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Phone: 1-304-243-8152


Employment: Pre-Employment Documentation: Remote I-9


SECTION: HR - Employment NEXT REVIEW DATE: May 2017
APPROVED: April 2015 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: May 2016
  REVISION NUMBER: 1

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1.0 PURPOSE

Provide specific instructions for off-site employees to comply with both policy and I-9 requirements.

2.0 POLICY

2.1 Policy Statement

U.S. Citizenship and Immigration Services requires all employees to complete the Employment Eligibility Verification Form I-9 and present original documents establishing identity and employment eligibility no later than close of business on the employee's third day of employment. In addition, Section 1 of the form must be complete by the close of business on the employee's day of hire.

2.2 Definitions

Prerequisites for Remote I-9 Completions:
  • An employee who will work at a remote or off-site location
  • An employee who is working in a state other than West Virginia and providing online instruction or services
  • An employee who will not be on campus on or before their first day of employment

2.3 Procedure

2.3.1 A process has been established to facilitate employer review and verification (completion of Section 2 or 3 on the Form I-9) for new employees meeting the prerequisites listed above. The employee must complete Section 1 of the Form I-9, and then he/she may present the document(s) to a notary public who will complete Section 2 or 3 of the form.

2.3.2 Follow these steps below to complete Form I-9 in Remote Locations:

  1. Employee: Complete and sign Section 1 of the Form I-9 no later than the close of business on your date of hire.
  2. Present your original employment eligibility document(s) as listed on page 3 of the Form I-9 to a Notary Public.
  3. The Notary Public will inspect the document(s) and complete Section 2 or 3 of the Form I-9.
  4. Notary Public will also complete the Notary Form and affix the notary seal on the Notary Form. This must be completed by no later than close of business of your third day of employment.
  5. There may be a fee for the Notary Public services. This fee is the responsibility of the employee.
  6. The completed original Form I-9, a copy of each verified document and completed original notarized Notary Form must be mailed to Wheeling Jesuit University, Office of Human Resources on or before your third day of employment. Faxed, scanned, electronic and duplicate copies are not acceptable. Original hard copies must be furnished.

    Send To: Wheeling Jesuit University
                  Office of Human Resources
                  316 Washington Ave.
                  Wheeling, WV 26003

    If you have questions or concerns, please call for assistance 304-243-8152

3.0 AUTHORIZATION  

The Director of Human Resources has the authority to change or modify this policy at any time with or without notice and with the approval of the University President or his designee.

4.0 ATTACHMENTS

Form I-9
Notary Form
Pre-Employment Documentation Policy


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