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Printable Version
E-Verification Workflow
Corresponding Policy Title: Policy I-9 and E-Verify Verification
Procedure Owner: Employee Relations
Related Policies: Policy on Verification of New Employee
Eligibility for Employment
Forms:
Effective:
Last Updated: 1/31/2012
Responsible University Department: Human Resources – Records unit
Procedure Contact: Director, Human Resource Services
Auburn University is subject to E-Verify verification of all employees (including regular employees, Graduate Assistants, student workers, and temporary employees) performing work related to a federal contract which includes specific Federal Acquisitions Regulations (FAR) language.
The Human Resources department and the home department will collaborate with the designated University contract office (Office of Sponsored Programs or the Office of Innovation, Advancement and Commercialization) on the required E-Verify compliance of these assigned employees. It is important to note that an E-Verify verification cannot occur more than one time on an employee of Auburn University.
Upon the full execution of the grant, a designated representative of OSP or IAC will notify the principal investigator, the Human Resources Liaison, and other appropriate parties of the fully executed date and the inclusion of the E-Verify clause in the contract.
Upon notification of the contract execution, the home department will provide a list of all Auburn University employees (including names, employee type and Banner number) to campusrelations@auburn.edu that have been assigned to perform work on the contract. There is a requirement that the E-Verify verification occur within thirty days (30) of the contract execution.
Human Resources will verify each employee name and the date of the E-Verify verification on file, if any.
Human Resources will provide a list and notify the Human Resources Liaison and the designated department administrator that will need to initiate the E-Verify verification.
The department will notify the employees that will require an E-Verify to coordinate arrangements for the completion. Standard procedures for completion of the I-9/E-Verify will be followed.
All E-Verify actions required will have to be initiated by completion of a new I-9 on the employee in the electronic system to enable the E-Verify verification process.
A comment must be included on the record that states, “Completion of E-Verify required due to E-Verify clause inclusion in a federal contract”.
The hire date on the Form I-9 record will be the contract execution date for record purposes.
Human Resources records may need to “Force to E-Verify” if the record does not automatically initiate the E-Verify process. Contact Human Resources records if needed.
Principal investigators must inform Human Resources, through their Human Resources Liaison, of names of subsequent current employees assigned to work on covered federal contracts as soon as the assignment has been made. E-Verify actions for the subsequent employees will follow steps 3 – 9 as referenced above.
Executive Order 13465: Amending Executive Order 12989: Federal departments and agencies must require contractors, as a condition of each future federal contract, to agree to use an electronic employment eligibility verification system to verify the employment eligibility of all persons hired during the contract term and all persons performing work within the United States on the federal contract. Effective September 8, 2009.
Federal Acquisitions Regulations (FAR) E-Verify clause – specific language contained in eligible federal contracts for the requirement of E-Verify for assigned employees performing work on such contracts.
E-Verify: An internet based system that compares information from an employee’s Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.
Assigned employees: individuals performing work directly on the covered federal contract
Risk exposure of not being in compliance may result in fines and inability to allow the employee to continue to work on the federal contract.
Electronic E-Verify system
Policy on Verification of New Employee Eligibility for Employment (in process)
Procedure for Form I-9 and E-verify Completion (in process)
Workflow Illustration of Procedure Steps
Communicated 9/28/2009 (memo to Deans, Directors and Department Heads)
Internal procedures with OSP and HR only – 1/31/2012
Yes, there are exceptions. The Rule exempts individuals who have been:
Previously verified by the employer under E-Verify;
Employees who have been granted an active U.S. Government security clearance for access to confidential, secret, or top secret information in accordance with the National Industrial Security Program Operating Manual; or
Granted Homeland Security Presidential Directive (HSPD)-12 Security clearance
The Executive Order went into effect September 8, 2009 for E-verify of employees assigned to eligible federal contracts.
You will follow the established procedures of handling a tentative non-confirmation.
You have 30 days from the date the contract is fully executed. The date will be communicated in the memo from the University contract office.
Failure to comply may result in loss of funding by the funding agency and/or fines by the United States Citizenship and Immigration Services enforcement unit.
Yes, our electronic provider became our third-party agent with the government E-Verify system in April, 2017. Auburn University is unable to directly perform E-Verify verifications outside of the electronic Form I-9/E-Verify system. You can only initiate an E-Verify action by completing a new Form I-9. It is imperative that you include the appropriate comments to document the reason for the action.
Auburn University became an all E-Verify institution with the implementation of the electronic system in April, 2017.
Printable version
Plan template
Corresponding Policy Title: Policy on Employee Awards
Procedure Owner: Human Resources
Related Policies:
Forms: N/A
Effective: May 1, 2018
Last Updated: May 2018
Responsible University Department: Human Resources
Procedure Contact: Executive Director, Payroll, Benefits and Records
The Employee Award Guideline Procedures are provided to ensure consistency and fairness throughout all university award programs and to guide Auburn University departments and units with the development and implementation of award programs. These guidelines are provided as a tool to assist departments and units with their recognition efforts and do not imply that each department or unit must have an awards program.
