Instruct the new hire to present the SS card when he/she receives it. Yes. Enter the document type (name), document number and document expiration date. 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. Who is in charge of re-verification procedures for employees with Employment Authorization documents? 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 See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . DHS is proposing this process change become permanent. How should I correct errors or omissions found on my employees Form I-9? An Employment Authorization Document (EAD) is an identification card that U.S. 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 examples below illustrate properly completed, printed I-9s for commonly presented document types. Forms I-9 should be retained for all current employees. 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. If you use E-Verify, you should also attach the Work Authorization document. 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 the List B and List C document are acceptable, then do not ask for a List A document. Reduce tedious admin and maximize the power of your benefits program. 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. See whats new today. Please contact your campus HR office for assistance in completing the form. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? The form must be accompanied by acceptable supporting I-9 documents. Part B: Fill in the new hire date. 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). Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. 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. We are NOT the E-Verify program nor any government agency. You have physically examined each original unexpired document(s) presented by the employee. You did not specify which acceptable document(s) the employee may present to you. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Are you keeping up with I-9 compliance requirements? In the case of a student, the Form I-94 and I-20 establish employment authorization. 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. 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). 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. Do not accept expired document(s). Do not shred previously retained copies of documents. Only if no other method is available should you fax the card to us. Share sensitive information only on official, secure websites. This is the date that DHS uses to determine whether or not the form was timely submitted. Issuing Authorities vary, even among the same types of documents. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . Claim hiring tax credits and optimize shift coverage. Since its creation in 1986, new I-9 forms tend to be issued every several years. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. 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. Internal audits are the best way to determine your liability and uncover errors. You must obtain an unexpired document and submit as soon as possible. A U.S. visa number, circled below, usually contains eight numeric characters. Indiana residents who have not already made application for a Real ID should do so during their next renewal. If you are a AAA member, you may visit a AAA office to renew your driver's . . Receipts for documents are acceptable. 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. Our popular webinars cover the latest HR and compliance trends. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). 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. Seeing is believing. Initial and date the correction or omitted information. It is not the same as the drivers license number. Reverification is triggered by the document with the earlier end date. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. You must enter exactly eight alphanumeric characters (letters and numbers). We make E-Verify easy! The form should be used for all new hires and rehires. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Then the Warning message #2 will appear letting you know that you must print Section 2. Document Number Enter the List A document or receipt document number. 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. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. The number consists of three letters followed by 10 numbers. This way, you wont need to worry about an ICE Notice of Inspection. 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. Stay up to date with the latest HR trends. The form auto-populated the List A column fields with N/A. Do not backdate this field. Looking for U.S. government information and services? Why Should I Hire an E Verify Employer Agent? Last Name of the Employer or Authorized Representative Enter your full legal last name. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). All rights reserved. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. Save time, pay employees from wherever you are, and never worry about tax compliance. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. Do I need to see a current DHS document? Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. The instructions state when an employee may use N/A or must use N/A. This information is contained all in the spaces under "List B". If you are using the computer, select the issuing authority form the drop-down menu. One document matches the name entered in Section 1. 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. They are the issuing authority and responsible for issuing a license. Manage all employee tasks and documents in one place. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Section 2 is a review of the documents the employee presents and must be signed. 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 . No, Form I-94 and Form I-20 do not establish employment authorization for reverification in the case of F-1 students seeking employment under optional practical training (OPT), STEM OPT extension, or off-campus employment based on severe economic hardship. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Eliminate the stress of ACA filing with streamlined reporting. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? This verification confirms an employee's eligibility to work in the United States. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Under 18 and Under 21 indicators display below the portrait. The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. Mitigate risk with proactive payroll and tax alerts. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Any inconsistency could imply discrimination. Its time to be agents of change. Who is in charge of your Form I-9 Retention Policy? Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. 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 front of the card contains a photo, fingerprint, and signature of the rightful holder. They can . The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Looking for U.S. government information and services? 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. On-campus employment is authorized until the completion of the student's course of study. 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. Can we stop doing this? Submit the new hire for verification at that time. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social The best way to correct the error is to have the employee: Draw a line through the incorrect information; Enter the correct or omitted information; and. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. We are an Employer Agent of the E-Verify program. Form I-9 is required by the Department of Homeland Security. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. No. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. free gym pass virgin active. Can my employee leave any part of Section 1 of the Form I-9 blank? Section 3: Re-verification and Rehires This is the very last page of the Form I-9. Employers should attach a signed and dated explanation of the corrective action taken. 