Increase engagement and inspire employees with continuous development. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. 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). 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. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . 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. 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 . 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. Verifies that and employee is authorized to work in the United States. A .gov website belongs to an official government organization in the United States. 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. If the employee is no longer working for the employer, the employer should attach to the existing form a signed and dated statement identifying the error or omission and explaining why corrections could not be made (e.g., because the employee no longer works for the employer). See our vetted tech & services alliances. HR solutions purpose-built to help leaders create great places to work. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Regardless of requirements, its always recommended to retain supporting documentation. The employee is physically present at your place of business. 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. 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. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Affix your unexpired stamp/seal in the space provided. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. Attract top talent, develop employees, and make better decisions with actionable data. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. 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. Do not shred previously retained copies of documents. Check out this guided tour to see for yourself how our platform works. Under 18 and Under 21 indicators display below the portrait. Transform open enrollment and simplify the complexity of benefits admin. Here is a quick reference for common documents: U.S. Passport. The issuing authority is the specific entity that issued the document(s). Employees must be allowed to present any valid combination of documents listed on Form I-9. 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. 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). 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. If you are using a computer, then use the drop-down menu to make a selection. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). Today's Date (mm/dd/yyyy) In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. 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. 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. Drive engagement with talent development and career management. Drivers of large and heavy vehicles (i.e. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. An employer may not correct errors or omissions in Section 1. A state-issued temporary driver's license is an acceptable Form I-9 List B document if it contains a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. Before parolees can work, they must apply for employment authorization. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. 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). Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Review our. If you are using the computer, select the issuing authority form the drop-down menu. This article lists the most common issues and problems related to the completion and submission of the I-9 form. Manage all employee tasks and documents in one place. If, however, you determine that the document with a different name does not reasonably appear to be genuine and to relate to her, you may ask her to provide other documents from the Lists of Acceptable Documents on Form I-9. Largest city and the administrative center . 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. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. Paycors leadership brings together some of the best minds in the business. U.S. Passport or U.S. Passport Card . Submission Pre-Dates Enrollment in E-Verify:You are not permitted to verify workers who were in your employ at the time that you signed the Memorandum of Understanding (MoU). This information is contained all in the spaces under "List B". Attach a note explaining why the changes were made. similarly all state has a Office from where ur passport gets printed after a clear Rep. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. Since its creation in 1986, new I-9 forms tend to be issued every several years. So, Section 1 errors should be fixed by employees. A U.S. visa number, circled below, usually contains eight numeric characters. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. If you are using a computer, then use 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. Employees may also use or ask for a preparer/translator to assist them in completing the form. Proof of insurance. HR solutions purpose-built to help CFOs mitigate risk and control costs. If you think this might mean you, dont panic. Enter N/A if there is no expiration date. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . Last Updated: December 20, 2022 | Read Time: 20 min. Employers must use only the newest version of Form I-9. 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? Can my employee leave any part of Section 1 of the Form I-9 blank? 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. 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. If you complete Section 2 using a computer, a selection in List A column will auto-fill all the fields in the List B and List C columns with N/A. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. 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). The issuing authority varies, even among the same types of documents. Enter N/A if there is not document number. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? View our product demos to get a deeper dive into the technology. Yes. 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. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. Reduce tedious admin and maximize the power of your benefits program. 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 We use almost every bit of information from the form to complete the verification. Enter the visa number exactly as it appears on the document. This provides a quick reference that the cardholder is a minor. Policies|Privacy Policy|Data Security. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. 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. See how to turn frontline workers into leaders and face industry labor challenges. Eliminate large down payments and end-of-year surprises. 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. 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 . If the employee provides a Social Security card, it must be unrestricted. You may use either common abbreviations for the document title or issuing authority, for example, "DL" for driver's license and "SSA" for Social Security Administration, or the suggestions in the form instructions. What is your policy for working with outside contractors? Looking for U.S. government information and services? 