Controlling Authority:
Internal Revenue Code
The Code of Alabama
Policy on Employee Awards
Awards must be given through a competitive program that promotes the best interest of Auburn University (“the University”) and the purpose for which the University was created (must have a business purpose or of primary benefit to the University and its mission).
All proposed employee award programs must be submitted to the University Employee Awards Committee for review. Approval from this Committee is required prior to any award distribution. Award Programs shall be submitted to the Chair of the Committee.
All award funding is provided through the local budget. Departments are responsible for funding and continuation of award programs. If funding is no longer available for award programs, a statement of withdrawal must be sent to the Awards Committee, as well as, a notice sent to all department employees.
These procedures apply to student awards only when the award is based on the student’s employment with the University.
Step 1: Establish an Awards Recognition Development Committee
The Awards Development Committee will guide program design. The development committee must determine the components of the recognition program. The committee role is to identify, develop, and implement recognition program(s) for their department.
Although not required, it is best practice for the Development Committee to create terms and convene a Selection Committee: The Development Committee should make a determination of how Selection Committee members are chosen to serve, the length of service terms for serving, and training needs to be established.
The Development Committee will need to identify recognition program objectives for their department to provide opportunities for the employee to be recognized. There are many factors to consider when identifying these objectives for your department. Here are some important factors to consider in this process:
To assist with this process, gather input from the employees in the department. This can be done by developing an employee survey to identify work behaviors and job performances to recognize and reward, identify employee eligibility criteria and award criteria.
The Development Committee must identify award themes for the award program that complement the employees and the department. This will help identify the selection process of the awards and help employees work towards setting goals so that they can be recognized.
Example award themes include:
After an award theme has been identified, the committee will need to identify selection criteria. The selection criteria may be linked to a department's mission or core values or positive behaviors. To assist with this process, create an employee survey to find out what characteristics the employees value and think an employee should exhibit for nomination and to receive an award. Also, seek input from management on the types of behaviors they want to be recognized. Here are some examples of selection criteria:
The Development Committee will need to identify funding, determine award eligibility, award frequency and award selection processes. The committee will need to determine who is eligible to participate and/or be nominated for an award. They will also need to make sure that the award eligibility criteria complement the work environment of the department. Components of award eligibility criteria to consider are:
After award eligibility criteria are identified, the frequency of awards will need to be determined. There are some factors to consider when determining the frequency of awards for a department such as:
After you have identified the frequency of awards, you will need to determine the types of awards. The awards selected for a recognition program should be meaningful and relevant to the award recipient(s). The awards given to employees can range from an award certificate to cash (paid through university payroll).
The Development Committee or the Selection Committee will be responsible for carrying out the nomination and selection processes of a formal award program. The committee should determine the following factors about the nomination process:
If the awarding Department/Unit convenes a Selection Committee, the Development Committee will need to determine the following items for the selection process:
Public announcements should be made prior to the award program to announce the award program, after the award program and immediately following the recognition of the award recipients to recognize the employees. Here are some examples of how to market your department's award program:
A departmental recognition program should be monitored and evaluated on a regular basis to assess its effectiveness and to obtain feedback and suggestions from employees for enhancements to the program. All substantial changes to the program must be approved by the University Awards Committee in advance of implementation.
Each department or unit is responsible for documenting all award recipients and award types. This report should include employee’s name, banner id and purchase amount of award. This documentation should be sent annually, no later than December 1, to University Payroll for review. This documentation must be sent to the following email address: awardsprogram@auburn.edu
Resources used for Development of this document:
IV. Sanctions
Strict adherence to policy procedures is mandatory in order for Awards to be accessible.
V. Forms
VI. Related Information
VII. History
VIII. Frequently Asked Questions
Effective January 1, 2018, at the discretion of the Department Head, Dean, or appropriate Vice President, Auburn University may pay an incoming faculty or administrator (VP or Director level) an equitable transition allowance to cover their personal moving, relocation, and employment transition costs.
Instructions to create the Transition Allowance EPAF (ALLWNC)
To process EPAF ALLWNC
Violations of this procedure will be addressed through the appropriate disciplinary action.
4/6/2018: The corresponding policy replaces Auburn University Travel Policy Section 4.2 Relocation Expenses. The recently enacted Tax Cuts and Jobs Act (TCJA) changed tax law related to the moving expense deduction. Section 11048 of the TCJA modifies Section 132(g) of the Internal Revenue Code to suspend the exclusion for reimbursed moving expenses. As such, moving expenses are now taxable to employees when reimbursed or paid on their behalf by Auburn University.
Corresponding Policy Title: Family Medical Leave Policy
Employee must submit a return to work notice from the treating physician to HR Liaison before being allowed to return to work. The HR Liaison will submit a copy of the return to work documentation to the Benefits Coordinator.
