Please review and reinforce the following information with your campus I-9 preparers.
In May 2020, due to the COVID-19 pandemic and Social Security Administration (SSA) offices closing or operating at significantly reduced levels, interim guidance was issued regarding the timeframe for newly arrived foreign nationals to obtain a Social Security Number (SSN) for the Form I-9. The interim guidance allowed employees who were unable to obtain an SSN due to the SSA office closures to continue working beyond the normal 90-day timeframe.
As of April 7, 2022, all Social Security Administration offices in North Carolina reopened to the public. They have resumed in-person appointments as well as walk-in services for individuals without an appointment.
Effective immediately, new employees will have the normal 90-day timeframe to obtain the SSN for completion of the Form I-9. Current employees who have not obtained their SSN must provide it to their campus I-9 preparer by July 1, 2022.
Campus I-9 preparers are expected to do the following:
- Monitor employees who need to provide their SSN on the Top I-9s Needing Further Action dashboard panel in LawLogix. Employees who have not provided their SSN for the Form I-9 are listed with a reason code of “No SS.”
- Once the employee receives their SSN, create an amendment to the Form I-9 in LawLogix to enable the employee to enter their SSN in Section 1. As a reminder, the employee does not need to present the Social Security Card.
- Once the amendment is created, either send an electronic invitation to the employee to login to LawLogix and approve the amendment to Section 1, or meet with the employee in person to amend the Form I-9.
- (For current employees only)-Include the following case note: Due to the global impact of COVID-19 and U.S. national emergency, the SSN was provided for Section 1 as soon as practicable.
If a current employee does not provide their SSN by July 1, 2022, they may not continue to work for the University. Departments must wait to receive notification from the OHR I-9 Unit to terminate employment prior to initiating a termination action in ConnectCarolina.
If you should have any questions regarding this information, please contact Rachel Cameron, I-9 Compliance Supervisor, at (919) 843-8544 or email@example.com.
For general Form I-9 information and resources, refer to the Form I-9 Information for Departments webpage. For general Form I-9 guidance and assistance, please contact the OHR I-9 unit at (919) 962-0985 or firstname.lastname@example.org.