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Check out this guided tour to see for yourself how our platform works. How can I add an electronic signature field to Form I-9? (In some states, this may be legally required). Review our. Initial and date the correction or omitted information next to the employees initials. Employers who wish to implement an electronic Form I-9 with an electronic signature function may re-create a Form I-9 that includes such a function, as long as the resulting form is legible; there is no change to the name, content, or sequence of the data elements and instructions; no additional data elements or language are inserted; and the standards specified under 8 CFR 274a.2(e) through (i), as applicable, are met. If you enter document information in List C column, you must enter document information in the List B column as well. It is located in the south of Middle Franconia, 50 kilometres south of Nuremberg. 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. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. 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). I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. DHS regulations state that once you make copies of documents, you must retain them with the Forms I-9 or store them with the employee's records. Do not backdate this field. If you are using a computer, then use the drop-down menu. Policies|Privacy Policy|Data Security. On-campus employment is authorized until the completion of the student's course of study. 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. 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. Why Should I Hire an E Verify Employer Agent? Eliminate large down payments and end-of-year surprises. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. Drive engagement and increase retention with talent development and continuous learning. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. U.S. Passport or U.S. Passport Card . 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. Making copies and keeping them can help your case in the event of an ICE inspection. Be a Hero. Stay up to date with the latest HR trends. List B Documents Issuing Authority Driver's License Learner's Permit . Hire and retain staff with earned wage access. It is not the same as the drivers license number. 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). tony dokoupil ex wife the bachelorette. Secure .gov websites use HTTPS 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. 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. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. 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. 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). 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. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). Stay ahead of recruiting and hiring regulations. If you are using the computer, select the issuing authority form the drop-down menu. 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 HR.Contact@nau.edu or calling (928) 523-2223. Employers are not required to record information from the student's Form I-20 in Section 2. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Social Security cards are issued by the United States Social Security Administration ("SSA"). Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. You must obtain an unexpired document and submit as soon as possible. Largest city and the administrative center . A U.S. visa number, circled below, usually contains eight numeric characters. A vertical driver's license or identification card will be issued to anyone under age 21. The students expired OPT EAD, together with an endorsed Form I-20, are considered an acceptable List A documents for a student who is participating in OPT and whose F-1 status and employment authorization have been automatically extended as a result of a timely filed H-1B change of status petition (cap-gap). E-Verify is a registered trademark of U.S. Department of Homeland Security. We are NOT the E-Verify program nor any government agency. The instructions state when an employee may use N/A or must use N/A. 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. Employers may choose to scan and upload the original, signed forms to retain them electronically. A refugee's Department of State-issued Transportation Boarding Letter is an acceptable List B #2 identity document if it contains a photograph or identifying information (name, date of birth, gender, height, eye color and address) and appears to be genuine and to relate to the person presenting it. VALID FOR WORK ONLY WITH INS AUTHORIZATION If youre creating an immigration compliance policy, here are the questions you want to answer: Paycor is not a legal, tax, benefit, accounting or investment advisor. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Enter N/A if there is no expiration date. 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. Drive engagement with talent development and career management. Last Updated: December 20, 2022 | Read Time: 20 min. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. 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. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Errors or information missing from the I-9 form can delay the successful completion of a verification. The new card is a credit card type document. Who is in charge of re-verification procedures for employees with Employment Authorization documents? Ensure the note is signed and dated. Then the Warning message #2 will appear letting you know that you must print Section 2. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Issuing Authority Enter the issuing authority of the List C document or receipt. When is an employee required to use "N/A" in Section 1? 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. Does your company use E-Verify? You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. If not, your company could be sitting on a massive liability. Some states may place restrictive notations on their licenses. What is the issuing authority of an ID? Only Certified copies of birth certificates that are photocopied are acceptable. 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). Any other comments or notations necessary for the employers business process. Last Reviewed/Updated: 07/06/2021 Was this page helpful? Issuing Authority Enter the issuing authority of the List A document or receipt. If the List B and List C document are acceptable, then do not ask for a List A document. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. Who is an issuing authority? The best way to correct the form is to: An employer should not conceal any changes made on the Form I-9for example, by erasing text or using correction fluid, nor should the employer backdate the Form I-9. Leave payroll and taxes to the experts so you can focus on your business. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . A letter from the Social Security Administration cannot be accepted. Leave Section 3 blank. 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). 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). Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. Form I-9 is required by the Department of Homeland Security. 109-13, 119 Stat. 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. HR teams in manufacturing need to create career paths for their employees. It indicates, "Click to perform a search". If you are using a computer, then use the drop-down menu to make a selection. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. These fields help to ensure that the two pages of the employees Form I-9 remain together. 