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LeadingEdition: E-Newsletter for Purdue University Supervisors

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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LeadingEdition is an electronic newsletter for Purdue University supervisors.  It is produced and distributed by Purdue University Human Resources four times annually.  If you have questions, comments or suggestions relating to the newsletter, please call 49-41679 or email us.  Thank you.