I-9 Process Updates Effective July 1, 2022

June 24, 2022

Sent via email June 24, 2022

Dear HR Network:

This email contains important information regarding the Form I-9 process, effective Friday, July 1, 2022. Complete instructions for new hires are available on the I-9 and E-Verify website, and the website will be updated to reflect this new information next week when the changes go into effect. Please read through the below to ensure you are familiar with the changes and requirements, and share this email with anyone else in your school/admin unit who provides new hires with instructions on completing the Form I-9

Timeline to Complete a Form I-9

An I-9 may be completed as early as 90 days prior to the start date if all of the following are true:

  • An offer of employment has been extended and accepted – the new hire has been informed of their start date; and
  • The work authorization is valid. An I-9 cannot be completed before the work authorization on the new hire’s documentation. For example, before the effective date of an employee’s EAD card.

An I-9 must be completed no later than the 3rd business day after the start date. Faculty not on the CUIMC campus must complete the I-9 by their first day of class.

  • If Section 2 of the I-9 is not completed by the end of the 3rd  business day of employment (or the first day of their class for faculty not on the CUIMC campus), the individual is not allowed to work until the I-9 is completed.
  • This timeline does not vary based on whether the new hire is a non-resident alien or not. All new hires have 3 business days from the start date to complete form I-9 (or the first day of their class for faculty not on the CUIMC campus).

Where to Complete a Form I-9

New hires/rehires working in New York City, whether remotely or on campus, must complete their I-9 in person on campus.

CU Human Resources in Studebaker is now the primary I-9 center for the Morningside and Manhattanville campus. Kent Hall will be focused exclusively on student I-9 processing (federal Workstudy, student casuals, student officers).

  • Studebaker Building – CU Human Resources (615 West 131st Street, 4th Floor):
    • All new hires/rehires
    • Hours: Monday – Friday, 9 a.m. – 5 p.m. No appointment required
  • Kent Hall – Federal Workstudy Office (208 Kent Hall, Morningside)
  • Georgian Building - CUIMC HR (617 West 168th Street)
    • All new hires/rehires
    • Hours: Monday – Friday, 9 a.m. – 5 p.m. No appointment required
  • Lamont-Doherty Earth Observatory – Climate School HR (Lamont Administration Building 208)
    • All LDEO campus hires, including LDEO, IRI and CIESIN new hires/rehires
  • Specific Schools/Departments
    • Some schools/departments choose to process I-9s for their new hires/rehires

New Hires/Rehires Not Working in New York City

Effective July 1st, while the I-9 Anywhere process remains available to all new hires working outside New York City (and to those who are outside NYC at the time their hire/rehire needs to be processed), individual departments will be charged through CUHR to use this service. The rate for 2022 is $65 per transaction. This cost will go up to $75 in 2023. A request must be submitted in advance to use this service, and ChartString information will be required at the time the request is made.

Reverification of Work Authorization (Ongoing Employees)

If you have a continuing employee who needs to update their work authorization (a Section 3), they must use one of the on-campus I-9 centers (note: students may use Kent Hall, all other employees should use one of the other University I-9 centers). If this is not possible because they work and live 100% outside New York City, please have the individual reach out directly to [email protected].

If you have any questions, please email [email protected].

Thank you for your partnership.

Ginny Kaplan
Assistant Vice President, HR Operations