All definitions are in the policy document
Corresponding Policy Title: Policy on Name Change
Related Policies: N/A
Forms: Request for Mailing Address Change of Former Employees Form
Effective: October 2020
Last Updated: N/A
Procedure Contact:
Human Resources Records
Human Resources Payroll
Auburn University recognizes that former employees may have the need to change mailing addresses for required correspondence after leaving employment with the university. These procedures provide instructions for requesting mailing address changes in Banner, Auburn University’s the human resources information system (HRIS).
Auburn University employees that need a mailing address change will require completion of the request form. Employees are only permitted to make requests for their own record.
The procedures for making the request(s) and submittal of the form are below*:
A former employee should complete the Request for Mailing Address Change of Former Employees form, ensuring that all requested information is provided.
Once completed, the form and documentation may be submitted to HR utilizing one of the following methods:
Email the completed form to humnres@auburn.edu; or
Submit to Human Resources Secure Document Transmittal web link located on the Human Resources Records webpage – link: Verification Documents; or
Visit the Human Resources Department located at 1550 East Glenn Administrative Complex during university business hours; or
Fax to Human Resources Records fax at 334-844-1611.
* Former Auburn University Montgomery employees should contact hr@aum.edu for guidance and procedures.
Upon receipt of the fully completed form, Human Resources will make the appropriate change in Banner within 3 working days and will provide a copy of the form to Human Resources Payroll.
Changes will not be made retroactively.
A copy of the request form will be maintained in the employee’s official personnel file.
Mailing address – an employee’s mailing address where they receive official university-related mail such as, W-2, etc.
Human Resources Information System – the official university electronic system of record that contains employee information.
This policy applies to former full-time, part-time, temporary and student employees of Auburn University or Auburn University Montgomery.
N/A
1. Can I change my mailing address in Self-Service Banner (SSB)?
You do have the ability to change your mailing address in SSB as a former employee.
2. Can I make the mailing address change prior to my last day at Auburn University?
Yes, it is advisable to do so if you have the information available. If so, there is no need to submit the request form unless you have another change of address.
3. By completing this process, will my W-2 be mailed to the updated address?
Yes, if address change is completed no later than the first week of January for the previous year.
4. If I am unable to make the address change by the deadline for W-2 purposes, what can I do to obtain my W-2?
For a period of two years as a former employee, you are able to obtain a copy of your W-2 record by visiting the following link: https://auburn.edu/administration/human_resources/Secure_Document_Upload/term_ees_paystub.html
You will need your Banner ID number and Social Security number (SSN) to access it.
The On-Call Procedures ensure consistency and fairness in the application of the On-Call Policy throughout the Auburn University campus. These procedures are provided as a tool to assist departments and units in their efforts to maintain effective and continuous business operations and do not imply that each department or unit must utilize the On-Call Policy.
III. Definitions
Violations of this procedure are to be promptly reported to the employee’s supervisor and will be addressed through appropriate disciplinary action(s).
Employee On-Call Agreement
Call Back Pay: Salary Administration Policies 3.5.5 is available online.
Corresponding Policy Title: Policy on Wage and Salary Overpayments
Wage and Salary Calculation Overpayment Form
Wage and Salary Overpayment Authorization Form
Effective: October 2018
Last Updated: October 2018
Procedure Contact: University Payroll Manager
It is the intent of Human Resources to work with the department/unit to affect an orderly, expedient return of all excess payments, while working amicably with the employee. All salary overpayments are expected to be re-paid to the University by personal check or payroll deduction within the same calendar year of overpayment.
When a department administrator becomes aware of an overpayment, he/she is responsible for reporting it to University Payroll as soon as the error is discovered.
When an employee becomes aware of an overpayment, the employee is responsible for reporting it directly to University Payroll and to his/her department administrator as soon as reasonably possible.
When a discrepancy is discovered by University Payroll, the department will be notified immediately.
B. University Payroll and the Department must collaborate to identify discrepancy type and plan for resolution. University Payroll is responsible for calculating and notifying department of amount to be re-paid. A wage and salary calculation form will be completed by University Payroll.
C. Department/Unit is responsible for working with employee to secure a personal check made payable to Auburn University or negotiate a repayment plan. If a repayment plan is agreed upon, a Wage and Salary Overpayment Repayment Agreement must be completed and signed by the affected employee (amount to be deducted or paid each period).
D. When an overpayment is the result of information received from a University Department, University Payroll reserves the right to access a fee to the Department. (currently a fee of $100 is assessed)
E. If overpayment occurs on a student employee wage the department may choose to freeze transcripts until the overpayment is re-paid.
F. University Payroll is responsible for adjustments to W-2 or W-2c or reporting any other applicable agency information, when discrepancy is resolved.
VIII. Frequently-Asked Questions
