Attach a note explaining why the changes were made. Learn a lot in a little bit of time with our HR explainers. Receipts for documents are acceptable. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. VALID FOR WORK ONLY WITH INS AUTHORIZATION Instruct the new hire to present the SS card when he/she receives it. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. mhhauto registration code How can I add an electronic signature field to Form I-9? If you dont have time to watch the full webinar, weve put together these I-9 FAQs leaders need to know now to ensure employees fill out the I-9 form correctly. Driver's license issued by a Canadian government authority 3. HR solutions purpose-built to help leaders create great places to work. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. The most common error is failing to complete the I-9 form. An H-1B employee who is verifying continued H-1B employment authorization may choose to present his or her Form I-94 as List C #7 document. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: Leave payroll and taxes to the experts so you can focus on your business. The form should be used for all new hires and rehires. This section will auto-populate if you are using a computer to complete the form. Social Security cards are issued by the United States Social Security Administration ("SSA"). We make E-Verify easy! An exception exists for federal contractors. 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. Can an F-1 student engaged in OPT, STEM, or off-campus employment other than curricular practical training present Form I-94 and Form I-20 as List C document during reverification? Section 1 of the I-9 must be completed by the employee on or before their first day of employment. The International Driving Permit, accepted in over 150 countries outside the United States, is a legal identification document that translates United States driver license information into 10 foreign languages. Some states may place restrictive notations on their licenses. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Pay employees from any location and never worry about tax compliance. No entry should be made in List A column. Permanent Resident Card or Alien Registration Receipt Card (Form I-551) Foreign passport with with Arrival/Departure Record (Form I-94) Passport from the Federated States of Micronesia (FSM) or . Is a state-issued temporary driver's license an acceptable List B document? 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. Submit the new hire for verification at that time. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. A receipt for a new Social Security card is an acceptable document, but the new card must be shown within 90 days, Fill in document title and number, issuing authority and expiration date in List A or Lists B and C, Certify examination of document(s) with signature, name of company rep and company information, Failure to complete List A or Lists B and C, Failure of company representative to sign Section 2, Failure to complete and sign form by 3 days after first day of employment, Over-documentation (e.g., completing List C despite a satisfactory List A). Employment Eligibility Document Title. On-campus employment is authorized until the completion of the student's course of study. An employer may not correct errors or omissions in Section 1. Click the Click to Finish button at the bottom of the form. They can . All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. Issuing Authorities vary, even among the same types of documents. Get the criteria to consider during your evaluation process. Last Reviewed/Updated: 07/06/2021 Was this page helpful? Can I accept the document with the different name? Issuing Authority Driver's License Learner's Permit State from which the Driver's License was issued (Ex: State of Florida, State of California, State of Pennsylvania, etc.) Affix your unexpired stamp/seal in the space provided. If you use a computer, List A column will auto-filled with N/A in each field. Do not complete. "List B documents are identity documents for I-9 purposesfor example, a common List B document is a driver's license," said Jorge Lopez, an attorney in the Miami office and chair of the Global . Your access of this information does not create an agency or other business relationship where one does not already exist. Manage all employee tasks and documents in one place. Read these case studies to see why. If you entered List A document(s), you must not enter document information in List B or List C columns. Most drivers must obtain a commercial driver's license (CDL) through their home State (it is illegal to have a license from more than one State). The latest form was made mandatory on May 1, 2020. Please complete, sign stamp/seal The NAU NOTARY PUBLIC FORM (last page of this packet) with your unexpired notary stamp and return it to the NAU employee so that they may send it to us with the Form I-9 and the photocopies of the employment documentation as well. 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. It indicates, "Click to perform a search". Contact NAU HR if you have questions on what type of information to enter. Join us at our exclusive partner conference. Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. No. Initial and date the correction or omitted information next to the employees initials. 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 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. Twitter. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. This could be a combination of letters and numbers, but no symbols or hyphens. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Organize your team, manage schedules, and communicate info in real-time. Since 2007. This article lists the most common issues and problems related to the completion and submission of the I-9 form. Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. If the document(s) do not reasonably appear on their face to be genuine or to relate to the person presenting them, you must not accept them. Well help reduce costs & mitigate risks. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Document Title Enter the title of the List B document or receipt in this field. Theres never been a better time to join. 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. View our product demos to get a deeper dive into the technology. Leverage AI to automate sourcing and increase candidate diversity. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. 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. Paycors compliance solutions help ensure accurate filing and mitigate risk. This verification confirms an employee's eligibility to work in the United States. Share sensitive information only on official, secure websites. To do otherwise could be an unfair immigration-related employment practice. The issuing authority is the specific entity that issued the document or receipt. A .gov website belongs to an official government organization in the United States. 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. Why Should I Hire an E Verify Employer Agent? See our vetted tech & services alliances. Employers in the United States and other U.S. territories may use the Spanish version as a translation guide for Spanish-speaking employees, but the English version must be completed and retained in the employers records. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C 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. Claim hiring tax credits and optimize shift coverage. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). They are the issuing authority and responsible for issuing a license. If you are using the computer, select the issuing authority form the drop-down menu. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) If an employee presented a Form I-94 with an unexpired refugee admission stamp as a receipt, before the end of 90 days, the employee must present either an Employment Authorization Document or a combination of a List B document and an unrestricted Social Security card. If youre adding missing information, add your initials and the date in a different color ink. Employees may also use or ask for a preparer/translator to assist them in completing the form. All minors under 18 years of age who are employed in the state of California are subject to California's child labor protections and must have a permit to work. If the employee provides a Social Security card, it must be unrestricted. tony dokoupil ex wife the bachelorette. Largest city and the administrative center . On an EAD, the Card # is on the front. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. In addition to basic identification info, note the following special circumstances: Section 2, Describing the Identification Documents:You must record in Section 2 a complete description of the identification documents presented by the new hire. Then the Warning message #2 will appear letting you know that you must print Section 2. When is an employee required to use "N/A" in Section 1? 3. Document Number Enter the List A document or receipt document number. 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. 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. One document matches the name entered in Section 1. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. Check out this guided tour to see for yourself how our platform works. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. You must obtain an unexpired document and submit as soon as possible. Beginning May 7, 2025, a Real ID-compliant driver's license, permit, or identification card will be required to board commercial airplanes or enter certain federal facilities. 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. Hire skilled nurses and manage PBJ reporting. You can find instructions for creating a digital image in the Client area of our web site. Secure .gov websites use HTTPS Can an F-1 student eligible for on-campus employment or curricular practical training present a List B document, such as a driver's license or school ID, along with a Form I-94 and Form I-20 as a List C document when completing Form I-9? The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. You can download the current version from our home page at verifyi9.com. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. 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 Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. Duplicate Driver's License or ID Card. 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. Enter the visa number exactly as it appears on the document. In arecent Paycor webinar on Form I-9 compliance,HR = expert Becky Becker gave attendees great insights into the risks facing employers who dont pay enough attention to their employment eligibility verification obligations. 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. If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. Employers must use only the newest version of Form I-9. The Department encourages all eligible customers to conduct their driver license services online. Track critical documentation and control labor expenses. Section 3: Re-verification and Rehires This is the very last page of the Form I-9. U.S. Passport or U.S. Passport Card . Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. You must enter exactly eight alphanumeric characters (letters and numbers). When completing section II of the I-9 Form, the employer must record the proper "issuing authority" of the document (s) provided by the employee. If you are using a computer, then use the drop-down menu to make a selection. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. Seeing is believing. The good news is, HR teams arent expected to be detectives. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Employees needing assistance to correct or enter omitted information in Section 1 can have a preparer and/or translator help with the correction or omitted information. Employers may choose to scan and upload the original, signed forms to retain them electronically. 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. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. Employment authorization extension for Temporary Protected Status beneficiaries, etc. Making copies and keeping them can help your case in the event of an ICE inspection. 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. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Reduce labor spend, manage overtime, and maximize productivity across your workforce. Enter N/A if there is not document number. 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. To protect your privacy, please do not include any personal information in your feedback. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. My new employee presented two documents to complete Form I-9, each containing a different last name. 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. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Gather and convert employee feedback into real insights. Can my employee leave any part of Section 1 of the Form I-9 blank? For expert explanations of labor laws and Cal/OSHA regulations, not legal counsel for specific situations, call (800) 348-2262 or submit your question at www. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. 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 Part A: Fill in the employee's name if it includes a name change that is different from Section 1 of the form (i.e., marriage and divorce with a name change). What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? Paycors leadership brings together some of the best minds in the business. Document Number Enter the List B document or receipt document number. Therefore, you may choose to begin or end the practice of keeping copies of documents at any time, as long as you do so for all employees, regardless of national origin or citizenship status, or you may be in violation of anti-discrimination laws. Mitigate risk with proactive payroll and tax alerts. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. The front of the card contains a photo, fingerprint, and signature of the rightful holder. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. A photograph must also be taken. $66.25 to purchase class "A" license. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . E-Verify is a registered trademark of U.S. Department of Homeland Security. The document is not acceptable if it has already expired. Receipt(s) for lost, stolen or damaged document(s) are acceptable. For NAU use only. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. When prompted to select which List B and C documents the employee presented, select "Driver's license or ID card issued by a U.S. state or outlying possession" when an employee has presented a U.S . 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 a hard copy form, it is important to know the full name of the List C document so that you enter the correct List C document abbreviations (see list on page 8). An employee may provide documentation to support his or her name change, but is not required to do so. 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. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . Indiana residents who have not already made application for a Real ID should do so during their next renewal. Employee Info from Section 1 Enter the employees Last Name (Family Name), First Name (Given Name), Middle Initial (enter N/A if no middle initial) and Citizenship/Immigration Status (1, 2, 3, or 4) exactly as what the employee has entered in Section 1. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Review our. Reverification is triggered by the document with the earlier end date. We are NOT the E-Verify program nor any government agency. List B Documents Issuing Authority Driver's License Learner's Permit : State from which the Driver's License was issued (Ex: State of Florida, State of California, State of Pennsylvania, )etc. Document Number - Enter the List B document or receipt document number. For more information click, USCIS Instructions for Form I-9. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. This way, you wont need to worry about an ICE Notice of Inspection. Enter N/A if there is not document number. 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). Usually, this section will be left blank. 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. E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. Proof of insurance. If your employee is under Age 18, please submit a work permit, HS diplomaor Stanford IDin addition to the Form I-9 documentsto remain in compliance. (This should be a specific name, rather than just HR). Review, reimburse, and report on employee expenses in one location. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. Ensure the note is signed and dated. If information has been written in the wrong list (e.g., a Social Security number is in List B or a drivers license in List C) draw an arrow to the correct list and add initials and the date, again preferably in different color ink. List A Documents Issuing Authority U.S. Passport The issuing authority will be listed on the lower right of the photo page in the passport. 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. Enter N/A if there is no expiration date. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Do not backdate this field. Forms I-9 should be retained for all current employees. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. In the example below, the employee has presented a U.S. Passport and the form auto-populated the List B and List C columns with N/A along with the extra fields under List A column. Issuing Authority Enter the issuing authority of the List C document or receipt. Transform open enrollment and simplify the complexity of benefits admin. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. The Role Of An Issuing Authority There are two issuing authorities: the Ministry of Foreign Affairs, Ministry of Interiors, Mayor's Office, Immigration Department, etc., which verify documents and issue passports or travel documents directly to their citizens. 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 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. 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.
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