Form I-9

The U.S. Department of Homeland Security requires Western Michigan University to verify the identity and employment eligibility of all employees via Form I-9. All employees refers to all faculty, staff, temporary and student employees.

Form I-9 Audit information

  1. Departments should begin reviewing the Management Data Report or PeopleSoft Timekeeper Report on Monday, March 20, 2017 for employees who have an incomplete Form I-9. If the Form I-9 has not been completed, please send employees to Human Resources to complete the form.  Information on the Management Data Report and PeopleSoft Timekeeper Report can be found at http://www.wmich.edu/hr/officemanagement/reporting. See information below for existing employees who need to update the Form I-9.
  2. Vice Presidents will be notified the week of March 27, 2017 of employees who have an incomplete Form I-9.
  3. If the Form I-9 is not completed, employees will not be able to continue employment and appointments will be terminated. Employees may not return to work until the Form I-9 is completed.
  4. Termination effective dates:
    1. Hourly student appointments – 04/23/2017
    2. Temporary appointments – 04/23/2017
    3. Graduate Assistant appointments – 04/23/2017
    4. PIO and Non-PIO appointments – 05/14/2017
    5. Faculty and Staff - Department will be notified by Human Resources

5. Departments may submit new appointment forms for employees after they have successfully completed the Form I-9.

Existing employees who need to update Form I-9

  1. Employees with an incomplete or invalid Form I-9 will receive an email from Human Resources with detailed instructions for updating their Form I-9.
  2. On or before your first day of employment, bring your original, unexpired documents to Human Resources for verification. For details about accepted documents, see the U.S. Citizenship and Immigration Services, Accepted Documents.

New employees

  1. All new employees will receive an email from Human Resources with detailed instructions for Form I-9 completion.
  2. On or before your first day of employment, bring your original, unexpired documents to Human Resources for verification. For details about accepted documents, see the U.S. Citizenship and Immigration Services, Accepted Documents.

Department responsibilities

  • Ensure that the employee completes the above responsibilities on or before his or her first day of employment.
  • The Form I-9 process is triggered by appointment form entry. Appointments must be received by Human Resources at least five business days prior to the employment begin date for all employees.
  • All new faculty, staff, temporary and student employees will receive an email from Human Resources with instructions for Form I-9 completion.
  • Rehired employees may already have a Form I-9 on file in Human Resources. To verify, please contact Human Resources with the employee's name, date of birth, and last four digits of Social Security number. You may send this information to hr-hris@wmich.edu.
  • Employees whose work location is outside of Kalamazoo county may be subject to an alternative procedure for employment eligibility verification. Please contact Human Resources for details.

Questions?

Please contact Human Resources or email hr-hris@wmich.edu.