Accounting

Accounts Receivable--Student Financial Information

Accounts Payable

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Cost Allocation for On-Campus Services

Payroll--Faculty/Staff

Payroll--Student

Purchasing

Staff Directory

Travel

Every new employee at the university must complete a Form I-9 (Employment Eligibility Verification).  Blank forms are  available from Student Payroll.  If you click on the link above, you can view the actual instructions that accompany the form from the Department of Homeland Security, U.S. Citizenship and Immigration Services.

NOTE:  If you use the blank form from the link above, you only need to submit page 2 (the actual verification form).  However, you must show page 3 to the student so that s/he can freely choose which documents to present for verification.

Completing Form I-9:

Student:

The student employee must complete only Section 1 and sign and date the form.  This must be done on the day the student is hired.  The student may not complete any portion of Section 2. 

The student employee must then present to the supervisor the required documents for verification. Photocopied or faxed documents are NOT acceptable. 

• Note:  Many students have difficulty presenting an item from List C.  Most students from the U.S. will have only two options from list C:  a social security card or a birth certificate.  If the student does not have one of these items, s/he must make arrangements to get the document within three days or not begin working until the document is received and presented to the supervisor.   

Supervisor:

The employer must complete Section 2 "no later than close of business on the employee's third day of employment...."  Of course, the form may also be completed any time before the student begins employment. 

You may not have the student begin working
if s/he cannot present you with original documents. 

The student must show you:

One item:    from List A   
OR  
Two items:  one from List B  AND  one from List C

The supervisor must record, in the appropriate column (List A, B or C), the documents presented by the student.  To determine which column to use, refer to the reverse side of the form.  If the document presented to you is part of List B, record the document under List B, etc.   

You must complete the information under the Lists as follows:  Line 1--document title, Line 2--issuing authority, Line 3--document number, and an expiration date (if applicable) in the spaces provided for a date:  __/__/__.  Examples are provided below.  These are just examples, you are not required to use these documents; the student selects which documents to present.

*Regarding a birth certificate, sometimes the issuing authority is a county or a state.  You need to use your best judgement in recording this information. 
**Some birth certificates have a number on them.  If you see such a number, record it here.  If there is no number, leave blank.

Certification Part of Section 2:

The supervisor must record the student employee's "begin date" of employment.  Additonally, the supervisor must complete all of the boxes in this section:  Signature, Print Name, Title, Business or Organization Name (Winona State Univ), Address (PO Box 5838, Winona, MN 55987), and Date.

Last Modified: Tuesday, July 01, 2008 9:33 by Kathryn Mahlke