If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Hire and retain staff with earned wage access. This section will auto-populate if you are using a computer to complete the form. Engage new hires with onboarding and control costs with timekeeping. 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). Both the size of fines and the number of inspections have risen fast in previous years. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. Employees may also use or ask for a preparer/translator to assist them in completing the form. Attract top talent, develop employees, and make better decisions with actionable data. The form must be accompanied by acceptable supporting I-9 documents. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) 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. How often do you conduct internal audits? Does Calif DMV have the authority to suspend driver's licenses? Looking for U.S. government information and services? Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. Yes. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. List B identity documents include driver's licenses and state ID cards. 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. A decision is expected by the end of 2023. 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. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Employees may present a single document from List A (unless they are an alien authorized to work) OR one document each from List B and List C. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. Receipts for documents are acceptable. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. If you use a computer, List A column will auto-filled with N/A in each field. Intuitive software to help pay employees accurately and on time. The document is not acceptable if it has already expired. For example, if an employee begins work on Monday, the employer should count Tuesday as Day 1 and count 90 days to determine the validity period of the receipt. Full Name of List C Documents and List C Documents Abbreviations: Additional Information The Additional Information box is located below the List B document area. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. Employers must use only the newest version of Form I-9. If not, your company could be sitting on a massive liability. Its time to be agents of change. The range of possible penalties is regularly increased and now stands at: If employers try to trick ICE, or ignore credible warnings, they risk serious fines. 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. 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. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. 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. If you use E-Verify, you should also attach the Work Authorization document. You must examine the document(s), and if they reasonably appear on their face to be genuine and to relate to the person presenting them, you must accept them. Making copies and keeping them can help your case in the event of an ICE inspection. Any missing information could result in a violation. (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. School ID card with a photograph 6. 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. 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. Join us at our exclusive partner conference. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Creating an official immigration compliance policy will help you act consistently and put you in the best possible position in the event of an unexpected Notice of Inspection from ICE. Document Number Enter the List A document or receipt document number. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented A letter from the Social Security Administration cannot be accepted. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. HR solutions purpose-built to help CFOs mitigate risk and control costs. Who is an issuing authority? 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. Paycors leadership brings together some of the best minds in the business. [15] 4 Add the date the employee began. Employers should attach a signed and dated explanation of the corrective action taken. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. The student is authorized to work until USCIS makes a decision on his or her application, but not more than 180 days from the date of the initial OPT EAD expiration date. Verify I-9 LLC. No. Employment Eligibility Document Title. NOT VALID FOR EMPLOYMENT 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). Today's Date (mm/dd/yyyy) Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. 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. A vertical driver's license or identification card will be issued to anyone under age 21. If you are using the computer, select the issuing authority form the drop-down menu. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. No. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). View our product demos to get a deeper dive into the technology. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. It must be completed within 3 business days of a hire (i.e., if an employee starts on a Monday, Section 2 must be completed by Thursday). For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. Learn more about our product bundles, cost per employee, plans and pricing. The size of penalties depends on several factors including company size and number of violations. Women who experienced belittling at work are now stepping up to fight microaggressions. Theres never been a better time to join. 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. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. 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. 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 . 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. Do I need to see a current DHS document? Plan, manage, and execute pay increases and rewards. For hard copy form, review the document thoroughly to obtain the issuing authority. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Customers over the age of 75 seeking a REAL ID or a Standard driver's license or ID card may begin their application online at mass.gov/rmv but must present official required documentation in person to complete the renewal or issuance process. The Department encourages all eligible customers to conduct their driver license services online. Issuing authority refers to any government agency or office that has the power to issue a specific official document. Incorrect I-9 Form:Form I-9 is available in English and Spanish. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. Read these case studies to see why. The instructions state when an employee may use N/A or must use N/A. The penalties for I-9 violations have recently increased. The documents individually do not qualify. Since its creation in 1986, new I-9 forms tend to be issued every several years. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. See our vetted tech & services alliances. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. Yes. The Warning message #1 will appear letting you know that the form will be check to ensure that each field in Section 2 is filled out (see image below). A magnifying glass. The examples below illustrate properly completed, printed I-9s for commonly presented document types. Enter the visa number exactly as it appears on the document. See whats new today. Yes. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment 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. 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 . The document number is an 8 or 10 digit alphanumeric number found either on the back of the license or lower right hand corner (depending on the year of your license). 3. Document Title Enter the title of the List A document or receipt in this field. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Telephone number and email address fields are optional. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. Review our. Can we stop doing this? . (In some states, this may be legally required). My new employee presented two documents to complete Form I-9, each containing a different last name. The new card is a credit card type document. Eliminate large down payments and end-of-year surprises. Verifies that and employee is authorized to work in the United States. Why Should I Hire an E Verify Employer Agent? First Name of the Employer or Authorized Representative Enter your full legal first name. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. To meet the reverification requirements, the employee may present any document of his or her choice from List A or List C. If the document that the employee chooses to present consists of a combination of documents (e.g., foreign passport with Form I-94 indicating the employee's nonimmigrant classification that is work authorized incident to status for a specific employer), then all documents must be recorded in Section 3. Payroll Form I-9 Section 2 Instructions. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. The Driver Services Division is responsible for testing and issuing driver licenses as well as offering voter registration and issuance of driving records Change of Address If your residence address changes, even if you have not physically relocated, you are required by state law to notify the Department of Safety and Homeland Security within . When is an employee required to use "N/A" in Section 1? Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. Document Title Enter the title of the List C document or receipt in this field. Get the criteria to consider during your evaluation process. 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). 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. Who is in charge of your Form I-9 Retention Policy? Required fields must be completed with either the information requested or N/A. 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? Form I-797C, Notice of Action, which is mailed to the employee by USCIS is an acceptable receipt to acknowledge that an application for a replacement EAD has been submitted. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. 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. Proof of insurance. This policy is intended to account for the fact that many people are unable to renew their driver's licenses or state ID cards at this time due to stay-at-home orders. 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. For a hard copy form, it is important to know the full name of the List A document so that you enter the correct List A document abbreviations (see list on page 4). Submit the new hire for verification at that time. 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). 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 may accept a document with a different name than the name entered in Section 1 provided that you resolve the question of whether the document reasonably relates to the employee. COVID-19: FMS Updates Related to COVID-19. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . The form auto-populated the List A column fields with N/A. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was Employees must be allowed to present any valid combination of documents listed on Form I-9. For example, in the United States, 3.4.0 Completing Section 2 of Form I-9 - USCIS Author: www.uscis.gov Post date: 11 yesterday Rating: 1 (643 reviews) Highest rating: 4 Low rated: 1 Summary: 4. Our team of experienced sales professionals are a phone call away. Form I-9 is required by the Department of Homeland Security. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Can my employee leave any part of Section 1 of the Form I-9 blank? When keeping documents, store them with I-9 itself, separate from personnel files. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. They are the issuing authority and responsible for issuing a license. Foreign Passports Incorrectly Described:You may accept a foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. 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. How can I add an electronic signature field to Form I-9? The issuing authority varies, even among the same types of documents. See more about I-9 compliance here. 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.) Does this card need to be reverified? o Enter the new preparer and/or translator information (and indicate for corrections). I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. Claim hiring tax credits and optimize shift coverage. 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. 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). Does your company use E-Verify? Be a Hero. Initial and date the correction or omitted information next to the employees initials. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. 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 Online Driver's License Renewal You can renew your license online by accessing the Alabama Online Driver License Issuance page through the Alabama Law Enforcement Agency website. 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. Is an unsigned Social Security card valid? $56.25 to purchase class "B" license. Seeing is believing. HR solutions purpose-built to help leaders create great places to work. It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . An official website of the U.S. Department of Homeland Security, An official website of the United States government. If youre adding missing information, add your initials and the date in a different color ink. The confirmation receipt printed from the USCIS website states that it is not a receipt notice and cannot be used as evidence of a pending application. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. If you are using a computer, then use the drop-down menu. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). Policies|Privacy Policy|Data Security. When there are multiple errors, its best to complete a new form and attach it to the old copy. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. 109-13, 119 Stat. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. 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. Who is in charge of immigration compliance? If you are using the computer, select the issuing authority form the drop-down menu. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. On an EAD, the Card # is on the front. If you have questions about completing the documents, or if you just want to check to be sure theyve been completed correctly, please contact NAU Human Resources by emailing [email protected] or calling (928) 523-2223. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . Address the varying challenges of women and together be a champion for business growth. 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). There are three lists of documents. The good news is, HR teams arent expected to be detectives. Enter the document type (name), document number and document expiration date. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . [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: 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. If the employee provides a Social Security card, it must be unrestricted. Hire skilled nurses and manage PBJ reporting. 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 document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. E-Verify and Professional Employer Organizations (PEOs). Military dependent's ID card 7. If the same employee begins work on Monday but does not provide the receipt to complete Section 2 until Thursday, the employer should still count Tuesday as Day 1 and count 90 days to determine the validity period of the receipt. This is the date that DHS uses to determine whether or not the form was timely submitted. Mitigate risk with proactive payroll and tax alerts. It indicates, "Click to perform a search". We use almost every bit of information from the form to complete the verification. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. If you entered List A document(s), you must not enter document information in List B or List C columns. The employer should complete a fresh I-9 with the new documents and attach it to the old Form I-9 , with a signed and dated explanation. An employee may have several U.S. visas in his or her passport. If you enter document information in List C column, you must enter document information in the List B column as well. Who should be contacted in the event of an ICE Notice of Inspection? This means youll always be informed of any inspection and youll have at least 3 days to produce documents. 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. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. For a hard copy form, it is important to know the full name of the List A document so that you enter the correct List A document abbreviations (see list on page 6). Entering the visa number is optional. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. *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. This information is contained all in the spaces under "List B". Form I-94, in combination with Form I-20 is an acceptable List C #7 document. This date can be used as the date by which the employers should reverify the student's employment authorization and should be entered by the employee in Section 1. Some states may place restrictive notations on their licenses. Let an experienced and knowledgeable professional manage your E-Verify participation. Contact NAU HR if you have questions on what type of information to enter. You may verify new hires who were hired on the date that you enrolled.