Onboarding a New Employee
The Form I-9 is required by U.S. Department of Citizenship and Immigration Services for all employees hired after November 6, 1986. Before you make an official offer of employment, check Banner to determine if the employee has a valid I-9 on file already.
An employee's I-9 is valid for 3 years, regardless of current employment status. If a break in service occurs on/after 3 years of I-9 received date, a new I-9 will be needed PRIOR to the employee's rehire effective date.
Instructions for accessing I-9 dates can be found here.
After the Criminal Background Check has been approved you can make the employee an official offer. Here are the approved offer letter templates:
If you have determined the employee needs to complete a new I-9, instruct them to visit our office on or before their first day of work. Provide them the following:
1. List of acceptable forms of identification for the I-9
2. Official start date
3. Position classification (temporary, temporary faculty, classified, exempt, faculty)
4. Clear instructions that they must complete their I-9 on or before their first day of work (this includes orientations, work related training, and meetings)
5. The link to the New Employee Onboarding website
It is critical supervisors ensure authorization to begin work from Human Resources has been granted on/before a new employee's first day of work. Work authorization can be confirmed via:
- Student/Temporary staff and faculty will have a work authorization card. The "Received" date stamp should be within 3 years. Check with your department administrator if the date is over 3 years old.
- Benefit eligible staff and faculty supervisors are cc'd on a message stating the I-9 has been completed
- EXCEPTION: If an employee indicates they have started working (or need to immediately start) but do not have the forms of identification to complete the I-9 they will start their paperwork in our office and will be granted 3 days of work authorization. Supervisors will receive an email clearly stating the dates the employee is authorized to work.
- Vandal Card - Contact the VandalCard Office in the Pitman Center if a VandalCard is needed. **Student employees with a valid student ID do not need a separate employee ID
- Email - If your employee needs an employee e-mail, work with your regional Technology Solutions Partner
Employee Development and Learning will email the employee with notification of any Required Employee Training that need completed. Some positions may have additional job-related training requirements or department specific training.
It is required that ALL employees have the appropriate supervisor assigned at all times (regardless of whether they submit a time sheet or not). Designated department administrators should assign the supervisor by accessing the Supervisor Assignment Form.