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Policies and Procedures

| I-9 PROCESS | Acceptable documents | Acceptable documents that establish Identity | HIRING STEPS | NOW THAT I'M HIRED, WHAT'S NEXT?

I-9 PROCESS


As a result of the Immigration Reform and Control Act of 1986, all new employees must complete an Employment Eligibility Verification Form, or more commonly known as the I-9, and present original documents that evidence both identity and employment eligibility. You must present either one original document that establishes both employment authorization and identity OR one original document that establishes employment authorization AND a separate original document that establishes identity. All student employees are required to complete this process at the Student Employment Office located on the first floor of the Snow Administration Building, and it must be completed within three business days of the hire date.

Acceptable documents that establish BOTH Identity and Employment Eligibility:


  1. U.S. passport (unexpired or expired).
  2. Certificate of U.S. Citizenship (INS Form N-560 or N-561).
  3. Certificate of Naturalization (INS Form N-550 or N-570).
  4. Unexpired Foreign Passport with I-551 stamp or attached INS Form I-94 indicating unexpired employment authorization.
  5. Alien Registration Receipt Card with photograph (INS Form I-151 or I-551).
  6. Unexpired Temporary Resident Card (INS Form I-688).
  7. Unexpired Employment Authorization Card (INS Form I-688A).
  8. Unexpired Reentry Permit (INS Form I-327).
  9. Unexpired Refugee Travel Document (INS Form I-571).
  10. Unexpired Employment Authorization Document issued by the INS which contains a photograph (INS Form I-688B).

Acceptable documents that establish Identity:


  1. Driver's license or ID card issued by a state or outlying possession of the U.S. provided it contains a photograph or information such as name, date of birth, sex, height, eye color, and address.
  2. ID card issued by federal, state, or local government agencies or entities provided it contains a photograph or information such as name, date of birth, sex, height, eye color, and address.
  3. School ID card with a photograph
  4. Voter's registration card.
  5. U.S. military card or draft record.
  6. Military dependent's ID card.
  7. U.S. Coast Guard Merchant Mariner card.
  8. Native American tribal document.
  9. Driver's license issued by a Canadian government authority.

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HIRING STEPS


Following are the step by step process to be hired to a campus position at BYU-Hawaii. All new student employees must complete and sign a Form I-9 (Employment Eligibility and Verification) and provide original documents that establish both identity and employment eligibility, which is mandated by the U.S. Department of Justice. Remember, to bring original documents with you. All new student employees must also complete Federal and State income tax withholding forms. These forms are available on our website or at our office. They are to be completed and signed by each student employee.



Step1:
Job listings are posted for viewing on InterfaSE, our automated student employment system. You may contact departments through InterfaSE or directly and, if hired, that campus employer will process your hire electronically, but you will be required to appear in person at the Student Employment Office to complete the final steps of the hire process.


Step2: Print the I-9 Eligibility and Verification form and the Federal and Hawaii State tax forms from our website. Complete these forms.


Step3: Bring the following documents to the Student Employment Office for the final steps of the hiring process:

  1. Electronic payroll authorization hire form
  2. Completed I-9 form with original documents of your choice to satisfy federal requirements of identity and employment authorization. List of acceptable documents are listed on the website and on the back of the I-9 form.
  3. Completed federal and state tax forms
  4. Current TB clearance

Step4: You will be given an employment clearance which you will give to your department supervisor. This clearance indicates that you have completed the entire paperwork requirement for employment and payroll.

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NOW THAT I'M HIRED, WHAT'S NEXT?


First of all, congratulations on finding a job and welcome to our BYU-Hawaii 'Ohana or family. We hope your experience will be positive and helpful to your career goals. We would like to list a few important pointers for you as you begin your journey.

Commitment
Accepting a position involves a commitment, and you have definite responsibilities to your employer. Besides performing your duties to your best ability, you are expected to be dependable and considerate.


Dress Code
Some departments may have dress codes for safety reasons or because students are in service positions and represent the university. This dress code is not to be confused with the University's Dress and Grooming Code. You should check with your supervisor for dress code information.


Confidentiality
Many departments deal with highly confidential material. You must act in a professional manner maintaining strict confidentiality and may not discuss confidential information except within the department and with the appropriate individuals. A breach of confidentiality is cause for dismissal.


Punctuality and Absences
Punctuality is a demonstration of a student's professionalism. You are required to make every effort to be on time to your student employment job. In the event you will be late or are unable to report to work, you should notify your supervisor as soon as possible. Excessive tardiness may result in disciplinary action or loss of work privilege.


Kronos Workforce Central
You will be clocking in and out of work on the Kronos clocks with your student ID card. Your department timekeeper can tell you which clock is designated for your department. Make sure you remember to clock in and out each time you report and leave work. If you experience problems with clocking in and out, contact your department timekeeper. There may be times when you will have a "mispunch" on your timesheet. You can easily find out by accessing your Timesheet Viewer or on the BYU-Hawaii website, www.byuh.edu. Click on "Current Students" and scroll down to "Timesheet Viewer".


Pay Day and Paychecks
You should be expecting a paycheck within 2 or 3 weeks. If you don't receive a paycheck within this time period, see your time keeper immediately. Student employees are paid bi-weekly on Friday. The following is the pay schedule for calendar year 2005.


Authorized Working Hours
University policy limits all students, whether domestic or international, to 19 hours a week while school is in session, including spring term. We know that there may be times when you may work more than 19 hours in a week either from instruction or by mistake. Be aware that the Student Employment Office monitors students' hours each week, and reminders are sent out by email to those who violate University policy. A copy of the email is also sent to the department's director or Dean and Vice President. If an international student should work over 20 hours in any week, that student may be declared "out of status" and become ineligible to work again in the United States according to the Bureau of Citizenship and Immigration Service (Immigration).

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