The latest work-life information at IU
No. 46
February 2009

University Human Resource Services
Informed Employee

Verification of Employment Eligibility

Two new developments affect the process to verify an individual’s eligibility to work in the United States.

  1. Form I-9, Employment Eligibility Verification, will be revised effective April 3, 2009.
  2. U.S. Department of Homeland Security requires use of its electronic system, E-Verify, as part of the process to verify employment eligibility of new and existing employees who work on federal contracts.

New Form I-9

The U.S. Citizenship and Immigration Service (USCIS) is scheduled to issue a revised Form I-9, Employment Eligibility Verification. The revised form must be used from April 3, 2009, forward. Any unused copies of the June 2007 version must be destroyed.
The revised Form I-9 reflects changes made to the list of documents acceptable to establish eligibility to work in the United States.

Federal Contracts

Indiana University must use E-Verify, the process required by U.S. Department of Homeland Security, to electronically verify employment eligibility of new and existing employees who work on federal contracts that meet certain criteria. It does not apply to federal grants or other forms of funding. The University Research Administration office will monitor all federal contracts; identify those that have the E-Verify requirement; and notify the appropriate departments that the process must be completed.

Process for new employees

E-Verify searches various federal data bases for information about the person. If the employee is confirmed to be eligible to work in the United States, the process is complete; if the employee is not confirmed, a series of steps are initiated and the employee is given an opportunity to resolve the issue with the Department of Homeland Security. During this period, the employee must be allowed to work. If the employee does not appeal the initial response or, if the conclusion of the appeal is negative, the employee is to be separated from employment.

Process for existing employees

Within 30 days of beginning work on a contract, the employee must either confirm the accuracy of information on the filed Form I-9 or, the employee must submit a new Form I-9. From that point forward the E-Verify process is the same as above.

Note: As of this printing, the U.S. government has postponed the federal contracts E-Verify provision until May 21, 2009.

If there are questions about either of these two developments—the new Form I-9 or E-Verify—please contact a campus Human Resources or Academic Affairs office.


Tobacco-free Wellness Health Reimbursement Account (HRA)

Employees who enrolled in the Tobacco-free Wellness HRA during Open Enrollment indicating that they will not use tobacco products receive from IU a $10 contribution each month to an HRA account set up in her or his name. These HRA balances can be used to pay for qualified health care expenses.

Qualified expenses include medical, dental, vision, or prescription expenses that are not reimbursed by insurance or a health care plan, and incurred by the employee and her or his tax dependent. Examples of such expenses include deductibles, co-pays, non-covered services, and certain over-the-counter medications. A full list of qualified expenses and the account balance are available online at or by calling Nyhart at 800-284-8412. (For those enrolled in the IU HDHP PPO & Medical Savings Plan, qualified expenses are limited to dental and vision services until the HDHP deductible is satisfied.)

How to Submit an HRA Claim

Unused year-end account balances up to a $240 maximum carry over into the next year.


IU Tobacco Cessation Plan

Medical benefits for 2009 cover the cost of tobacco cessation services with Free & Clear, Inc. Quit for Life™ cessation program. The benefit is available to all full-time Academic and Staff employees and their family members 18 or older, even if they are not enrolled in an IU-sponsored medical plan.

The program features telephone support, a Quit Coach, nicotine replacement therapy, and more. The plan is fully paid by the University.


Web Wise Employee Self Service

Employee Self Service in OneStart allows employees to review benefit, personal, payroll, and tax information online. Currently, under the Personal Information section, employees can update phone numbers and e-mail addresses. In early 2009, the Personal Information section will be expanded to allow employees to review all information and update certain fields (e.g., preferred name, home and office addresses, and emergency contacts).

Below is an example of the new Employee Self-Service channel in OneStart that includes these additional Personal Information links.

As a reminder, within the Benefits section (under Benefits Self Service), employees can review a summary of all benefit elections as of a given date, as well as dependent and beneficiary information. Employees are encouraged to take time to use this tool to verify that their benefit elections and dependents/beneficiaries are accurate.

To access Employee Self Service, log into OneStart at and go to the Services tab. The self-service options are available nearly
24 hours a day, 7 days a week.

Slef Service screen





Page updated: 23 February 2009