When the employer determines the document is unexpired, appears to be genuine, and relates to the employee, they must record the document title, document number, and expiration date, if any, in Section 3, then sign and date Section 3. Retain and coach your workforce with career planning. (In some states, this may be legally required). Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. If a Form I-9 was never completed or is missing, the current version of the Form I-9 should be completed as soon as possible. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Last Reviewed/Updated: 07/06/2021 Was this page helpful? Connect with new hires and make a lasting first impression. Control costs and make every dollar count with reporting. Gather and convert employee feedback into real insights. Do not complete. COVID-19: FMS Updates Related to COVID-19. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. This could trigger an investigation by the Immigrant & Employee Rights team within the Department of Justice as it may show the intent to discriminate, Dont ask job applicants to fill out an I-9 until an, Dont tell employees which documents to present (even if youre just trying to be helpful). No. They are the issuing authority and responsible for issuing a license. There are three lists of documents. Our popular webinars cover the latest HR and compliance trends. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. 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. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. The good news is, HR teams arent expected to be detectives. These fields help to ensure that the two pages of the employees Form I-9 remain together. If not, your company could be sitting on a massive liability. 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? Regardless of requirements, its always recommended to retain supporting documentation. It is not the same as the drivers license number. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. 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. VALID FOR WORK ONLY WITH INS AUTHORIZATION For more guidance on reverification and F-1 STEM OPT extensions and cap-gap for students, see the Guidance for Completing Form I-9 Handbook (PDF). The employee is physically present at your place of business. Can we stop doing this? Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Stanford University, Stanford, California 94305. https://fingate.stanford.edu/paying-people/resource/examples-completed-form-i-9, iProcurement - SmartMart Catalog Suppliers, List B: Driver's License + List C: Social Security Card, List B: Driver's License + List C: Birth Certificate, Passport from FSM or RMI, with Form I-94 (List A), List A: Foreign Passport + Form I-94 and an I-20, List A: Foreign Passport + Form I-94 and a DS-2019, List A: Foreign Passport + Form I-94 with TN/E/O/H-1B Status, List A: Employment Authorization Card (EAD Card). Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. Section 2 is a review of the documents the employee presents and must be signed. HR teams in manufacturing need to create career paths for their employees. Seeing is believing. Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. Errors in Section 2 and Section 3 should be fixed by the employer and ideally the same person who received the documents and signed the certification. Contact NAU HR if you have questions on what type of information to enter. List B Documents Issuing Authority Driver's License Learner's Permit . 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 This way, you wont need to worry about an ICE Notice of Inspection. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Organize your team, manage schedules, and communicate info in real-time. It is not an acceptable receipt for a lost EAD. Do I need to see a current DHS document? 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. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. 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? Vertical license and ID cards are currently used in 46 other states. The permit is valid for up to one year from the date of issue and must be accompanied by a valid United States driver license at all times. This provides a quick reference that the cardholder is a minor. Who is in charge of re-verification procedures for employees with Employment Authorization documents? A letter from the Social Security Administration cannot be accepted. 4 FORM I-9 FAQ 6/2016 Q: My employee's Employment Authorization Document (Form I-766) expired and the employee now wants to show me a driver's license (List B) and a Social Security card (List C). Paycors leadership brings together some of the best minds in the business. We use almost every bit of information from the form to complete the verification. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Along with the form, your new hire must show proof that confirms their identity and confirms . 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. *Unrestricted Social Security cards that are acceptable List C documents are only issued to: An official website of the U.S. Department of Homeland Security, An official website of the United States government, To protect your privacy, please do not include any personal information in your feedback. 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. Get real-time analytics to HR & Payroll data. List B identity documents include driver's licenses and state ID cards. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. $56.25 to purchase class "B" license. If you think this might mean you, dont panic. 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. Before parolees can work, they must apply for employment authorization. If we experience continued problems reading your faxes, well let you know. Increase engagement and inspire employees with continuous development. 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. You may leave the section blank or you may use this space to notate any additional information required for Form I-9 such as: Certification section it is imperative that you follow these last part of the instructions very carefully to prevent any liability for errors made on the Form I-9. L. No. Payroll Form I-9 Section 2 Instructions. Contact us today so we can learn more about your business. 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. 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. Attract top talent, develop employees, and make better decisions with actionable data. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Maximize training and development with personalized content. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. 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. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Additional documentation that certain non-immigrant employees may present. If you are using the computer, select the issuing authority form the drop-down menu. Enter the document(s) presented to you The employee is obligated under the law to present his/her original unexpired documents to show his/her identity and employment authorization in person within three business days of the employees employment start date. E-Verify is a registered trademark of U.S. Department of Homeland Security. Document Number Enter the List B document or receipt document number. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. Ensure the note is signed and dated. Enter N/A if there is no expiration date. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. Tell us about your organization and what you want to accomplish and well recommend a custom solution. 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). Policies|Privacy Policy|Data Security. When is an employee required to use "N/A" in Section 1? 109-13, 119 Stat. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. Employees must complete every applicable field in Section 1 of the Form I-9 with the exception of the fields requesting the employees' telephone number, e-mail address, and Social Security number. Receipt(s) for lost, stolen or damaged document(s) are acceptable. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. Enter N/A if there is not document number. 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 . 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. See how to turn frontline workers into leaders and face industry labor challenges. If you are a AAA member, you may visit a AAA office to renew your driver's . Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Errors or information missing from the I-9 form can delay the successful completion of a verification. If you enter document information in List C column, you must enter document information in the List B column as well. 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.) Do not shred previously retained copies of documents. Any conditions on the temporary driver's license, such as that the expired license must accompany the temporary driver's license for it to be valid, must be followed. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Click the Click to Finish button at the bottom of the form. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. The issuing authority varies, even among the same types of documents. We are NOT the E-Verify program nor any government agency. Were growing and want to hear from you. This requirement applies to every employee, full-, Employers with any employees working remotely. Twitter. 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. If that person no longer works for your company, its easiest to fill out a new I-9 (unless only a small change is required). You may verify new hires who were hired on the date that you enrolled. My new employee presented two documents to complete Form I-9, each containing a different last name. Who is in charge of your Form I-9 Retention Policy? Making copies and keeping them can help your case in the event of an ICE inspection. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). If you are using a computer, then use the drop-down menu to make a selection. Using a remote company representative, a trusted agent or lawyer, Allowing two remote employees to verify each others documents, Inviting remote employees for on-site training, For 1-9 paperwork violations in 2022, the penalties range, Missing Social Security number (if using E-Verify), List A (Documents that establish both identity and employer authorization), List B (Documents that establish identity), List C (Documents that establish employment authorization), Examine acceptable document(s) that establish the employees identity and employment eligibility, Not accept expired documents (although soon to be expiring documents are OK). Employee termination dates and form retention dates. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Forms I-9 should be retained for all current employees. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. An employee may have several U.S. visas in his or her passport. The examples below illustrate properly completed, printed I-9s for commonly presented document types. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Notice that the form auto-populated the List A column with N/A only and not List C column fields. Women who experienced belittling at work are now stepping up to fight microaggressions. An Employment Authorization Document (EAD) is an identification card that U.S. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. Last Name of the Employer or Authorized Representative Enter your full legal last name. [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:

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