Reverification Notifications and Completion
Current employees whose work authorizations are due to expire, and who are continuing employment, are required to re-verify their I-9 form before the expiration of their current work authorization. We will now move from a manual to an automated notification process based on work authorization dates retained in the SAP HR Payroll system.
Beginning in December 2012, the Data Warehouse will generate and send to both the employee and the DLC HR contact or I-9 Verifier, an email reminding the employee to begin the reverification process and to renew their I-9 documentation as soon as possible (view sample emails). These letters will be emailed multiple times, at 90 days, 60 days, 30 days, 15 days 7 days and 3 days before the expiration of the work authorization. The HRO will also receive a copy of the notice at the 15, 7, and 3 day points.
Because the process of applying for and receiving the updated documentation may take a few months, delayed action on the employee’s part creates a risk that the original I-9 documentation will expire before the employee has received the new, valid documentation. If this happens it may result in termination of employment until the new documentation is submitted and the I-9 form is updated. We expect that the automated notification process will prevent any interruption of employment.
- When you receive a copy of the email that is sent to your employee, please encourage them to begin the renewal process promptly. Once the updated documentation is in hand, the process to reverify is similar to that of a new or newly required employee.
- The employee must bring the appropriate original updated documents referred to in Lists A, B, and C on the back of the I-9 form to I-9 Central in W20-021H.
- The I-9 Central representatives will either complete Section 3 (Updating and Reverification) of the existing form, or work with the employee to complete a new I-9. (It should be noted that, as with the original I-9 form, employees who submitted a foreign passport may be required to also provide an I-94 and/or a DS-2019, or an I-20 depending upon visa status.)
All questions may be directed to I-9 Central Office at i9-central@mit.edu.
