Employment Eligibility and Verification

The Immigration Reform and Control Act of 1986, as amended (IRCA), requires that U.S. employers verify the identity and employment eligibility of all persons employed after November 6, 1986. This requirement applies to all faculty, non-faculty, student, and nonstudent employees. The federal form provided for this purpose is the Employment Eligibility (I-9) form, commonly referred to as the I-9 form. It applies to U.S. citizens as well as non-U.S. citizens. University employees hired since the IRCA's passage must complete Section 1 of the I-9 form on their first day of employment, and Section 2 within 3 business days of the date of employment. Completion of the I-9 is a condition of employment at GW and provides proof of eligibility to work in the United States and at the University.

Letters confirming employment are sent from the Division of Human Resources (DHR), the Office of Research Services, or the Office of Faculty Personnel, based upon the employee's status. These letters, which identify the first day of work, include a statement that Section 1 of the Employee Eligibility (I-9) form is to be completed on the first day of work and Section 2 must be completed within 3 business days of the date of employment. This ensures that the new employee is aware of the I-9 requirement as a condition of employment.

Employees must complete Section 1 of the I-9 form and present original documentation of their identity and work authorization, as described in the List of Acceptable Documents that accompanies the I-9 form, to staff in the Records and Data Management Division for verification and completion of Section 2. Student employees may have their I-9 forms verified at the GW Career Center. Faxed, copied, or laminated documents are unacceptable as means of documentation for completing Section 2 of the I-9 form.

Upon the presentation of the appropriate documentation and completion of Section 2 of the I-9 form, the Records and Data Management Division (or the GW Career Center for student employees) will issue a receipt verifying that the employee has completed the I-9 form. The employee should keep a copy of the receipt and provide the remaining copies to the department's hiring official. Refer to the links below for additional information related to the I-9 form:

• Expiration of Work Authorization or Change in Immigration Status
• Retention of I-9 Forms
• Commonly Asked Questions

When hiring temporary staff, hiring departments must ensure that Employee Hire forms are completed and delivered to the appropriate employment office (the Department of Human Resource Services (DHR), Office of Research Services, or the GW Career Center) on or before the first day of employment. Hiring departments and the appropriate supervisor must ensure that Section 1 of the I-9 is completed on the first day of employment and must require the temporary staff member to come to the Division of Human Resources, located at 2033 K Street, N.W., Suite 220, to complete Section 2 within 3 business days of the start date.

Employees who do not complete the I-9 form on the first day of employment may be suspended. After 5 days of noncompliance, the Division of Human Resources will instruct the hiring department and/or the appropriate supervisor regarding the termination process.

Employees terminated for not completing the I-9 form should not be allowed to continue working nor will they be eligible for rehire until they can present current documentation necessary for completing the I-9 form. An employee will be paid for periods during which he or she was not legally authorized to work.