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. 109-13, 119 Stat. What do I put for issuing authority? Hire and retain staff with earned wage access. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . 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. 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). You can find instructions for creating a digital image in the Client area of our web site. 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? 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. Be a Hero. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. 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 A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. When keeping documents, store them with I-9 itself, separate from personnel files. Official websites use .gov 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. No. Since 2007. Review, reimburse, and report on employee expenses in one location. Gather and convert employee feedback into real insights. 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. Forms I-9 should be retained for all current employees. 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. What is the issuing authority of an ID? Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. An I-9 is a form from the U.S. Citizen and Immigration Services agency that confirms the employee's identity and right to work in the United States. Measures 8.5" x 11". Who is in charge of immigration compliance? In addition, copies of these documents must be made and retained. 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. trucks, buses, and tractor-trailers) or a vehicle of any size with at least 16 passengers (including the driver) or hazardous materials must have a commercial driver's license, commonly abbreviated as CDL.The minimum age for a commercial driver's license is generally 18 years old, but federal law requires commercial drivers to be at least 21 years of . Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. This requirement applies to every employee, full-, Employers with any employees working remotely. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Learn more about our product bundles, cost per employee, plans and pricing. 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. 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. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. (This should be a specific name, rather than just HR). Although we are very experienced in this area of E-Verify law and processes, the information herein is not legal advice, neither expressed nor implied. 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. Share sensitive information only on official, secure websites. If the preparer and/or translator who helped with a correction or noted omitted information completed the preparer and/or translator certification block when the employee initially completed the Form I-9, he or she should not complete the certification block again. We make E-Verify easy! (In some states, this may be legally required). Learn a lot in a little bit of time with our HR explainers. The issuing authority is the specific entity that issued the document or receipt. The "Additional Information" space is for Form I-9 notes, such as: 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. Initial and date the correction or omitted information next to the employees initials. 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. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. Receipts for documents are acceptable. If you enter document information in the List B column, you must also enter document information in the List C column as well. Submit the new hire for verification at that time. Organize your team, manage schedules, and communicate info in real-time. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. When does the 90-day validity period begin for an employee presenting a receipt for the application for the replacement of any lost, stolen, or damaged List A, List B, or List C document? Do not accept expired document(s). 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. mhhauto registration code Last Name of the Employer or Authorized Representative Enter your full legal last name. We are NOT the E-Verify program nor any government agency. Our team of experienced sales professionals are a phone call away. Find quality candidates, communicate via text, and get powerful analytics. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Since 2007. No entry should be made in List A column. 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. *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. 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 card that includes any of the following restrictions is not an acceptable List C document: COVID-19: FMS Updates Related to COVID-19. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. How should I correct errors or omissions found on my employees Form I-9? The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. When there are multiple errors, its best to complete a new form and attach it to the old copy. Why Should I Hire an E Verify Employer Agent? If you dont have time to watch the full webinar, weve put together these I-9 FAQs leaders need to know now to ensure employees fill out the I-9 form correctly. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). To protect your privacy, please do not include any personal information in your feedback. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. I-9 documents must be obtained from the relevant issuing body. List B Documents Issuing Authority Driver's License Learner's Permit . The examples below illustrate properly completed, printed I-9s for commonly presented document types. 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. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. It indicates, "Click to perform a search". Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Document Title Enter the title of the List C document or receipt in this field. Who is an issuing authority? Contact us today so we can learn more about your business. 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). Eliminate the stress of ACA filing with streamlined 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). Any inconsistency could imply discrimination. Control costs and mitigate risk with accurate timekeeping. Employment Eligibility Document Title. 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. Our customers are our heroes. The document is not acceptable if it has already expired. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? Receipt(s) for lost, stolen or damaged document(s) are acceptable. Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was Document Number - Enter the List B document or receipt document number. Seeing is believing. Engage new hires with onboarding and control costs with timekeeping. Twitter. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance.