Vertical license and ID cards are currently used in 46 other states. You have physically examined each original unexpired document(s) presented by the employee. On-campus employment is authorized until the completion of the student's course of study. The front of the card contains a photo, fingerprint, and signature of the rightful holder. 231, 302-323 (2005)], which in part sets . Document Number Enter the List B document or receipt document number. Last Reviewed/Updated: 07/06/2021 Was this page helpful? 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. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . For more information click, USCIS Instructions for Form I-9. Official websites use .gov In addition, copies of these documents must be made and retained. Paycor has the right defenses in place to protect your data. Stay up to date with the latest HR trends. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Receipts for documents are acceptable. 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. A decision is expected by the end of 2023. VALID FOR WORK ONLY WITH INS AUTHORIZATION 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. We are NOT the E-Verify program nor any government agency. Ensure the note is signed and dated. Do I need to see a current DHS document? Section 1 of the I-9 must be completed by the employee on or before their first day of employment. Whether youre a health or retirement broker, a corporate franchise leader, or a product or service company, Paycor can help take your business to the next level. Last Updated: December 20, 2022 | Read Time: 20 min. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Any inconsistency could imply discrimination. They can . A card that includes any of the following restrictions is not an acceptable List C document: In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. E-Verify and Professional Employer Organizations (PEOs). Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. (Ex: U.S. . Since 2007. Do not complete. If you think this might mean you, dont panic. Maximize training and development with personalized content. Secure .gov websites use HTTPS Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. So, Section 1 errors should be fixed by employees. Transform open enrollment and simplify the complexity of benefits admin. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. 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). Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. 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). Looking for U.S. government information and services? The number consists of three letters followed by 10 numbers. 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. Document Title Enter the title of the List C document or receipt in this field. By signing the Certification Section, you are attesting that you are the person that physically examined the above-named employees original documents in person; the document(s) listed above appear to be genuine and to relate to the above-named employee; and to the best of your knowledge, they employee is authorized to work in the United States. We are an Employer Agent of the E-Verify program. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Employees must be allowed to present any valid combination of documents listed on Form I-9. Document Number - Enter the List B document or receipt document number. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. Yes. [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: At USCIS, the Employment Authorization Document is known as Form I-766. 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? See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. A U.S. visa number, circled below, usually contains eight numeric characters. 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. The issuing authority is the specific entity that issued the document or receipt. 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). Track critical documentation and control labor expenses. 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. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. The form will give you an error message if the Social Security Number does not match what the employee has entered in Section 1 (see image below). Submit the new hire for verification at that time. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. 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. Payroll Form I-9 Section 2 Instructions. An exception exists for federal contractors. If the employee provides a Social Security card, it must be unrestricted. This information is contained all in the spaces under "List B". 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. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Do not backdate this field. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Citizenship and Immigration Services website. Accurate completion of Form I-9 is a key component of compliance. Our team of experienced sales professionals are a phone call away. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. 109-13, 119 Stat. Stay ahead of recruiting and hiring regulations. Looking for U.S. government information and services? 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. Document Number Enter the List A document or receipt document number. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Along with the form, your new hire must show proof that confirms their identity and confirms . Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. 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. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. Entering the visa number is optional. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. 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. No. List B Documents Issuing Authority Driver's License Learner's Permit . 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. 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. 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. Get real-time analytics to HR & Payroll data. By continuing to use this site, you are accepting our use of cookies. A .gov website belongs to an official government organization in the United States. "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 . 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. 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. How to Complete Form I-9 with Examples. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? However, an employee must enter his or her Social Security number if the employer participates in E-Verify. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. $56.25 to purchase class "B" license. DHS is proposing this process change become permanent. Gunzenhausen (German pronunciation: [ntsnhazn] (); Bavarian: Gunzenhausn) is a town in the Weienburg-Gunzenhausen district, in Bavaria, Germany.It is situated on the river Altmhl, 19 kilometres (12 mi) northwest of Weienburg in Bayern, and 45 kilometres (28 mi) southwest of Nuremberg.Gunzenhausen is a nationally recognized recreation area. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. This is the date that DHS uses to determine whether or not the form was timely submitted. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) How should I correct errors or omissions found on my employees Form I-9? Why Should I Hire an E Verify Employer Agent? Duplicate Driver's License or ID Card. If you enter document information in the List B column, you must also enter document information in the List C column as well. Since its creation in 1986, new I-9 forms tend to be issued every several years. Review, reimburse, and report on employee expenses in one location. Contact NAU HR if you have questions on what type of information to enter. See how were taking the right STEP toward inclusion and belonging. Since 2007. 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. 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. Instruct the new hire to present the SS card when he/she receives it. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? 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. 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 completing section II of the I-9 Form, the employer must record the proper "issuing authority" of the document (s) provided by the employee. Social Security cards are issued by the United States Social Security Administration ("SSA"). 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. 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). 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. Manage all employee tasks and documents in one place. 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. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Form I-9 is required by the Department of Homeland Security. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Save time, pay employees from wherever you are, and never worry about tax compliance. If you are using the computer, select the issuing authority form the drop-down menu. Eliminate large down payments and end-of-year surprises. [15] 4 Add the date the employee began. Some states may place restrictive notations on their licenses. 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. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. NOT VALID FOR EMPLOYMENT We use a digital fax service so that we can see the form exactly as you send it. 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. If you are a AAA member, you may visit a AAA office to renew your driver's . Claim hiring tax credits and optimize shift coverage. The penalties for I-9 violations have recently increased. Can my employee leave any part of Section 1 of the Form I-9 blank? Receipt(s) for lost, stolen or damaged document(s) are acceptable. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. Reduce tedious admin and maximize the power of your benefits program. We make E-Verify easy! Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Telephone number and email address fields are optional. 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). Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. If you are using a computer, then use the drop-down menu to make a selection. 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. Section 2 is a review of the documents the employee presents and must be signed. When keeping documents, store them with I-9 itself, separate from personnel files. The validity period begins on the employees first full day of employment and, in the case of reverification, it begins from the date reverification is required (in other words, when a document requiring reverification expires or the date employment authorization expires). When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. On an EAD, the Card # is on the front. Hire skilled nurses and manage PBJ reporting. Forms I-9 should be retained for all current employees. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. 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. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. Proof of insurance. The system used to generate and store the electronic Form I-9 also must comply with regulations found at 8 CFR 274a.2 (e)-(i). This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Gather and convert employee feedback into real insights. Read these case studies to see why. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? Does your company use E-Verify? It indicates, "Click to perform a search". HR teams in manufacturing need to create career paths for their employees. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). You should ensure that all fields name, date of birth, Social Security number, etc. are completed. The form auto-populated the List A column fields with N/A. 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. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Any other comments or notations necessary for the employers business process. An employer should attach an explanation of the changes made to an existing Form I-9 or the reason a new Form I-9 was completed, and sign and date the explanation. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? If the employee presents a U.S. passport, you must copy the front page and the back barcode page. You may ask if the employee has other documentation that would satisfy Form I-9. The employer should attach a note to the employees Form I-9 explaining the discrepancy. Can we stop doing this? Tell us about your organization and what you want to accomplish and well recommend a custom solution. The form should be used for all new hires and rehires. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social Both the size of fines and the number of inspections have risen fast in previous years. HR solutions purpose-built to help leaders create great places to work. 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. Enter your expiration of commission date. similarly all state has a Office from where ur passport gets printed after a clear Rep. This verification confirms an employee's eligibility to work in the United States. Hire and retain staff with earned wage access. During the reverification process, can an employee reuse the same work authorization document they originally presented as a List A or C document, as long as it is still valid? The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. 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). We help you stay updated on the latest payroll and tax regulations. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. You may verify new hires who were hired on the date that you enrolled. I-9 documents must be obtained from the relevant issuing body. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. 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. This way, you wont need to worry about an ICE Notice of Inspection. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. tony dokoupil ex wife the bachelorette. 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. What do I put for issuing authority? The examples below illustrate properly completed, printed I-9s for commonly presented document types. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: Your access of this information does not create an agency or other business relationship where one does not already exist. For NAU use only. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. 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. 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.