HRS Protocol for New Hire Paperwork and I-9 Verification

Students/Temps/Adjuncts hired through the departments:

When a student/temp is hired through the department, the hiring manager gives the New Hire Notification form to the employee with the top section filled out. The hiring manager should explain the I-9 and show the new hire the section of the form describing the documents that are required to satisfy the I-9. The hiring manager instructs the new employee to take the form to HRS BEFORE their first day of employment to complete their new hire paperwork and I-9. The hiring manager then submits the hiring form in EPAF or U-Approve.

• If the employee brings in all required documents to HRS and their paperwork is satisfactory, they will be given an Authorization to Work form signed by HRS to bring back to their hiring manager. Once the employee presents the hiring manager with the Authorization to Work form, the employee may start working.
• If an employee does NOT bring the required documents to satisfy the I-9, we will advise them on what they need to provide and troubleshoot any problems they have. If they employee brings in the required documents on or before the date of hire, the employee will be given an Authorization to Work form signed by HRS to bring back to their hiring manager so they know its ok to allow them to work. If an employee does NOT bring the hiring manager an Authorization to Work form signed by HRS by the due date, the employee is not allowed to work until they do. No exceptions!

Large Groups of Students/Temps/Adjuncts:

At any time throughout the year, when a department has 5 or more new hires at a time please contact Bonnie Tucker or Chelsea Chirinos to arrange a time for the paperwork/I-9’s for these new employees to be completed. This helps us make sure we have enough staff at the front desk to assist these larger groups.

Re-hired Students/Temps/Adjuncts:

If a department is re-hiring students/temps please email Bonnie Tucker with the employee’s name and 790#. We will then verify that we have everything we need or that there is additional documentation that will be required and let you know. Hiring manager will still need to submit the hiring form in EPAF or U-Approve.

New Student/Temps/Adjuncts NOT living in Missoula area:

Please email Bonnie Tucker the New Hire Notification form with the top section filled out by you (the department), along with the new employee’s email address. Bonnie will contact the new employee with instructions on how to complete the I-9 and submit all the required forms to HRS. PLEASE NOTE: Student employees cannot work remotely outside of Montana.

New employees hire through Recruitment are completely handled by the HRS Office:

HRS will get notification when an employee accepts a position. HRS will contact the employee and set up an appointment for them to come to HRS and fill out their new hire paperwork and I-9.

• If the employee has the required documents and their paperwork is satisfactory, they will be given an Authorization to Work form signed by HRS to bring back to their hiring manager and they may start work.
• If an employee does NOT bring the required documents to satisfy the I-9, we will advise them on what they need to provide and troubleshoot any problems they have. If the employee brings in the required documents on or before the due date the employee will be given an Authorization to Work form signed by HRS to bring back to their hiring manager so they know its ok to allow them to work. If an employee does NOT bring the hiring manager an Authorization to Work form signed by HRS by the due date, the employee is not allowed to work until they do. No exceptions!