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Employment Policies and Resources

Employment Policies and Resources

What Is the I–9 Form and Why Do We Need It?

The I–9 is a required US Government document to verify employment eligibility.

“All U.S. employers must complete and retain a Form I–9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. On the form, the employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and relate to the individual and record the document information on the Form I-9.” — US Citizenship and Immigration Services - I9

The employee must present an original document or documents that show his or her identity and employment authorization. Some documents show both identity and employment authorization (List A). Other documents show identity only (List B) or employment authorization only (List C).The employee must be allowed to choose which document(s) he or she wants to present from the Lists of Acceptable Documents. – US Citizenship and Immigration Services - Accepted Documents

The I-9 Must Be Completed In Person - At The Appropriate Hiring Office

  • If you are going to be working on a part-time contract with Continuing Education:
    • Go to HCEB 310 between 8am and 5pm Monday–Friday to complete the Form I–9 online.
    • Bring the required documents with you.
    • Call 801-422-7150 if you have questions.
  • If you are going to be working a Student job (hourly or contract):
    • Go to WSC 2024 between 8am and 5pm Monday–Friday to complete the Form I–9 online.
    • Bring the required documents with you.
    • Call 801-422-3562 if you have questions.
  • If you are going to be working as a Faculty or Staff/Administrative employee:
    • Go to ASB D-70 between 8am and 5pm Monday–Friday to complete the Form I–9 online.
    • Bring the required documents with you.
    • Call 801-422-3563 if you have questions.

What Is E–Verify and Why Do We Need It?

“E-Verify is an Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify is fast, free and easy to use – and it’s the best way employers can ensure a legal workforce.” — U.S. Citizenship and Immigration Services – E-Verify

Because BYU participates in E-Verify we need a copy of your Social Security Card. If you decide to use a passport, employee authorization card, permanent resident card, driver's license, or social security card for I-9 verification, we now need to have a copy of those documents.

What Is the Ecclesiastic Release Form and Why Do We Need It?

LDS personnel accept as a condition of employment compliance with the Church Educational System Honor Code and the standards of conduct that are consistent with qualifying for temple privileges. The Ecclesiastical Clearance Office (ECO) performs functions related to employee eligibility to work at BYU. The ECO is responsible for obtaining ecclesiastical clearances for applicants prior to an offer being made to them regarding employment at BYU. It is the responsibility of our Human Resource Representatives in Continuing Education to make sure that the appropriate ecclesiastical authorization and release forms are completed by potential applicants and processed by the ECO before an offer of employment with the division is extended. We are working hard to streamline the ecclesiastical clearance process here in the division and will be rolling out an electronic ecclesiastical authorization and release form in the very near future.

W-4

What Is the W–4 Form and Why Do We Need It?

The W–4 is used to determine how much federal income tax will be withheld from your check. If this form is not completed it defaults to zero deductions.

  • Instructions for Completing the W–4
  • Log onto Route Y
  • Go to the “Work” tab and then “Human Resources/Payroll”
  • Click on Main Menu > Self Service > Payroll and Compensation > W–4 Tax Information
  • Note: If you work for EFY or Adult Religion you will fill out a paper version of this form.

What Is the Direct Deposit Form and Why Do We Need It?

The direct deposit form is used to get your bank account information so that your paycheck can be deposited into your account. BYU payroll requires that every employee be on direct deposit.

Instructions for Completing the Direct Deposit Form

  • Log onto Route Y
  • Go to the “Work” tab and then “Human Resources/Payroll”
  • Click on Main Menu > Self Service > Payroll and Compensation > Direct Deposit

Note: If you work for EFY or Adult Religion you will fill out a paper version of this form. To fill out this form you will need your bank’s name, your routing and checking numbers, and a voided check.

Why do we need a copy of the Social Security Card?

Because BYU participates in E-Verify a copy of your Social Security card is required. BYU also requires a copy of every employee's social security card to satisfy Internal Revenue Service's regulations. You may mail, fax, or hand deliver the copy.

Note: This is a separate requirement from what documentation you choose to use for your I-9. Whether or not you use a social security card as a list C document, we still need a copy of your social security card. Unlike using your social security card for the I-9, we do not need to see your actual card.

What If You Do Not Have Your Social Security Card?

Instructions for obtaining a copy of your card

  • Go to www.ssa.gov/ssnumber/ to learn what documents you need and what you need to do before you go to the social security office.
  • Visit the social security office located at:
    88 West 100 North
    Provo, UT 84601
  • They will give you a social security card receipt. We can accept this receipt as a list C document, but it will only be good for 90 days. You will need to bring in your actual card within those 90 days, or you will be terminated.

Why does BYU need a copy of my social security card?

BYU requires a copy of every employee's social security card for the E-Verify process and to satisfy Internal Revenue Service's regulations. You may mail, fax, or hand deliver the copy.

Note: This is a separate requirement from what documentation you choose to use for your I-9. Whether or not you use a social security card as a list C document, we still need a copy of your social security card. Unlike using your social security card for the I-9, we do don't need to see your actual card.

Nepotism Policy (excerpted from the official BYU Nepotism Policy)

The Division of Continuing Education may not employ a person or contract for services with an individual in a position within the administrative scope of control of a near relative. This applies to full-time and part-time personnel (or special employees) (faculty, administrative, staff, temporary, on-call, etc.) including students.

Persons considered near relatives include:

Parent
Grandparent
Spouse
Child
Grandchild
Cousin
Brother
Sister
Uncle
Aunt
Niece
Nephew
Father-in-law
Mother-in-law
Brother-in-law
Sister-in-law
Son-in-law
Daughter-in-law

Near relatives also include those involving step and half relationships, such as stepbrother, stepfather, half brother, half sister, etc.

Please contact Jennie Voorhis in the DCE Human Resource office if you have questions.