UNC Greensboro has implemented Guardian Lawlogix, an electronic I-9 and E-Verify compliance system. Instead of completing a paper I-9 form, we use this secure online system to complete the I-9 and E-Verify processes for all new hires at the university. This system is also used to document work authorization reverification and/or employee rehire. The electronic system helps us complete I-9s correctly and efficiently, and facilitates compliance with I-9 and E-Verify rules. All communications regarding the electronic I-9 process are sent from the Guardian LawLogix system directly to the email address provided at the time of application.
Effective January 1, 2007 all new employees, which includes faculty, staff, and student workers, not only complete the I-9 form, they must also be cleared by the Department of Homeland Security (DHS) as being eligible to work in the United States. Every new employee (including student staff) must initiate Section 1 of the I-9 form by or before the first day of employment and present documents verifying identity and eligibility to work in the U.S. within the first three days of the date of hire. UNCG must examine the documents and record the information on the electronic I-9 form. Failure to appear at Human Resources to present identity and eligibility documents during normal working hours by or before the first day of hire, but no later than the third day after the date of hire, may result in the person’s immediate separation from payroll and termination from employment with the University. Undergraduate and graduate student staff will report directly to the Student Employment Office or the Graduate School, respectively, and are subject to the same federal laws and university policies regarding identity and employment verification.
The program used by the Department of Homeland Security is called E-Verify). E-Verify is an Internet-based system operated by U.S. Citizenship and Immigration Services (USCIS), a part of the U.S. Department of Homeland Security (DHS). E-Verify electronically compares information contained on the I-9 form with records contained in the Social Security Administration (SSA) and DHS databases to help employers verify the identity and employment eligibility of newly hired employees. E-Verify is completed by a representative from one of UNCG’s designated personnel offices (Human Resources, Student Employment Office, or the Graduate School) by inputting into a secure DHS web site the information provided by the new employee from the completed I-9 form and their social security number. DHS will respond within seconds whether the person is cleared to work or if they have issues that must be cleared up with either the Social Security Administration or DHS.
The E-Verify system requires that employers send required information within three days after the new employee’s hire date. Although the I-9 Guardian Lawlogix system will automatically send the data to the E-Verify system after a new I-9 form has been completed and approved electronically, it is very important that the employee’s designated personnel office (Human Resources, Student Employment Office, or Graduate School) complete and approve the electronic I-9 as timely as possible. Both I-9 and E-Verify rules require that the I-9 form be fully completed no later than three days after the hire date that is indicated on the I-9 form.
The E-Verify system requires that the new hire have a valid Social Security Number (SSN). If the new employee does not yet have a valid SSN, the I-9 Guardian system will not send the information to E-Verify, and will hold it until UNCG updates the I-9 Guardian system with information to match a new SSN with a recently completed I-9 form. Once the I-9 Guardian system is able to match a new SSN to an I-9 form, it will then send that I-9 form to E-Verify electronically.
Even if the new employee does not yet have a valid SSN, UNCG should still complete an I-9 form with the new employee via the I-9 Guardian system. The new hire is allowed to work at UNCG and be paid as long as the I-9 form has been completed within three days of the hire date. The hiring unit does NOT need to wait to start the employment until we receive the result from the E-Verify system in the I-9 Guardian system.
Note:The I-9/E-Verify programs can only be performed on employees who have received a formal offer of employment. Employees may complete the I-9 prior to their hire date but must complete Section 1 of the form no later than the date of hire. Departments and hiring managers are not permitted to allow any faculty, staff, or students to begin work for compensation without the completion of the I-9 & E-Verify process.
Once your hire is completed and a UNCG Banner account is created the Banner HR system will feed this information into our electronic I-9 system. Once this “information feed” has occurred, the I-9 Guardian system will send the employee an automatic email with instructions and a username and temporary password so that you can access the I-9 system and complete Section 1 of the I-9 form on or before your first day of work. Federal law requires you to complete Section 1 of the I-9 form on or before your first day of work, but no later than your first day of work. As the system explains, you are next required to complete Section 2 of the I-9 form in-person with a University representative no later than three days after your hire date.
Employees are able to complete Section 1 of the I-9 form online and then complete Section 2 of the I-9 form in-person with a designated UNCG employee. To complete Section 2 of the electronic I-9 form and present your documentation, you must contact Human Resources (or your personnel office) to make an appointment. After completing Section 1, faculty and staff (permanent and temporary) will receive an email with a custom link to schedule an appointment with Human Resources. You will be directed to a Calendly scheduling system to select your preferred appointment time. You must present your documents in person within three days of your hire date. UNCG Human Resources is located at 723 Kenilworth Street. Our hours of operation are Monday – Friday, 8am – 5pm. Safety protocols are in place including the required use of masks, plexiglass dividers, social distancing, sanitizing wipes, and optional gloves.
You will need to present identity and work authorization documents that have been approved by the U.S. government.
If you have any questions about the I-9 or E-Verify process, please contact Human Resources at 336-334-5009 and request to speak with the HR Onboarding Specialist. Graduate student employees and undergraduate student employees must contact the Graduate School or the Student Employment Office, respectively, for assistance with their Form I-9.
When a new employee is hired, the I-9 form must be completed within the required timelines, even if the employee is unable to meet in-person/onsite to complete their I-9. With our electronic I-9 system, UNC Greensboro can authorize a person to act as our “agent” for electronic I-9 completion purposes. If you have an extenuating circumstance in which you must request to use the remote I-9 process, you must make this request with your HR Recruiter at the time your offer of employment is accepted. Authorized representatives of UNCG (remote agents) must be at least 18 years old. The remote agent should be a Notary Public, human resource professional from a college, university, or other organization, or other professional with working knowledge or experience with the Form I-9.
Note: A paper I-9 form is not acceptable! If the remote agent experiences issues with the electronic system, they should contact Human Resources for assistance. UNCG cannot process paper I-9s and one cannot be completed and submitted in place of an electronic I-9.
Undergraduate and graduate student employees (new hires and rehires) are also required to complete the electronic I-9/E-Verify process. Student employees must complete Section 1 by or before the first day of work. Within the first three days after the hire date all acceptable identification and documentation verifying identity and eligibility to work in the U.S. must be received and your eligibility for employment must be verified by UNCG through E-Verify. UNCG must examine the documents and record the information on the electronic I-9 form. Failure to appear at the designated office (Student Employment or Graduate School) during the normal working hours by the first day of employment may result in the student staff member’s immediate separation from payroll and termination from employment.
Student employees completing the electronic I-9 process must present their documents to the respective delegated personnel office in a timely manner. The Student Employment Office and the Graduate School are delegated Guardian LawLogix users and have designated professional staff available to carry out the electronic I-9 & E-Verify process for undergraduate student employees and graduate assistants. For more information or assistance, please contact the following:
- The Graduate School: Email: firstname.lastname@example.org or call 336-334-5596
- Graduate Assistants
- Student Employment Office: Email SEO@uncg.edu or call 336-3256-0403.
- Undergraduate Students
In general, the I-9 Section 3 is used to document work authorization reverification and/or an employee rehire. Federal law requires that an employer (UNCG) must complete Section 3 when:
- an employee’s employment authorization or documentation of employment authorization has expired (“reverification”).
- an employee is rehired within 3 years of the date that the Form I-9 was originally completed
- an employee has a legal name change
When your employment authorization or, in most cases, employment authorization documentation expires, UNCG must reverify to ensure you are still authorized to work. Section 3 of the I-9 form is used to document work authorization and UNCG must physically inspect the employee’s updated documentation confirming ongoing work authorization. Employees requiring reverification of work authorization should receive a notice from Guardian LawLogix at least 90 days before the date of reverification is required.
If UNCG rehires a former employee (rehire) within 3 years of the date that a previous Form I-9 was completed, we may either complete a new form I-9 or complete Section 3 of the previously completed Form I-9. If you have never completed an electronic I-9 form in UNCG’s Guardian LawLogix system, you will receive a notification directly from the system with instructions and a unique URL to access the system. The employee rehire must present acceptable identification and documentation verifying identity and eligibility to work in the U.S. within the first three days after the rehire date. UNCG must examine the documents, record the information on the electronic I-9 form, and then verify this information through E-Verify. Failure to appear at Human Resources during the normal working hours by the first day of rehire may result in the faculty or staff member’s immediate separation from payroll and termination from employment.