A Presidential Executive Order that went into effect in October 2009 mandated the use of E-Verify for all federal contractors meeting certain criteria. To comply, Purdue University must now use the E-Verify system for all new hires and any current employees working on a federal contract with the E-Verify clause written into the contract.
Purdue began using the E-Verify program provided by the Department of Homeland Security on January 27, 2010. The E-Verify system compares and validates employee work authorization data stored by the Social Security Administration (SSA) and the Immigration and Naturalization Service (INS) databases.
Due to the new E-Verify requirements, the Shared Service Center (SSC) has changed processes pertaining to the I-9 form. Here is a list of changes - effective January 27, 2010 - that you will need to be aware of when hiring or re-hiring an employee.
Changes to completing the I-9
- Acceptable List B documents must include a photo. Documents currently listed under List B on the I-9 form that do not include a photo will no longer be acceptable for I-9 purposes.
- In the certification section of the I-9 under "business name and address," enter your department and building instead of Purdue University and a street address.
The I-9 for a new hire or re-hire is to be completed as a part of the hiring process on or before the first day worked. It will need to be sent directly to the I-9 processor in the SSC / FREH for E-Verify processing. SSC staff will only enter a Personnel Action Form for a new hire or re-hire if the I-9 has been received by the SSC.
The I-9 processor will enter the I-9 data into E-Verify and receive a verification number, which will be entered into SAP in infotype 00945 in the "Case Verification Number" field.
When the I-9 processor receives a non-confirmation from E-Verify for an employee, the business office will be notified immediately via e-mail and will be responsible for contacting the employee. The employee then has three business days to contact the I-9 processor for an appointment, where the employee will be provided with the necessary information to resolve the issue. After receiving the information from the I-9 processor, the employee then has eight business days to contact or visit the Social Security office concerning the non-confirmation.
New hires without a Social Security number who are provided with a temporary "999" number will have three weeks from their hire date to provide a valid Social Security number to their business office. Once the business office has this information, it must be immediately provided to the I-9 processor in the SSC for E-Verify processing. The I-9 for those with a "999" is still required upon hire for PA entry.
An updated version of the I-9 training is available on the PASC Web site.
- Shared Service Center
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