All U.S. employers are responsible for completion and retention of Form I-9 for each individual hired for employment in the United States, including citizens and noncitizens. The employer must verify the employment eligibility and identity documents presented by the employee and record the document information on the Federal Form I-9.
In compliance with North Carolina law, all State of North Carolina agencies and universities, including UNC-Chapel Hill, are required to participate in the E-Verify program, which became effective Jan. 1, 2007. The University verifies each new employee’s employment eligibility using the U.S. Department of Homeland Security’s E-Verify program immediately upon start of work. An individual’s employment will be terminated if he/she fails to comply with the employment verification requirements, or if it is determined that he/she is not authorized to work in the United States, or if a non-immigrant alien’s temporary work authorization expires.
I-9 Specialists in the Office of Human Resources (OHR) are responsible for auditing Forms I-9, processing employment eligibility verifications for all campus hires, completing Form I-9s for SHRA permanent staff and assisting campus departments with questions related to the Form I-9 and E-Verify processes.
Department I-9 preparers (usually HR Representatives) are primarily responsible for completing Form I-9s for EHRA faculty/non-faculty and EHRA/SHRA direct-hire temporary staff, submitting Form I-9 information via the University’s electronic Form I-9 system (LawLogix) and complying with federally mandated deadlines and regulations, as well as conducting periodic self-audits.
Effective February 5, 2015, all campus I-9 preparers must complete Form I-9 training before they may begin preparing Forms I-9. To become an authorized campus I-9 preparer, the individual must compete the following computer-based (CBT) and in-person training class requirements:
- I-9 Policy Training (CBT)
- I-9 Procedure Training (CBT)
- E-Verify Training (CBT)
- LawLogix System Training (in-person)
In order to gain access to the University’s computer-based training system, Sakai, the proposed I-9 preparer (or HR Officer) must contact the OHR/I-9 unit by calling the I-9 hotline at (919) 962-0985 or emailing email@example.com. Individuals must register for the LawLogix System Training class through SelfService in ConnectCarolina.
Once all training requirements are completed, the I-9 preparer must submit an HR Systems Access Request form to his or her school’s or division’s Access Request Coordinator (ARC). Once training completion has been confirmed and systems access is approved, the ARC will be able to grant LawLogix access to the I-9 preparer.
University Reference Guides
The following documents were developed by OHR to assist UNC-Chapel Hill departments in complying with Form I-9 and E-Verify procedures:
- Form I-9 and E-Verify Compliance Manual
- Instructions for Employees Reporting to I-9 Office
- Form I-9 Desk References (for HR Representatives)
U.S. Department of Homeland Security (DHS) and U.S. Citizenship and Immigration Services (USCIS) Reference Guides
The following documents were published by the DHS and USCIS and provide general information on Form I-9 procedures. These publications do not provide specific business procedures for UNC-Chapel Hill:
- I-9 Employer’s Handbook M-274 (rev. 1/22/2017)
- How Do I Complete Form I-9, Employment Eligibility Verification?
- What is E-Verify?
- I-9 Central