Employment verification is important both to the university and to employees. In order to comply with federal law, GW must verify that employees are eligible to work in the United States prior starting work.
Completing the I-9 Process
The university is required by federal law to verify the eligibility of an employee to legally work in the United States and at GW.
The Department of Homeland Security (DHS) extended its deferral of the physical presence requirements associated with Employment Eligibility Verification (Form I-9) due to the COVID-19 pandemic. This extension expired on July 19, 2020. Presuming that there is no extension, the in-person process is:
- Every employee hired by the university must complete Section 1 of the I-9 on or before the date of hire. Section 1 will need to be completed online. See the Electronic I-9 FAQ for more details on how to access and complete Section 1.
- Section 2 must be completed within three (3) business days of the start of employment. A list of acceptable documents for proving identity and employment eligibility will be presented to you after completing Section 1 of the I-9.
- Email [email protected] when Section 1 has been completed online. HRIS will respond through the GW Secure Message Portal, which will allow you to submit your acceptable documents securely.
If you do not live within close proximity to our offices, you may complete a Remote I-9 form. Following the completion of the Remote I-9 form, you will receive an email providing a link on how to complete the I-9 in accordance with federal law requirements. After completing Part 1 of the I-9, it will direct you to select and schedule your in-person appointment in your locality, based on the zip code you provided.
Please contact HRIS directly with any questions or concerns at [email protected] or 571-553-3679.
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Updating and Reverifying the I-9 Form
For employees whose work authorization documentation expires, the I-9 Form must be reverified in Human Resource Management and Development (HRMD). It is the employee's responsibility to present updated work authorization documentation to HRMD on or before the date the current authorization expires. The Bureau of US Citizenship and Immigration Services (USCIS) recommends that employees apply through the appropriate agency for new work authorization at least 90 days before the expiration date.
For employees who are being rehired, the I-9 Form must be updated or reverified by HRMD or by a department authorized by HRMD to complete reverifications. If an employee has been rehired after a lapse of one year, a new form may need to be completed, as I-9 forms are only kept on file for one year from the date of termination or three years from the original date of employment, whichever is greater. Human Resources Information Systems (HRIS) may be contacted at 571-553-3679 to verify that a completed I-9 is still on file.
General I-9 Information
What is the I-9 form?
The I-9 form is the Employment Eligibility Verification Form which helps employers verify identity and eligibility to work in the United States.
Who needs to complete an I-9 form?
All employees who perform labor or services in return for wages must complete an I-9 form.
How long do new hires have to complete an I-9 form?
Employers must ensure that employees fully complete Section 1 of the I-9 form on or before the date of hire. Section 2 of the I-9 form must be verified by an authorized university representative within 3 business days of the hire.
Can documents supporting the I-9 form be faxed?
No. Employees must present original documents. The only exception is a certified copy of a birth certificate.
Do I need to appear in person to complete my I-9 form?
Yes. Because an authorized representative at GW must attest to identity as well as employment eligibility, an employee must appear in person to complete Section 2 of his/her own I-9 form.
Where can the I-9 form be completed?
I-9 forms may be completed at one of GW's designated verification centers.
In what circumstances does the I-9 form need to be reverified?
If you have a work authorization that will expire in the future, you must reverify your I-9 form no later than the date that the work authorization expires.
Will I be notified when my work authorization is about to expire?
While Human Resource Management and Development will make every effort to notify employees of impending expirations of work authorizations, it is the responsibility of the employee to ensure that their eligibility for employment is maintained.
I-9 Information for Hiring Managers
Should hiring managers tell new hires to bring a driver's license and Social Security Card?
No. To avoid charges of discrimination, employees must be able to choose which document or combination of documents they want to present from the list of acceptable documents.
Do independent contractors need to complete an I-9 form at GW?
No. If you contract with another company for the services of an individual and pay the contracted company for those services, the contracted individual is not required to complete an I-9 form at GW. The contracted company is responsible for that individual's I-9 form.
The Electronic I-9 process replaces the former paper form-based process used to complete Section 1 of the I-9. If you have a question,please contact the Faculty & Staff Service Center by phone at 202-994-8500 or Human Resources Information Systems (HRIS) via email at [email protected] or by phone at 571-553-3679.
In order to complete Section 1 of the I-9:
- Go to the Equifax I-9 Management portal
- Enter the employer code 14290 when prompted
- Complete the rest of the form as prompted
Once Section 1 is completed, the list of acceptable documents for Section 2 will be presented to you. Within three (3) business days of your start date, please bring the required documents to one of our I-9 verification centers to complete Section 2 of the I-9 in person.
Electronic I-9 FAQ
Q: What is GW’s Employer Code?
Q: How do I sign Section 1 if the form is electronic?
A: You will be asked to enter your initials as they would appear based on the name you entered in Section 1.
Q: Can I use a nickname on Section 1?
A: No. The I-9 form is an official Federal document, and you should use your legal name as it appears on your backup documentation.
Q: I don’t have access to the Internet. Can you still accept paper forms?
A: Yes. While the electronic version is strongly preferred, we can upload a full paper I-9 to our electronic I-9 service. Depending upon availability, you can also fill out Section 1 electronically at the Faculty & Staff Service Center (FSSC) in Foggy Bottom or with Human Resources Information Systems (HRIS) on the VSTC campus.
If you are filling out a paper form ahead of time, please make sure you have the most current form, or contact one of our I-9 verification centers for help.
Q: I am at a remote location and cannot access one of the verification centers. What should I do?
Remote I-9 Procedure
The university may have a need to hire a faculty or staff member who is either working at a remote location within the United States or who is unable to provide their I-9 verification documents at one of the on-site campus verification locations. To facilitate the timely completion of I-9s, candidates may utilize the university’s remote I-9 procedure.
The steps to completing the remote I-9 are:
- New prospective employee completes the request for a remote I-9.
- Once the Human Resources Information Systems (HRIS) office receives the request the information is entered in the TALX verification system.
- The prospective employee will receive an email with detailed instructions on how to set up an appointment to complete the I-9.
Questions regarding the remote process should be referred to HRIS at [email protected] or 571-553-3679.
E-Verify is an Internet-based system operated by the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS) that allows employers to verify the employment eligibility of their employees, regardless of citizenship. Based on the information provided by the employee on his or her Employment Eligibility Verification Form (I-9 form), E-Verify checks this information electronically against records contained in DHS and Social Security Administration (SSA) databases.
The university must E-Verify our employees as soon as the job offer is made and accepted and within three (3) days of the employee's start date. This impacts all university employees assigned to a federal contract that includes the Federal Acquisition Regulation (FAR).
The GW E-Verify number is 335965.
New hires: Within three (3) business days after date of hire, verification of newly hired employees must be initiated.
Existing employees newly assigned to a contract: Within 90 calendar days from the contract award date, each employee already on staff who is assigned to the contract or 30 days after assignment to the contract, whichever is later.
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