I-9 Deactivation
At UTA, we're always looking for ways to improve our processes and ensure a smooth onboarding experience for everyone. As part of this effort, we're making some important updates to our I-9 process to help us stay compliant with federal employment laws.
All employees must complete their I-9 verification within three business days of their start date. Missing this deadline can result in fines ranging from $230 to $2,292 per violation. Last year, we saw about 80 cases where I-9s weren’t completed on time.
To help, we’ve expanded appointment availability by:
- Adding more time slots and locations
- Offering mobile and concierge onboarding services
- Being 100% on-campus during peak hiring seasons (Fall & Spring)
What's Changing?
Starting this week, if an employee does not complete their I-9 by the fourth day of employment, their NetID/Employee ID will be deactivated in UTShare.
New I-9 Process:
- Initial Reminder: Employees will receive an email reminder with their I-9 deadline (their manager will be copied).
- Final Warning: If the I-9 is still incomplete, a final notice will be sent before deactivation.
- Deactivation: If the employee doesn’t comply, their access will be turned off on Day 4.
- Reactivation: Once the I-9 is completed, onboarding will request reactivation, and access will be restored within a few hours.
This follows the same process used by Compliance Training, and managers will be notified at every step.
What Managers Need to Do:
- Remind new hires to schedule their I-9 appointments ASAP
- Ensure employees attend their scheduled appointments
- Follow up on any pending or expired documents
This process helps us stay compliant, avoid costly fines, and ensure all employees are work-ready.
Thank you for your support in making this a smooth transition!
Questions? Contact the Onboarding team at onboarding@uta.edu
