HR Update; January 16, 2009
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In this Edition
- Use of New I-9 Form Required on February 2, 2009
- New and Updated Mandatory Employment Notices and Posters
- Applications Now Being Accepted for UC Board of Regents Staff Advisor
- New and Improved Learning Management System Launched this Week
Use of New I-9 Form Required on February 2, 2009
The U.S. Citizenship and Immigration Services has revised the I-9 Employment Eligibility Verification Form. The revised form must be used for all new hires, as well as for the re-verification of certain employees with temporary work authorization, effective February 2, 2009. A bulletin from the McGuireWoods law firm below summarizes the changes. The new I-9 form will be posted on the HR website on February 1 and on the Department of Homeland Security’s website on February 2.
McGuireWoods Bulletin:
Effective February 2, 2009, employers will have to complete a new, revised I-9 form for all new hires and for re-verification of certain employees with temporary work authorization. The new form incorporates the following changes regarding the types of documents that employers may accept to prove identity and employment authorization:
All documents presented during the verification process will now have to be unexpired. Previously, certain expired documents (e.g., U.S. passports) were acceptable.
Acceptable List A identity and employment authorization documentation will no longer include Form I-688, Temporary Resident Card; Form I-688A, Employment Authorization Card; and Form I-688B, Employment Authorization Card. All these cards are now obsolete.
List A will now include foreign passports containing certain machine-readable immigrant visas. Also added to List A are passports from the Federated States of Micronesia and the Republic of the Marshall Islands if presented with an I-94 or I-94A arrival/departure record.
The new I-9 form will be available on the Department of Homeland Security website starting February 2, 2009. Forms can also be requested by calling the National Customer Service Center of USCIS at 1-800-375-5283. Samples of the new form and instructions, as published in the Federal Register, are available here.
The new form should not be completed for existing employees. It must be used only for new hires and for reverification of current employees who only have temporary work authorization upon expiration of that authorization.
New and Updated Mandatory Employment Notices and Posters
Federal and State Labor Law regulations require employers to post notice of labor laws in appropriate locations with general access for employees and/or applicants for employment. At Your Service includes an updated list of mandatory Federal and State labor laws that must be posted where employees can view them in the normal course of business. Please ensure that these notices are posted in areas used by employees, such as lobby areas, break rooms, and bulletin boards designated for this purpose. Failure to post this information may result in Federal or State penalties for non-compliance.
Below is a list of the updates. For additional information, please contact your assigned Labor and Employee Relations Analyst.
New Posting Requirement:
Effective January 16, 2009, the Department of Labor issued revised Family and Medical Leave Act (FMLA) regulations. Consequently, a new FMLA notice, titled Employee Rights and Responsibilities under the Family and Medical Leave Act, has been developed. A link to the revised FMLA notice, including information on Military Family Leave entitlements is included in the website listed above and can be found at the following link: http://www.dol.gov/esa/whd/fmla/finalrule/FMLAposter.pdf.
Updated links to the following posters:
- Minimum Wage Notice - Federal
- Walsh-Healy Act
Revised document title date:
- CAL/OSHA Notice of Safety and Health in the Workplace (Prior date: February 2006. Revised: February 2008)
- Nondiscrimination [Title 7] (Prior date: August 2007. Revised: August 2008)
- Unemployment Insurance, Disability Insurance, and PFL Notice (English and Spanish versions - Prior date: February 2007. Revised: November 2008)
USERRA (Prior date: January 2006. Revised: October 2008)
Applications Now Being Accepted for UC Board of Regents Staff Advisor
The University is pleased to announce the application period for selection of the 2009-2011 Staff Advisor to the UC Board of Regents. The application period will begin on Friday, January 16, 2009 and end Monday, March 2, 2009 at 5 p.m.
All interested UC staff and non-Senate academic employees are encouraged to visit the Staff Advisors’ website for information about the role and responsibilities of the position and how to apply, including a complete explanation of eligibility. Candidates should complete the application on the Web, save it as a Word document, and email it as an attachment to: . For employees without computer or internet access, hard copies of the application form and all relevant information on the process can be obtained from your location’s central Human Resources office.
Questions about the Staff Advisor position or the application process should be directed to Randolph Scott, Executive Director, Strategic Planning and Workforce Development, Human Resources and Benefits at (510) 987-9996.
About the Staff Advisors to the Regents
A continuing goal of the UC Regents is to foster two-way communication between UC staff and the Board. In January 2007, the Regents voted unanimously to establish positions for two Staff Advisors to participate in their deliberative process and to provide a staff perspective on matters coming before the Board. One new Staff Advisor is selected each year for a two year term. The Staff Advisors serve as non-voting advisors to designated Regents’ committees, and they attend and participate directly in committee and Board meetings throughout their term of service.
New and Improved Learning Management System Launched this Week
Many of you who have logged into the learning management system noticed a new look and feel along with a few added features. The system can be accessed the same as before by choosing the Class Catalog and Enrollments option on the Development & Training homepage.
- The first change you will notice is that no new password or username is required. Simply enter your employee identification number to log on. If you don’t have your EID, use the lookup function on the login page.
- A set of tools and instructions on how to enroll for classes, cancel enrollments, and review transcripts is available on HR’s front page news section.
- You can now access online courses in one place along with classroom training and other learning resources.
- Managers can view training records for their employees. (Note: Each employee must access the system and designate their supervisor/manager for this function to work. See the tools and instructions in the news section for how to do this.)
More features, services, and enhancements will be added as the system is fully rolled out in the coming months. Our goal is to provide an overarching coordinating framework for all staff to access their training needs in one place. More to follow!
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