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. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Last Updated: December 20, 2022 | Read Time: 20 min. My new employee presented two documents to complete Form I-9, each containing a different last name. If we experience continued problems reading your faxes, well let you know. Are election judges and poll workers exempt from completing Forms I-9 in accordance with U.S. Department of Justice memo dated Feb 18, 1988 signed by John R. Schroeder? 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. 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. 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. You may accept a driver's license if it contain a photograph or, if it does not contain a photograph, it includes identifying information such as name, date of birth, gender, height, eye color, and address. The issuing authority is the specific entity that issued the document(s). 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. Verify I-9 LLC. Employment authorization extension for Temporary Protected Status beneficiaries, etc. If you think this might mean you, dont panic. $66.25 to purchase class "A" license. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Answer (1 of 31): Issuing Authority is nothing but RPO(REGIONAL PASSPORT OFFICE) as, i am a resident of west bengal & my RPO is Kolkata, Azhar is a resident of telengana & his Issuing authority/RPO is HYDRABAD. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. Secure .gov websites use HTTPS 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. Issuing Authority Enter the issuing authority of the List C document or receipt. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. If you enter document information in List C column, you must enter document information in the List B column as well. Errors or information missing from the I-9 form can delay the successful completion of a verification. See our vetted tech & services alliances. [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: 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). Get the criteria to consider during your evaluation process. 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 employer may only correct errors made in Section 2 or Section 3 of the Form I-9. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was You can find instructions for creating a digital image in the Client area of our web site. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment 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. Intuitive software to help pay employees accurately and on time. 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). 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). 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. When keeping documents, store them with I-9 itself, separate from personnel files. These fields help to ensure that the two pages of the employees Form I-9 remain together. A photograph must also be taken. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. A citizen of the United States. 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). The new card is a credit card type document. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Get insights into your workforce to make critical business decisions. Document Number Enter the List B document or receipt document number. This is not a complete list of documents. An employer may not correct errors or omissions in Section 1. mhhauto registration code For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. 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. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. A decision is expected by the end of 2023. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. If you entered List A document(s), you must not enter document information in List B or List C columns. 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 . Document Number - Enter the List B document or receipt document number. View our product demos to get a deeper dive into the technology. 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. Lets create value across your portfolio. Additional documentation that certain non-immigrant employees may present. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. You'll need a valid credit card to pay the renewal fee, plus you'll need a printer available to print out your 30-day temporary license. Employment Eligibility Document Title. First Name of the Employer or Authorized Representative Enter your full legal first name. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. My company currently keeps copies of documentation presented by my employees for Form I-9. Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. Hire skilled nurses and manage PBJ reporting. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Contact us today so we can learn more about your business. Notice that the form auto-populated the List A column with N/A only and not List C column fields. This article lists the most common issues and problems related to the completion and submission of the I-9 form. Many people refer to the card as a work permit. A. 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 purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. What is my responsibility concerning the authenticity of document(s) presented to me? I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee. Required fields must be completed with either the information requested or N/A. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. Employee termination dates and form retention dates. 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. Incorrect I-9 Form:Form I-9 is available in English and Spanish. Review our. Any missing information could result in a violation. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). When there are multiple errors, its best to complete a new form and attach it to the old copy. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Policies|Privacy Policy|Data Security. Citizenship and Immigration Services website, arent required to review employees identity and authorization documentation in person, Turn Manufacturing Frontline Workers Into Leaders, Questions to Ask Before Purchasing a New Payroll System, Employers must not knowingly hire undocumented workers or continue to employ them after learning of their undocumented status, Employers must verify employment eligibility through Form I-9. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields (see in List C example below). "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 . COVID-19: FMS Updates Related to COVID-19. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. A refugee may use his or her unexpired Form I-94 as a receipt for a document establishing both employment authorization and identity for 90 days. How often you should complete an audit depends mostly on your company size. Enter the employees name as it is listed on the employees Social Security Card. What is your policy for working with outside contractors? Document Title Enter the title of the List C document or receipt in this field. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. In California and Oregon, employers are required to post notices for employees if there is an inspection. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. Does your company use E-Verify? 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. 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. 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 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. Document Title Enter the title of the List A document or receipt in this field. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Both the size of fines and the number of inspections have risen fast in previous years. Affix your unexpired stamp/seal in the space provided. E-Verify electronically compares information the employer enters from Form I-9 to records available to the Social Security Administration and the U.S. Department of Homeland Security.