Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-25 - Benefit Policies; Employment › Section 3364-25-116 - Employment eligibility verification

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The Immigration Reform and Control Act of 1986
				(IRCA), as amended by the Immigration Act of
				1990, requires employers to hire only persons who may legally work in the
				United States .
The
									human resources
				department
									 ("HR") is
				responsible for the development of all pre-employment procedures and determines
				the appropriate documentation required prior to hire.
				HR
				shall ensure that the documentation required is in accordance with
				IRCA
									 and other applicable federal and state laws and
				regulations. To comply with the law, the university of Toledo must verify the
				identity and employment eligibility of 
									everyone
				hired.
The following procedures must be
				followed by representatives of the university who are responsible for the
				hiring process and authorized to extend an offer of employment.
(B) Procedure
Completing the form I-9
A person must present a document(s)
				that establish identity and employment eligibility. A person can consult with
				HR to obtain a list of acceptable documents.
To the extent practical, candidates
				will complete the form I-9 (employment eligibility verification) before their
				first day of employment. The form I-9 is completed at the time an employee
				presents himself in HR or hiring department to complete the pre-employment
				requirements. Persons drug tested at a facility other than the university will
				complete the form I-9 on their first day of employment. The form I-9 may also
				be completed by a CUPA-HR I-9 (reciprocal processing consortium
				institution).
The form I-9 identifies various documents that will satisfy the
				requirements. The form I-9 must be completed within three business days of the
				date employment begins. Persons are ineligible for employment if they are
				unable to present the required documents. Persons unable to present the
				required documents are employment eligible if they present a receipt for the
				application of the document(s) within three business days and the actual
				document(s) within ninety days of the date employment
				begins.
The person must have indicated on or
				before the time employment began, by having checked an appropriate box in
				section one, he/she is eligible to be employed in the United States. Failure to
				produce the required documents will result in an immediate ability to work
				until compliant with this regulation.
Once completed, form
									I-9s
				will be maintained in a file separate from the
				employment record.
Non-faculty staff
HR is responsible for extending offers
				of employment for all non-faculty positions and for verifying eligibility for
				university employment unless otherwise noted.
Faculty
Academic affairs is responsible for ensuring the completion of
				all pre-employment documents and verifying the
				eligibility for university employment.
Residents
New residents will complete the form "I-9" during resident
				orientation on their first day of employment.  I-9s for residents will be completed by the
				area managing their new hire process. The office of graduate medical education
				is responsible for verifying the eligibility of residents for university
				employment.
Graduate students
I-9s for graduate students working on
				the health science campus will be completed by HR. I-9s for graduate students
				working on main campus will be completed by the areas managing their new hire
				process.
The office of international
				student scholar services
				 is
				responsible for verifying the eligibility of international graduate students for university
				employment.