Initiate the Form I-9 Process for Remote Hires
Step 1: Determine if Your New Employee is a Remote Hire
Definition: A remote hire is an employee who will work or begin work at a remote location, within the United States and generally 35 miles from the main University campus. A Form I-9 must be completed and verified and the E-Verify check must be conducted in the same time frames that apply to local hires.
· If your employee IS NOT a remote hire:
o Proceed to the “How to Initiate A Form I-9 in LawLogix Guardian” desk reference available at hr.unc.edu, Sakai E-Verify Training (Resources tab), and hrcommunity.unc.edu websites
· If your employee IS a remote hire:
o Proceed to Step 2
Important: It is critically important that the OHR I-9 unit is notified in a timely manner in advance of a remote employee’s hire; otherwise, the employee’s hire will be delayed.
Step 2: Submit Remote Hire Request
· Submit the following documents to the OHR I-9 unit via fax (919) 962-2658 or interoffice mail: OHR/I-9 Unit, AOB, CB#1045 at least 2 weeks in advance of hiring a remote employee:
o Completed Remote Hire Request Form on the hrcommunity.unc.edu website or Sakai E-Verify Training (Resources tab)
o Signed copy of the EHRA (EPA) Non-Faculty or Faculty AP-2a(s) form, SHRA (SPA) Conditions of Employment (COE)*, or a Work-Study aid acceptance letter
* For SHRA (SPA) Permanent employees, a written verification from the Employment Consultant which states that an
offer was made and accepted will suffice until the signed Conditions of Employment/offer letter is provided.
Step 3: OHR I-9 Unit Manages Completion of Form I-9
Once the OHR I-9 Unit is notified of the remote hire, an OHR I-9 Specialist selects a Remote Agent (an individual knowledgeable about the Form I-9 process who is located near the remote employee’s work site or home address) and manages the completion of the Form I-9.
Important: The employee cannot begin work until cleared to do so by the OHR I-9 Specialist.
PART 2: FOLLOWING COMPLETION OF REMOTE HIRE FORM I-9
Complete Remote Hire Process
Step 1: Confirm Employee Hire Date
· Notify the new hire that s/he can begin work (note: the employee may only begin work once the OHR I-9 Specialist notifies the hiring department that the Form I-9 has been completed and clears the employee for work)
Questions?
If you require further assistance, please contact the OHR/I-9 Unit via the I-9 Hotline at (919) 962-0985 or .
Rev. (02/25/2016) UNC-Chapel Hill is an equal opportunity employer that welcomes all, including protected veterans and individuals with disabilities. Page 1