I-9 Employment Eligibility Verification Process Change

To:      Executive Vice Presidents, Chancellors, Vice Presidents, Vice Chancellors, Vice Provosts, Deans, Directors, and Heads of Schools, Divisions, Departments and Offices

From: Bill Bell, Vice President for Human Resources
Eva Nodine, Vice President and Deputy Chief Financial Officer

Date:   June 7, 2022

RE:      I-9 Employment Eligibility Verification Process Change

Federal law requires all new employees to provide proof of their identity and verification of their work eligibility within three business days of their hire date. The burden is on the employer to prove compliance with these rules, and an employer’s failure to prove compliance subjects it to fines (over $2,500 per violation) and, potentially, the loss of federal funding. The federal agencies charged with ensuring employer compliance have taken several steps to enhance their visibility into employer compliance and have indicated this will be an enforcement priority. Ensuring Purdue’s compliance with this relatively straightforward process is more important than ever.

The University has a long-established process through which all new employees must meet with designated staff (“I-9 Verifiers”) to present proof of identity and work eligibility. The I-9 Verifier is trained to review the documents and complete the necessary paperwork to ensure compliance. We are concerned that there has been recent laxity in getting new employees to an I-9 Verifier within the three-day window required by law.

Effective immediately, to ensure compliance, any new employee who does not complete their I-9 within three business days of their hire date will have their employment terminated until they comply. To be clear, these individuals CANNOT work until their I-9 is completed. 

Please discuss this important matter with your leadership teams and business offices to ensure that your onboarding process prioritizes this vitally important task and it is accomplished within three business days. At the same time, Human Resources and Finance are completing and will communicate specific action plans to make the internal process as simple as possible, while increasing our own ability to track and ensure compliance.