Completing Employment Eligibility Paperwork for Employees Working in an Offsite Location

Completing Employment Eligibility Paperwork for Employees working in an Offsite Location

Instructions for the Employee

Federal Form I-9 and Notary Form

You will need to provide a licensed notary public with the following documents, forms and instructions:

Federal Employment Eligibility Verification Form (I-9)
University’s Instructions to the Authorized Representative and Notary Form (if using a notary; attached)
A suitable set of original identification papers as given on the “List of Acceptable Documents” on the reverse of the Form I-9 (and photocopies)

Form I-9

In accordance with the Immigration Reform and Control Act of 1986 ("IRCA"), U.S. employers are required to verify the employment eligibility and identity of every employee hired after November 6, 1986. Employment eligibility must be documented using the federal Employment Eligibility Verification Form (I-9).

For an employee who is hired and will work from an offsite location, the U.S. Citizenship and Immigration Services (USCIS) permits employers to designate agents to carry out their I-9 responsibilities. The University of Colorado Colorado Springs requests that newly hired employees working at offsite locations make arrangements with an HR professional who has registered with the College and University Professional Association for Human Resources (CUPA-HR) I-9 Reciprocal Processing Consortium or seek the services of a licensed notary public for this purpose. As an Authorized Representative for the University for I-9 compliance, the HR professional or notary must follow the same rules for completing the I-9 as the University, and, in the case of a notary, complete the Notary Form.

You must complete Section 1 of the Form I-9. Please follow the instructions exactly, for example, use the date convention requested (mm/dd/yyyy), be sure to sign and date the form, etc.

You must present to the notary a suitable set of identification papers as given on the “List of Acceptable Documents” on page 9 of the Form I-9. You must present original documents to the Authorized Representative. Faxes, photocopies and laminated Social Security Cards are not acceptable documents for verification of employment eligibility.

You can present either:

Any document or set of documents from List A; or
A document from List B (identity) AND a document from List C (eligibility).

Completion of Employment Eligibility Process

When the verification process is completed, your package will include:

Federal Employment Eligibility Verification Form (I-9) completed by the Authorized Representative
The Notary Form (or Notary Certificate), if your Form I-9 is certified by a notary
The photocopy of the set of identification and eligibility papers examined by the Authorized Representative in support of the Form I-9

You must send the completed package to your hiring department or to the Office of Human Resources at the address below:

Office of Human Resources

University of Colorado Colorado Springs

1420 Austin Bluffs Pkwy

Colorado Springs, CO 80918

www.uccs.edu/~hr/

(800) 990-8227; (719) 255-3372

Monday – Friday; 8:00 AM to 5:00 PM MST

Completing Employment Eligibility Paperwork for Employees working in an Offsite Location

Instructions for the Authorized Representative

Federal Form I-9 and Notary Form (if you are certifying as a notary)

Form I-9

For an employee of the University of Colorado Colorado Springs who will work from an offsite location, the U.S. Citizenship and Immigration Services (USCIS) permits employers to designate agents to carry out their I-9 responsibilities. We are asking you to act as our Authorized Representative to verify the employment and identification papers for a new UCCS employee.

The employee should provide you with a copy of the federal Employment Eligibility Verification Form (I-9).

The employee must complete Section 1 of the Form I-9 prior to your completing Section 2. The employee must present to you a suitable set of identification papers as given on the “List of Acceptable Documents” on the reverse of the Form I-9.

The employee can present either:

Any document or set of documents from List A; or
A document from List B (identity) AND a document from List C (eligibility).

We request that you complete Section 2 (Employer or Authorized Representative Review and Verification) by indicating which document(s) were presented to you and recording the appropriate information in the spaces on the form. Note: you must view original documents. Faxes, photocopies and laminated Social Security Cards are not acceptable for verification of employment eligibility. We are asking that you attest that the documents presented appear on their face to be genuine and to relate to the person presenting them, and that the photocopies of the documents provided by the employee are true and correct copies of the original documents in the employee’s possession by certifying the Form I-9 and signing the Notary Form (if you are certifying as a notary).

Please complete the Certification in Section 2 as follows:

Enter the Employee’s legal last name, first name, and middle initial exactly as it appears in Section 1 of the Form I-9
Record the document title, issuing authority, document number, and expiration date (if applicable) in the spaces provided. Note: Documents from List A should be written under that column. Documents from List B and List C should be recorded in those corresponding columns. Please only record either one document from List A or one from both List B and List C.
Enter the employee’s first day of employment (employee will provide or use today’s date)
Sign your name in the Signature of Employer Authorized Representative box
Date the Form I-9 with the date that you reviewed the employee’s documents Note: please use the date convention mm/dd/yyyy.
Enter “Authorized Representative” in the title box
Enter your name in the designated field
Enter UCCS’s information in the employer boxes as follows: University of Colorado Colorado Springs; 1420 Austin Bluffs Pkwy., Colorado Springs, CO 80918

Notary Form

If you are certifying this form as an Authorized Representative who is a notary, please complete the Notary Form as indicated, placing the notary seal on the Notary Form or attach a Notary Certificate to the documents.

Office of Human Resources

University of Colorado Colorado Springs

1420 Austin Bluffs Pkwy

Colorado Springs, CO 80918

www.uccs.edu/~hr

(800) 990-8227; (719) 255-3372

Monday – Friday; 8:00 AM to 5:00 PM MST

12/2016

Notary Form

Date: ______

I attest that I am a Notary Public licensed by:

______

Before me has appeared in person, the individual with the name and address of:

______

And having a date of birth of: ______

In furtherance of the University of Colorado Colorado Springs employment eligibility verification requirements under the Immigration Reform and Control Act of 1986 and Colorado Revised Statute

§ 8-2-122, I attest that:

The person named above has filled out Section 1 of the attached Form I-9 (Employment Eligibility Verification);
I have examined the original document(s) presented to me in support of the above-named individual’s employment eligibility and these document(s) appear on their face to be genuine and to relate to the person presenting them;
The attached copy or copies of said document(s) are true and correct copies of the document(s) presented to me;
I have filled in the document title, issuing authority, number and expiration date (if any) in the space provided in Section 2 of the Form I-9 as appropriate;
I have filled in the employment start date (provided by the employee), signed and dated the attestation in Section 2 or 3 of the Form I-9 as appropriate; and

NOTARY PUBLIC:

Please print your name and address and affix your seal below:

______