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RESEARCH FOUNDATION REHIRE PROCESSING. REHIRE PROCESSING & FORM I-9. Who is a rehire?. A rehire is any employee who is reappointed after a break in service of 120 or more days
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RESEARCH FOUNDATION REHIRE PROCESSING REHIRE PROCESSING & FORM I-9
Who is a rehire? • A rehire is any employee who is reappointed after a break in service of 120 or more days • You are required to complete a rehire packet for all employees that meet the 120 days criterion before the rehire date • If the employee you intend to reappoint has not been off payroll for at least 120 days, you may reinstate via the e-PAF system
RF Rehire Packet • Form I-9 • Rehire Acknowledgment Form • Wage/Title Acknowledgment Form • Job Duties and Qualifications Form • Combined Disclosure Notice & Consent for Background Check • Required if one was not signed at the time of hire • Tax Forms (W-4 and IT-2104) • Direct Deposit Enrollment Form (if applicable)
Rehire Processing • When hiring an employee who has previously worked for the Research Foundation you must: • Contact Client Services to determine if employee meets 120 days criterion • Contact Client Services to determine which documents need to be completed • If you submit an e-PAF for a rehire prior to submitting the required documents, the e-PAF will be marked as ‘Pending HR Approval’ and will not be released until the proper documents have been submitted and processed
E-PAFs for Rehires • If you submit an e-PAF for a rehire without submitting a rehire packet, you can expect the following: • Warning message in e-PAF System • Electronic notification specifying which forms need to be submitted • Electronic instructions on how to complete Form I-9 • The e-PAF will not be approved until the documents are submitted
Completing Form I-9 for Rehires Possible I-9 scenarios for rehires: • If it is determined that the current I-9 on file has expired, you are required to fully complete a new I-9 and e-verify the employee • The I-9 is valid for 3 years • All rehired employees that were not e-verified at the time of hire must also be fully I-9ed and e-verified at the time of rehire • Same I-9 process as new hires • If it is determined that the current I-9 on file has not expired but the employment authorization document has expired, you are required to complete a reverification I-9 Form • When re-verifying you do not e-verify • If it is determined that the current I-9 on file has not expired and the employment authorization document is still valid, you are required to complete an updating I-9 Form • When updating you do not e-verify
Reverification I-9 Form Steps to re-verify a rehire: • Provide the employee with the List of Acceptable Documents and instruct him/her to provide the following: • An unexpired document from List A or • An unexpired document from List C • You cannot reverify a List B document as it establishes identity • Once the employee has provided the appropriate documentation, record the following on a blank I-9 Form: • Write the employee’s name in section 1 (NAME ONLY) • If the employee’s name has changed, complete block A in section 3 • Record the date of rehire in block B of section 3 • Record the new document title, number, and expiration date in block C • Sign and date section 3
Updating I-9 Form Steps to update a rehire: • When updating, the employee is not required to present documentation • Record the following on a blank I-9 Form: • Write the employee’s name in section 1 (NAME ONLY) • If the employee’s name has changed, complete block A in section 3 • Record the date of rehire in block B of section 3 • Sign and date section 3
