Employment Eligibility Verification
Form I-9 and E-Verify Requirements for All New Employees
As a result of a new State of Indiana law, Indiana University will use the U.S. Department of Homeland Security's E-Verify system to confirm a new employee's eligibility to work in the United States. The E-Verify system first requires the new employee and the University to complete Form I-9, Employment Eligibility Verification—a requirement that has been in place for many years.
Integrated Business Solution
To facilitate the implementation of E-Verify and to improve the University's management of Form I-9 processes, the University has contracted with HireRight Inc. for a web-based integrated business solution for the completion of Form I-9s, E-Verify checks, and criminal background checks. IU has an existing contract with HireRight to conduct background checks including criminal history and sexual offenders registry. IU's use of HireRight's Form I-9/Verify was deployed July 25, 2011.
Advantages of HireRight's integrated solution:
- streamlines and integrates the verification process, including less data entry and less paper
- accelerates the process for verifying employment eligibility
- improves compliance with Form I-9 requirements
- improves security of sensitive data, such as social security numbers
- provides 24x5 customer service
Roles and Responsibilities
Personnel approvers and/or fiscal approvers in University departments and schools, along with their designees, have been provided with training and instruction on how to carry out these related roles and responsibilities, including directions on how to use the Employment Eligibility Verification system. As well, Human Resources and Academic Affairs have procedures in place to assist employees and hiring units regarding employment eligibility.
Overview of Process and Steps
After a prospective employee accepts a job, the hiring department enters basic data into HireRight's system, which starts the Form I-9/E-Verify and background check processes. Once the Form I-9 is completed, HireRight automatically commences E-Verify. HireRight sends back results electronically and retains all forms electronically in a single repository for IU to access as needed.
For more information including IU-specific procedures and steps, visit hr.iu.edu/eev/.
In March 2011, the ERIP was offered to help units respond to fiscal and organizational challenges. Indiana University provided a one-time incentive for certain employees to retire earlier than otherwise expected. Separations under this plan support units in achieving one or more institutional objectives: 1) reduce salary/wage and benefit expenses, 2) redirect positions to focus on higher priorities, and 3) avoid or minimize future involuntary reductions in personnel. The application window was April 18, 2011 through May 13, 2011. Application to ERIP was strictly voluntary and was followed by a review period where applicants were approved if they met the plan objectives.
Incentives included six or 10 months' salary and the opportunity to continue in Indiana University health plans until Medicare age and to receive Health Reimbursement Account (HRA) contributions over a 5-year period. HRA funds can be used for eligible expenses such as medical premiums, deductibles, co-pays and prescriptions. Employees with IU Retiree Status will also be able to continue their insurance post-Medicare age by electing IU's Blue Retiree Medicare Supplement Plan.
Out of 2,566 eligible employees, 572 employees applied for ERIP. By the end of 2011, it is anticipated that 489 employees will separate under this plan. The following is a break-down of the participants by separation date.
Effective June 3, 2011, Fidelity Investments transitioned two funds in the IU retirement plans from Investor Class funds to Institutional Class funds. This transition lowered the expense ratio for the two Fidelity investments listed below:
|Spartan US Bond Index|
|Spartan 500 Index|
Plan participants holding investments and/or directing contributions to these two funds received a notice from Fidelity stating no action is required and the transition has been completed. For more information or to review investment options visit the Fidelity IU website at www.mysavingsatwork.com/atwork/iu.htm or contact Fidelity at 1-800-343-0860.
Note: The expense ratio is the cost to the investment company to operate a fund and for general administration expenses. By lowering the expense ratio the cost savings in a fund is passed onto the investor.