To: School/Division HR Officers and Secondary Contacts
From: Samantha Stowell, I-9 Compliance Supervisor
Recently, programming changes were made to more consistently transmit new faculty hire information from ConnectCarolina to LawLogix. In light of this change and the peak hire period, we wanted to provide additional information regarding how to properly handle the Form I-9 for new 9-month faculty hires.
Please note, the below information is related ONLY to 9-month faculty hires.
Hire Date/First Day of Employment on Form I-9
Typically, an employee’s “first day of employment” on the Form I-9 is the hire effective date as reflected in ConnectCarolina. However, the University implemented an exception to this rule for 9-month faculty hires. This is due to the general practice that 9-month faculty are appointed either January 1st or July 1st but often begin performing work at a later date. See Faculty Appointment Service Periods.
For 9-month faculty hires, the first day of employment for Form I-9 purposes may either be the hire effective date or a subsequent date on which the employee is expected to begin work as determined by the hiring department in conjunction with the employee. Following, are two examples:
Example #1 – A new 9-month faculty member is hired effective 7/01/2018; however, the hiring department and employee agree that the employee will not begin working until 7/23/2018, when s/he will attend a departmental meeting. The “first day of employment” in Section 2 of the Form I-9 should be 7/23/2018. Thus, Section 1 of the I-9 must be completed on or before 7/23/2018 and Section 2 must be completed by 7/26/2018.
Example #2 – A new 9-month faculty member is hired effective 7/01/2018; however, the hiring department and employee agree that the employee will not begin working until 8/21/2018, the first day of classes. The “first day of employment” in Section 2 of the Form I-9 should be 8/21/2018. Thus, Section 1 of the Form I-9 must be completed on or before 8/21/2018 and Section 2 must be completed by 8/24/2018.
Hire Effective Date in LawLogix (Job Details/Employment History)
Once the Form I-9 has been completed by the I-9 preparer, the following action to document the exception must be input into LawLogix by the I-9 preparer.
- Add a case note under the Form I-9’s OnDocs tab in LawLogix as follows:
Activity Type: Note
Subject: 9-Month Faculty Hire
Note: Though the hire effective date for this 9-month faculty member in ConnectCarolina is 7/1/2018, the employee first began working on xx/xx/xxxx and this date is accurately reflected in Section 2 of the Form I-9.
- On the employee profile, under the Job Details tab in LawLogix, ensure that the most recent hire date reflects the actual hire effective date of 7/01/2018 instead of the date indicated in Section 2 of the Form I-9. This will allow the I-9 Unit the ability to audit and manage this process properly.
As a reminder, be sure to certify the I-9 is complete on the Direct Payroll Deposit Authorization Form for Faculty, Post-Docs, and EHRA Student Employees before submitting to Payroll.
Questions about this information?
Please contact the I-9 Unit at email@example.com or 919-962-0985.