The "Additional Information" space is for Form I-9 notes, such as: Submission Pre-Dates Enrollment in E-Verify:You are not permitted to verify workers who were in your employ at the time that you signed the Memorandum of Understanding (MoU). I9 form samples: Driver's license and social security card HR staff may list "Driver's license" for the title space, the state motor vehicles agency for the issuing authority, the document number and the expiration date. Section 3: Re-verification and Rehires This is the very last page of the Form I-9. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. See how to turn frontline workers into leaders and face industry labor challenges. Fill in document title and number, issuing authority and expiration date in List A or Lists B and C; Fill in first date of employment; Certify examination of document(s) with signature, name of company rep and company information . DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. A card that includes any of the following restrictions is not an acceptable List C document: Frequently Asked Questions: I-9 Compliance, Verify Completed Form I-9 and Original Documents, Complete Form I-9 for Employment Eligibility Verification, Employment Eligibility Verification (I-9) Compliance, I-9 Employment Eligibility Verification Form Paper Version, Remote Hire Authorized Agent Instruction Sheet, Request New or Change Existing Expenditure Type Codes, Request New or Change Existing Object Codes, Signature Versus Financial Approval Authority, Authority to Create Financial Transactions, Authority to View or Access Financial Data, Grant or Update Financial Authority Assignments, Delegate or Share Oracle Approval Worklist, Setting Up a New Supplier or Visitor Payee, Managing the Supplier Relationship and Record, Intermediate Sanctions for Paying Disqualified Persons, Payroll for Foreign Non-Resident Employees, Payroll for Employees Working Outside of California, Managing Aging and Outstanding Expense Transactions, Account Balance Reconciliation Attestation, Issuing Refunds to Credit and Debit Cards, Topic Overview: Verify Eligibility for Employment (I-9), consult with the I-9 Compliance Specialist, See the example of a completed Section 1 of Form I-9, See the example of a completed Section 2 of Form I-9, About Financial Management Services (FMS), Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee, Select Section 1 and/or Section 2 to see the examples of a completed Form I-9. May a notary public or any authorized representative attach an attestation to Form I-9 instead of providing a signature in the signature block of Section 2? Secure .gov websites use HTTPS Beware: If your company has an honesty policy, it should be applied consistently. A Form I-94, Arrival/Departure Record, stamped with "parole" is not evidence of employment authorization and, therefore, is not an acceptable List C document. An employer that made multiple errors in Section 2 or 3 of the form may redo the section(s) containing the errors on a new Form I-9, and attach it to the previously completed form. Telephone number and email address fields are optional. My company currently keeps copies of documentation presented by my employees for Form I-9. You must enter exactly eight alphanumeric characters (letters and numbers). The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. An employee may provide documentation to support his or her name change, but is not required to do so. In addition, special endorsements may be required if you or your company drivers will be driving any of the following vehicles: a truck with double or triple trailers a truck with a tank The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Forms I-9 should be retained for all current employees. E-Verify and Professional Employer Organizations (PEOs). A vertical driver's license or identification card will be issued to anyone under age 21. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. Then the Warning message #2 will appear letting you know that you must print Section 2. Regardless of requirements, its always recommended to retain supporting documentation. If you enter document information in List C column, you must enter document information in the List B column as well. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. The Department of Homeland Security (DHS) has issued a temporary policy to allow employers to accept expired List B documents when completing the Form I-9 beginning May 1. If an employer fails to make a copy of a List A document (subject to photo match) and they identify this error during a self-audit, what should the employer do if the document is no longer available to copy? (Ex: U.S. . Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. Missing Alien Number or I-94 Number:Regardless of the type of identification documents presented, a non-citizen new hire must provide either an Alien (USCIS) Number or Form I-94 number. See how our solutions help you reduce risk, save time, and simplify compliance management. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Leave Section 3 blank. Enter N/A if there is not document number. A .gov website belongs to an official government organization in the United States. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. An exception exists for federal contractors. The employee or preparer or translator should draw a line through the incorrect information and enter the correct information or note the omitted information; Have the employee initial and date the correction or omitted information if able; and. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? Twitter. Leave payroll and taxes to the experts so you can focus on your business. So, Section 1 errors should be fixed by employees. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card Only if no other method is available should you fax the card to us. Claim hiring tax credits and optimize shift coverage. Following are some of the most common Form I-9 errors and how to correct them. The paroled entrepreneurs foreign passport and Form I-94, Arrival/Departure Record, bearing the same name as the passport and unexpired endorsement of the entrepreneurs parole (PE-1) are acceptable as a List A document. 109-13, 119 Stat. . Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. 231, 302-323 (2005)], which in part sets . Get familiar with the following lists of acceptable documents: Frequent mistakes found in I-9 form Section 2 include: Section 3 is also the responsibility of the employer and relates to re-verification of expired documents. Does your company use E-Verify? Our team of experienced sales professionals are a phone call away. Find quality candidates, communicate via text, and get powerful analytics. If the preparer and/or translator did not previously complete the preparer and/or translator certification block, he or she should: If the certification block was previously completed by a different preparer and/or translator: o Draw a line through the previous preparer and/or translator information; and I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. These fields help to ensure that the two pages of the employees Form I-9 remain together. This provides a quick reference that the cardholder is a minor. Document Number - Enter the List B document or receipt document number. Enter your expiration of commission date. To complete Form I-9 for on-campus employment, the F-1 student employee is only required to present an unexpired foreign passport and an I-94 indicating F-1 nonimmigrant status. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Last Name of the Employer or Authorized Representative Enter your full legal last name. A photograph must also be taken. On an EAD, the Card # is on the front. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. Read these case studies to see why. Notice that the form auto-populated the List A column with N/A only and not List C column fields. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Issuing Authority Enter the issuing authority of the List B document or receipt. The employer should attach a note to the employees Form I-9 explaining the discrepancy. (In some states, this may be legally required). A magnifying glass. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Issuing authority refers to any government agency or office that has the . One document matches the name entered in Section 1. L. No. Some states may place restrictive notations on their licenses. Yes, they have the authority to suspend a license. Only Certified copies of birth certificates that are photocopied are acceptable. Get the criteria to consider during your evaluation process. If an employee presents a U.S. passport card, Permanent Resident Card (Form I-551), or the Employment Authorization Document (Form I-766), you must copy the front and back of these cards. If you are using a computer, then use the drop-down menu to make a selection. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. You have only accepted unexpired identification documents from the list of, You will refer a foreign national employee directly to NAU, You will refer an employee who is a minor (under age 18) or an employee with disabilities and his/her parent, legal guardian or representative has completed Section 1 for them, please contact NAU. Paycors HR software modernizes every aspect of people management, which saves leaders time and gives them the powerful analytics they need to build winning teams. If you are using a computer to complete the form, you can click on the drop-down menu to select List B document and when you click on the same drop-down menu, the embedded USCIS instructions will display. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . Some List A documents (or acceptable document receipt) are combination of documents that must be presented together to be considered a List A document, such as a foreign passport together with Form I-94 containing an endorsement of the aliens nonimmigrant status. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. You did not specify which acceptable document(s) the employee may present to you. When does the 90-day validity period begin for an employee presenting a receipt for the application for the replacement of any lost, stolen, or damaged List A, List B, or List C document? Anyone who has never held a Hawaii driver's license or instruction permit, must apply in-person and provide documentary proof of legal name, date of birth, social security number, legal presence and Hawaii principal residence address. Last Reviewed/Updated: 07/06/2021 Was this page helpful? similarly all state has a Office from where ur passport gets printed after a clear Rep. The document is not acceptable if it has already expired. The front of the card contains a photo, fingerprint, and signature of the rightful holder. Drivers Age 75 or Older. Form I-9 Acceptable Documents | USCIS Home I-9 Central Form I-9 Acceptable Documents Form I-9 Acceptable Documents Employees must provide documentation to their employers to show their identity and authorization to work. You have physically examined each original unexpired document(s) presented by the employee. Errors or information missing from the I-9 form can delay the successful completion of a verification. However, if they prove that they now have the correct documentation and their status has been regularized, an employer can continue their employment, even if they originally provided false documentation. