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Form I-9 Update for Emeriti in Appointments With Pay

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In June, we informed Tracker users about a policy update that requires a new I-9 Form to be completed for Emeriti that enter appointments with pay, such as: 

  • Paid recall appointments
  • Additional one-time pay
  • Additional recurring payments

We recently received further guidance from University of California Office of the President (UCOP) and Office of the General Council (OGC) that new I-9 forms will also be required for Emeriti that were previously hired in appointments with pay.

Please Register for Tracker Office Hours

To better understand these changes, including which Emeriti appointments require a new I-9 form and how to correctly update their Tracker record, please attend an upcoming Tracker Administrator Office Hours session. 

Sessions are held Wednesdays from 2:00 p.m. - 3:00 p.m., including tomorrow Wednesday, September 11.

Please register to attend. We hope to see you soon!

What Changed? 

In addition to new appointments, existing Emeriti in appointments with pay are now required to have a Form I-9 in Tracker.

Updating Tracker Records

When adding an I-9 form in Tracker for Emeriti appointments with pay, the correct Date of Hire must be entered in Tracker. The Date of Hire will depend on the appointment and will be either the most recent rehire date, or a rehire date that falls within the required I-9 form retention period of three years from a rehire date or one year from the most recent appointment's termination date, whichever is greater. 
  
If there has not been a break in service* the Date of Hire in Tracker must reflect the most current rehire date. 

If there has been a break in service and a previous paid/recall rehire date is within the last 3 years, the Date of Hire in Tracker must reflect the recall/rehire date from the previous paid recall/rehire position.  

  • Once the I-9 form is completed, the termination date of the previous recall/paid position should be entered into Tracker. 
  • A rehire should then be processed in Tracker for the current rehire recall/paid position. 

*A "break in service" in this case refers to the employee being recall-rehired, terminated, and then recalled/rehired again. 

Additionally, for all updates, a late signature audit note must be acknowledged under the Summary Tab in Tracker. 
 

If you have any questions, please contact us.

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