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. If you are a AAA member, you may visit a AAA office to renew your driver's . Does your company retain supporting documentation? This article lists the most common issues and problems related to the completion and submission of the I-9 form. Section 2 List. 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.) Its time to be agents of change. 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. 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. Along with the form, your new hire must show proof that confirms their identity and confirms . An employee may provide documentation to support his or her name change, but is not required to do so. Learn a lot in a little bit of time with our HR explainers. 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. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. Yes. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. See how our solutions help you reduce risk, save time, and simplify compliance management. You have physically examined each original unexpired document(s) presented by the employee. Let an experienced and knowledgeable professional manage your E-Verify participation. You'll need to fill in the employee's name in the second section, as well as their employment status. 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. Enter N/A if there is not document number. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. An Employment Authorization Document (EAD) is an identification card that U.S. Can my employee leave any part of Section 1 of the Form I-9 blank? 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? Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. 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 . We need you to attest to the following facts: List A Documents establish both identity and employment authorization. One document matches the name entered in Section 1. 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. 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). Measures 8.5" x 11". Connect with new hires and make a lasting first impression. Employees may present a single document from List A of Form I-9 or one document each from List B and List C. Employers may not specify what documents an employee must submit. Paycor delivers deep product functionality, standard integrations, and certified expertise in sales and service to meet the needs of the industries and organizations we serve. Following are some of the most common Form I-9 errors and how to correct them. Save time, pay employees from wherever you are, and never worry about tax compliance. 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. This verification confirms an employee's eligibility to work in the United States. Beginning May 7, 2025, a Real ID-compliant driver's license, permit, or identification card will be required to board commercial airplanes or enter certain federal facilities. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Paycors compliance solutions help ensure accurate filing and mitigate risk. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Reverification is triggered by the document with the earlier end date. 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. Here is a quick reference for common documents: U.S. Passport. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Before parolees can work, they must apply for employment authorization. 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. What is my responsibility concerning the authenticity of document(s) presented to me? 231, 302-323 (2005)], which in part sets . Build a great place to work where employees show up, make a difference and win together. 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. Do not shred previously retained copies of documents. 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 . The issuing authority is the specific entity that issued the document or receipt. See how to turn frontline workers into leaders and face industry labor challenges. The employer should attach a note to the employees Form I-9 explaining the discrepancy. Document Number Enter the List B document or receipt document number. For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. They can . This provides a quick reference that the cardholder is a minor. Get insights into your workforce to make critical business decisions. Organize your team, manage schedules, and communicate info in real-time. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. Enter N/A if there is not document number. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Employers may not specify what documents an employee must submit. Enter the visa number exactly as it appears on the document. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. 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. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. No. COVID-19: FMS Updates Related to COVID-19. How to Complete Form I-9 with Examples. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. 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. Yes No See whats new today. 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. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Manage all employee tasks and documents in one place. 3. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. Who is in charge of immigration compliance? Control costs and make every dollar count with reporting. *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. No entry should be made in List A column. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was 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. 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. If you enter document information in the List B column, you must also enter document information in the List C column as well. Click the Click to Finish button at the bottom of the form. Attach a note explaining why the changes were made. In addition to basic identification info, note the following special circumstances: Section 2, Describing the Identification Documents:You must record in Section 2 a complete description of the identification documents presented by the new hire. 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). No. 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? Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. So, Section 1 errors should be fixed by employees. 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 DHS is proposing this process change become permanent. 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. This page was not helpful because the content: Questions and Answers Related to COVID-19, Completing Section 1, Employee Information and Attestation, Completing Section 2, Employer Review and Attestation, Completing Section 3, Reverification and Rehires, Form I-9, Employment Eligibility Verification, Driver's License or ID card issued by a U.S. state or outlying possession, Citizens of the Republic of Marshall Islands, the Federated States of Micronesia, or the Republic of Palau admitted under a Compact of Free Association. Internal audits are the best way to determine your liability and uncover errors. "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 . The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Looking for U.S. government information and services? Document Number Enter the List A document or receipt document number. 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). 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. No. A decision is expected by the end of 2023. Maximize training and development with personalized content. 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). Section 3: Re-verification and Rehires This is the very last page of the Form I-9.