CLAS Policy on Remote I-9 Processing

Purpose

This policy outlines the financial responsibility and procedural guidelines for virtual I-9 processing within the College of Liberal Arts and Sciences (CLAS). The policy distinguishes between scenarios in which the department is responsible for payment and those in which the college assumes the cost. It also establishes a system for reversing charges and prioritizing the type of remote I-9 processing.

When the Department Pays

Departments are responsible for the cost of virtual I-9 processing in the following scenarios:

• Delayed Arrival for Convenience: The employee is hired to work on campus but begins work remotely due to personal convenience or logistical delays.
• Administrative Oversight: The department fails to notify CLAS Human Resources of a new hire before their start date, and the employee has since relocated. 

When the College Pays

CLAS will cover the cost of virtual I-9 processing in the following scenarios:

• The employee is fully remote and lives more than 50 miles from a UI campus. (Residence within 50 miles, employee should complete regular I-9 on campus.)
• The employee’s job duties are not location-specific and do not require proximity to campus.

Prioritization of the type of Remote I-9 Processing

Virtual I-9 must be offered before Reciprocal I-9, regardless of cost savings.

1. Remote employees must first be offered the opportunity to complete the I-9 virtually at a cost of $68 per employee. This is through a third-party vendor.
2. If the remote employee declines or is unable to complete the virtual I-9, then a local person may be identified to complete a reciprocal I-9 (paper form mailed to UI).

Reversal of Charges

In cases where the initial charge was incorrectly assigned:

• Departments may submit a charge reversal request via email to the CLAS Senior Director for Business & Financial Administration.
• Requests must include documentation of the scenario and justification for the reversal.
• The CLAS Senior Director for Business & Financial Administration will review and, if approved, reallocate the charge accordingly.