        Employment Center    4. Examine the documents presented to
                                verify that the prospective employee
                                is authorized to work in the United
                                States.

                             5. If the prospective employee is
                                authorized to work in the United
                                States, certify Form I-9 and attach a
                                copy of the documentation provided.

                                The departmental administrator who
                                examines and verifies the
                                documentation must sign and certify
                                Form I-9.

        Employment Center
        or Department        6. Complete an Appointment form,
                                inserting the appropriate
                                payroll/personnel data, attach the
                                original Form I-9 and photocopies of
                                the documentation, and forward to the
                                appropriate administrative office for
                                processing.  (Faculty Records section
                                of the Provost Office or the Office
                                of Human Resources.)

                             7. If the appropriate documentation is
                                not provided within the first three
                                working days, the employee is not
                                permitted to continue work.

                                No appointment or payroll action may
                                be executed until the requirements of
                                the Act have been met.  The effective
                                date of the action and payment start
                                date may not precede the date of the
                                certification by more than three
                                days.

        D.   Expiration of Employment Authorization

        Employment Center    9. Terminate alien employees (Code I9XD
                                on Employee Record (See Exhibit D)
                                when their authorization date for
                                employment expires, except:

                                a. When the employee obtains an
                                   extension of their authorization
                                   date for employment

                                b. When the employee obtains a change
                                   in alien status, e.g.:

                                   (1)    From temporary status to
                                      naturalized citizen

                                   (2)    From temporary status to
                                      lawful permanent resident or
                                      conditional permanent resident

                            10. Upon receipt of notification of a
                                change in status in an alien
                                employee's authorization date for
                                employment (paragraph 9a. and 9b.
                                above), reverify employee's
                                employment eligibility as previously
                                established in C. above.

        E.   Record Retention of Verification Documentation

        Employment Center   11. Upon completion of processing
                                authorized employees through the
                                Payroll/Personnel system, forward the
                                original Form I-9 and eligibility
                                verification documentation to the
                                Payroll Office for filing.

        Payroll Office      12. Retain and file verification
                                documentation for review by the U.S.
                                Department of Justice, Immigration
                                and Naturalization Service for three
                                years from the date of hire or one
                                year from the date of termination,
                                whichever is longer.

VI.     REFERENCE

        -    Policy 07-01-04, Employment Eligibility Verification:
             Immigration Reform and Control Act.