System HR - Employee Never Worked (Tracker I-9)

System HR - Employee Never Worked (Tracker I-9)

In the case of a new hire who never begins work for pay, or when a Form I-9 is mistakenly created for an individual in an unpaid position, it may be necessary to work with AITS and/or System HR to notate or remove a Form I-9. As a general rule, if an I-9 was submitted to E-Verify, then it must be retained.

System HR will review requests from central HR offices and AITS. Unit I-9 Managers making requests will be redirected to the appropriate central HR office.

Employee is Hired but Never Worked

Occasionally a new hire will rescind their acceptance of employment, fail to pass a background check or other mandatory screening, or simply not arrive on the first day of work for pay. Whatever the case, if an employee accepts a job offer and completes an I-9, but never actually begins work, some action can be taken.

  1. Follow the AITS “New Hire Deletes” job aid to close the HRFE transaction.
  2. Determine if there was an I-9 created for the new hire.
      1. If there is no I-9, no further action is required.
      2. If there is an I-9 but it was not fully completed (i.e., Section 1 only), you may request that the I-9 be deleted.
      3. If the I-9 was completed but NOT submitted to E-Verify, first disable E-Verify on the I-9, then request that the I-9 be deleted.
      4. If the I-9 was completed and submitted to E-Verify, the I-9 cannot be deleted. Instead:
      5. If necessary, CLOSE THE E-VERIFY CASE with the most appropriate statement.
          1. If E-Verify is requesting a photo match, complete it as normal to proceed.
          2. If the case status is in Tentative Non-Confirmation:
            1. If the employee decided not to begin work, “The employee voluntarily quits working for the employer” is often most accurate.
            2. If the employee failed a mandatory clearance, such as a background check, “The employee was terminated by the employer for reasons other than E-Verify” is most accurate.
          3. If the case status is Employment Authorized, close the case if it is not automatically closed. No further E-Verify action is needed.
      6. Make sure the UIN is included on the Tracker employee profile; it is required for the termination date to update (by automated process).
      7. MAKE A NOTE on the I-9 Summary that reads, Individual was hired, but never began work.

Unintentional I-9 for an Unpaid Individual

If an individual is in an unpaid position (including fellowships), and has not performed any compensated work in another position, then an I-9 must NOT be created. However, if an I-9 was unintentionally created in error, then follow a similar process:

  1. Determine if there was an I-9 completed.
      1. If there is an I-9 but it was not fully completed (i.e., Section 1 only), you may request that the I-9 be deleted.
      2. If the I-9 was completed but NOT submitted to E-Verify, first disable E-Verify on the I-9, then request that the I-9 be deleted.
      3. If the I-9 was completed and submitted to E-Verify, the I-9 cannot be deleted. Instead:
      4. If necessary, CLOSE THE E-VERIFY CASE with the most appropriate statement.
          1. If E-Verify is requesting a photo match, complete it as normal to proceed.
          2. If the case status is in Tentative Non-Confirmation, select “The case is invalid because the data entered is incorrect.”
          3. If the case status is Employment Authorized, close the case if it is not automatically closed. No further E-Verify action is needed.
      5. MAKE A NOTE on the I-9 Summary that reads, I-9 created in error; individual did no work for compensation.




Keywords:System HR - Employee Never Worked (Tracker I-9)   Doc ID:120621
Owner:Erik O.Group:University of Illinois Training and Development Resources
Created:2022-08-15 11:23 CDTUpdated:2022-08-15 11:25 CDT
Sites:University of Illinois Training and Development Resources
CleanURL:https://answers.uillinois.edu/system-hr-employee-never-worked-tracker-i-9
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