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. Issuing Authority Enter the issuing authority of the List C document or receipt. Policies|Privacy Policy|Data Security. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. The issuing authority is the specific entity that issued the document or receipt, including state agency and enter the state as part of the issuing authority. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) An I-9 is a form from the U.S. Citizen and Immigration Services agency that confirms the employee's identity and right to work in the United States. Please contact your campus HR office for assistance in completing the form. This page was not helpful because the content: Questions and Answers Related to COVID-19, Completing Section 1, Employee Information and Attestation, Completing Section 2, Employer Review and Attestation, Completing Section 3, Reverification and Rehires, Form I-9, Employment Eligibility Verification, Driver's License or ID card issued by a U.S. state or outlying possession, Citizens of the Republic of Marshall Islands, the Federated States of Micronesia, or the Republic of Palau admitted under a Compact of Free Association. Review our. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. An expired OPT EAD with an endorsed Form I-20 is also an acceptable List A document in the case of the F-1 OPT student with a pending STEM extension application. 1. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). In the case of a student, the Form I-94 and I-20 establish employment authorization. The following table provides a summary of the documents you can accept as the employer based on the citizenship option that employees selected when completing Section 1 of the Form I-9: Section 1 Citizenship Option. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. Required fields must be completed with either the information requested or N/A. (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. Employers must retain Forms I-9 for three years after the date of hire or one year after the date the individual's employment is terminated, whichever is later. The latest form was made mandatory on May 1, 2020. For instance, you may have forgotten to write down the expiration date of a drivers licensekeeping a copy of the license means this is only a technical, rather than substantive error, and youd avoid a penalty. tony dokoupil ex wife the bachelorette. Yes. List B Documents Issuing Authority Driver's License Learner's Permit . Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Is an unsigned Social Security card valid? Official websites use .gov (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Discrepancies that E-Verify employer must notate when participating in the IMAGE program. The issuing authority varies, even among the same types of documents. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. The issuing authority is the specific entity that issued the document or receipt, including state agency and enter the state as part of the issuing authority. You may not enter any special characters. After the retention period has expired you can purge these documents, but make sure to always get a second opinion, so youre never put in the position of having to explain to ICE why you accidentally purged the documents they are asking for. VALID FOR WORK ONLY WITH INS AUTHORIZATION You also may wish to attach a brief memo to Form I-9 stating the reason for the name discrepancy, along with any supporting documentation the employee provides. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address 9. 3. Be a Hero. There are three lists of documents. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? Payroll Form I-9 Section 2 Instructions. Along with the form, your new hire must show proof that confirms their identity and confirms . Enter N/A if there is no expiration date or enter the text as shown on the document if it has text rather than a date such as D/S (which means Duration of Status). The system used to generate and store the electronic Form I-9 also must comply with regulations found at 8 CFR 274a.2 (e)-(i). HR solutions purpose-built to help leaders create great places to work. Attract top talent, develop employees, and make better decisions with actionable data. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. If you are using a computer, you can click on the drop-down menus to select List C document and when you click on the same drop-down menu, the embedded USCIS instructions will display. If youre creating an immigration compliance policy, here are the questions you want to answer: Paycor is not a legal, tax, benefit, accounting or investment advisor. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. You must obtain an unexpired document and submit as soon as possible. Enter the document type (name), document number and document expiration date. In addition, copies of these documents must be made and retained. For former employees, they must be retained for 1 year from the date of termination or 3 years from the date of the original hire, whichever is later. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) NOT VALID FOR EMPLOYMENT We make E-Verify easy! Last Updated: December 20, 2022 | Read Time: 20 min. Document Title Enter the title of the List A document or receipt in this field. The preparer or translator should: Make the correction or note the omitted information or help the employee make the correction or note the omitted information. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. Full Name of List A Documents and List A Documents Abbreviations: List B Documents establish identity (only accept documents that bear a photograph because NAU participates in E-Verify). If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. See how were taking the right STEP toward inclusion and belonging. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. An employee may have several U.S. visas in his or her passport. An employer should attach an explanation of the changes made to an existing Form I-9 or the reason a new Form I-9 was completed, and sign and date the explanation. Missing Permanent Resident Card or Employment Authorization Document Number: In addition to the Alien Number, the Permanent Resident Card Document Number or Employer Authorization Document Number is also required for verification. This section will auto-populate if you are using a computer to complete the form. Is a state-issued temporary driver's license an acceptable List B document? An employee must fill in their: Employers must ensure that employees sign their name and date the form. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? Who is in charge of immigration compliance? Employees First Date of Employment Enter the employees employment start date that they should provide to you as a two-digit month, two-digit day and four-digit year (mm/dd/yyyy). How should I correct errors or omissions found on my employees Form I-9? Document Title Enter the title of the List C document or receipt in this field. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Submit the new hire for verification at that time. Both the size of fines and the number of inspections have risen fast in previous years. [PDF] Acceptable Documents and Issuing Authorities For Form I-9 Author: www.consumerdirectwa.com Post date: 14 yesterday Rating: 4 (394 reviews) Highest rating: 5 Low rated: 1 Summary: Mitigate risk with proactive payroll and tax alerts. We use a digital fax service so that we can see the form exactly as you send it. Initial and date the correction or omitted information next to the employees initials. You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them. Attach a note explaining why the changes were made. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. See more about I-9 compliance here. Employee termination dates and form retention dates. We help you stay updated on the latest payroll and tax regulations. U.S. Coast Guard Merchant Mariner Card U.S. Coast Guard Native American Tribal Document Native American Tribe from which the document was issued (Ex: Choctaw, Dakota Sioux, Navajo, etc.) You can download the current version from our home page at verifyi9.com. The issuing authority is the specific entity that issued the document or receipt, including state agency and enter the state as part of the issuing authority. Control costs and make every dollar count with reporting. As I-9 documents are kept on-site, rather than sent to the government, federal agents can only conduct an inspection in-person or by requiring that you send them evidence through certified mail. Employees who choose to enter their I-94 Admission Number on the Form I-9 should also enter theirforeign passport number and country of issuance. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. A. The payroll system you select is an important decision for your business. You may accept an unsigned Social Security card as long as the card reasonablyappears to be genuine and to relate to the person presenting it. Section 2 List. Tell us about your organization and what you want to accomplish and well recommend a custom solution. If you are using the computer, select the issuing authority form the drop-down menu. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social You'll need to fill in the employee's name in the second section, as well as their employment status. The best way to correct the form is to: An employer should not conceal any changes made on the Form I-9for example, by erasing text or using correction fluid, nor should the employer backdate the Form I-9. How to Complete Form I-9 with Examples. The employee is physically present at your place of business. What is my responsibility concerning the authenticity of document(s) presented to me? Vertical license and ID cards are currently used in 46 other states. You may use either common abbreviations for the document title or issuing authority, for example, "DL" for driver's license and "SSA" for Social Security Administration, or the suggestions in the form instructions. U.S. Passport or U.S. Passport Card . Any missing information could result in a violation. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. Employees must be allowed to present any valid combination of documents listed on Form I-9. Pro tip: write the company name and ID on the top of every document, in case they get separated. Acceptable documents that need to be re-verified: If an employee reveals that they do not have authorization to work or they have provided false documentation, their employment must be terminated. For example, in the United States, birth certificates are issued by the office of vital records from the state in which the individual was born. Reverification is triggered by the document with the earlier end date. Drive engagement and increase retention with talent development and continuous learning. The form will give you an error message if the Social Security Number does not match what the employee has entered in Section 1 (see image below). If the List B and List C document are acceptable, then do not ask for a List A document.