I-9 Employment Eligibility Verification Form
- What is an I-9?
- Responsibility of Cal Poly Pomona
- Responsibility of New Employees
- Receipts - When Original Documents are Not Available
- Former Employees Who Return to the University
- I-9 Requirements When Employee's Work Authorization Expires
The law obliges Cal Poly Pomona, as an employer, to ensure you complete the I-9 form on or before your first day of employment and that you present to us your documentation within 3 days of employment. An employee cannot go on the University payroll without completing the I-9 and may not be allowed to work for the University.
Documentation may include a receipt indicating you have applied for the necessary document(s). However, a receipt only temporarily satisfys the documentation requirement and the necessary document(s) must be presented to us within 90 days or you may no longer work for the University.
- On or before the day you start work for Cal Poly Pomona, you must complete, sign and date Section I of the I-9.
- You must present certain documents to:
- establish your identity and
- establish your eligibility to work
- You may choose which documents to present from the list of acceptable documents printed on the back of the I-9 Form. Important Note: Several changes to the list of acceptable documents have recently been made and are posted on the U.S. Immigration and Citizenship Services' website.
- A photocopy of a document cannot be accepted. Employees must present original documents. The only exception is an employee may present a certified copy of a birth certificate.
- If you are unable to present the required document(s) within 3 business days of the date your employment begins, you must present a receipt for the application for the document(s) within 3 business days.
- You must present the actual document(s) within 90 days of the date employment begins.
If you have separated employment from Cal Poly Pomona and then return within 3 years (this includes FERP participants), we are required by law to check the I-9 on file and determine if you are still authorized to work. This includes updating and reverifying I-9 information, including name, the date of rehire, and information on updated documentation.
If you return to the University after 3 years, the law requires that a new I-9 must be completed, including the documentation verification process.
If your work authorization expires, Cal Poly Pomona, as an employer, is required by law to re-verify the I-9 in order to continue to employ you.
This re-verification must occur no later than the date that your work authorization expires. You must present either:
- a document that shows the extension of your initial employment authorization, or
- a new work authorization document.
It is your responsibility to make sure you obtain an extension or new authorization to continue working and that it is done in a timely manner in order to comply with the law.