UA HR I-9 Process
Form I-9 Employment Eligibility Verification
To comply with federal hiring regulations, UA requires an I-9 for all hires. UA uses LawLogix to manage the I-9 process and comply with E-Verify requirements. This is your one-stop-shop for materials and resources to assist in using the LawLogix system and managing I-9 and E-Verify compliance for your departments.
What is an I-9?
- The I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States.
- ALL U.S. employers must properly complete an I-9 for each individual they hire for employment in the United States (this includes citizens and noncitizens).
- The employee must attest to his or her employment authorization, and provide acceptable documents as evidence to their identity.
- The employer (or an authorized representative), must examine the identity document(s) presented in person by the employee to determine if they reasonably appear to be genuine and not expired.
When are I-9s Required?
An I-9 is required for all new hires and rehired employees. When you are getting ready to hire an applicant, check out PEAEMPL. If they are active, then we don’t need a new I-9. If the status shows as Terminated, then you’ll need do a new I-9.
There are two deadlines for completing the I-9:
- Section one must be completed by the new employee no later than the first day of work.
- Section two must be completed by an HRC or Remote Agent within 3 days of the first day of work.
At the University of Alaska, the I-9 is the vehicle used to set up a person as a UA employee. Please encourage your employees to complete the I-9 as soon as possible so they can be entered in Banner and receive their Single-Sign-On credentials by their first day of work.
Completing the I-9 with LawLogix is fast and easy.
- Submit the I-9 Initiation Form through NextGen.
- The Personnel Team will set up the new employee in LawLogix and initiate the I-9. Emails will come from donotreply@lawlogix.com; if the email is not received, have your employee check their spam folder.
- The employee completes Section 1 of the I-9 and picks a Remote Agent to complete Section 2.
- The employee meets with their Remote Agent and presents their work authorization documents.
- The HRC and the Personnel Team are notified that the I-9 has been completed.
- Using the information from the I-9 and the I-9 Initiation Form, the Personnel Team set up PEAEMPL/PPAIDEN and notify the HRC.
At any time once an I-9 is initiated you can review their status on your dashboard in LawLogix. Your access is set up through Single Sign On and your TKLs manually updated by Personnel. If you don’t think your access is set up correctly, please contact Personnel right away.
E-Verify, authorized by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA), is a web-based system through which employers electronically confirm the employment eligibility of their employees.
In the E-Verify process, employers create cases based on information taken from an employee’s Form I-9, Employment Eligibility Verification. E-Verify then electronically compares that information to records available to the U.S. Department of Homeland Security (DHS) and the Social Security Administration (SSA). The employer usually receives a response within a few seconds either confirming the employee’s employment eligibility or indicating that the employee needs to take further action to complete the case.
E-Verify is administered by SSA and U.S. Citizenship and Immigration Services (USCIS). USCIS facilitates compliance with U.S. immigration law by providing E-Verify program support, user support, training and outreach, and developing innovative technological solutions in employment eligibility verification.
For more information on E-Verify, or to get your department enrolled, please review the KB Article on Setting up E-Verify, or email the Personnel Team.