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Connect with new hires and make a lasting first impression. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Today's Date (mm/dd/yyyy) The examples below illustrate properly completed, printed I-9s for commonly presented document types. For NAU use only. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Can my employee leave any part of Section 1 of the Form I-9 blank? Incorrect I-9 Form:Form I-9 is available in English and Spanish. 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. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. Why Should I Hire an E Verify Employer Agent? Internal audits are the best way to determine your liability and uncover errors. 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). Reduce risk, save time, and simplify compliance management. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. School ID card with a photograph 6. 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. Employers may choose to scan and upload the original, signed forms to retain them electronically. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Section 3: Re-verification and Rehires This is the very last page of the Form I-9. What Is an I-9? Who Needs to Fill Out an I-9? | Ask Gusto An employer may not correct errors or omissions in Section 1. If not, your company could be sitting on a massive liability. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. issuing authority for driver's license i9 - ricepharmacy.com Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Paycors HR software modernizes every aspect of people management, which saves leaders time and gives them the powerful analytics they need to build winning teams. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. Full Name of List A Documents and List A Documents Abbreviations: List B Documents establish identity (only accept documents that bear a photograph because NAU participates in E-Verify). Secure .gov websites use HTTPS Receipts for documents are acceptable. When keeping documents, store them with I-9 itself, separate from personnel files. Official websites use .gov The form should be used for all new hires and rehires. General Information - Florida Highway Safety and Motor Vehicles PDF Issuing Authorities for I-9 Documents - University of Central Florida XII. List of Sample Documents | Office of Human Resources Forms I-9 should be retained for all current employees. (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. 1. DHS is proposing this process change become permanent. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. For Form I-9 purposes, you may accept these licenses. Regardless of requirements, its always recommended to retain supporting documentation. List B identity documents include driver's licenses and state ID cards. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. 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. COVID-19: FMS Updates Related to COVID-19. Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? 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. Paycors always in the news for innovation, hiring and more. PDF Employment Eligibility Verification USCIS Department of Homeland Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. 109-13, 119 Stat. Issuing Authority Enter the issuing authority of the List B document or receipt. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. I9 form samples: Driver's license and social security card 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. How should I correct errors or omissions found on my employees Form I-9? 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 . Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. A vertical driver's license or identification card will be issued to anyone under age 21. First Name of the Employer or Authorized Representative Enter your full legal first name. See more about I-9 compliance here. Commercial Driver's License Program | FMCSA Then the Warning message #2 will appear letting you know that you must print Section 2. On an EAD, the Card # is on the front. When is an employee required to use "N/A" in Section 1? Can we stop doing this? Can We Currently Accept Expired Documents for the I-9? The instructions state when an employee may use N/A or must use N/A. My new employee presented two documents to complete Form I-9, each containing a different last name. 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). On-campus employment is authorized until the completion of the student's course of study. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. PDF USCIS Form I-9 - Government of New Jersey NOT VALID FOR EMPLOYMENT info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). The employer should attach a note to the employees Form I-9 explaining the discrepancy. The Role Of An Issuing Authority There are two issuing authorities: the Ministry of Foreign Affairs, Ministry of Interiors, Mayor's Office, Immigration Department, etc., which verify documents and issue passports or travel documents directly to their citizens. 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. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Drive engagement with talent development and career management. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. E-Verify is a registered trademark of U.S. Department of Homeland Security. At USCIS, the Employment Authorization Document is known as Form I-766. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. The following table provides a summary of the documents you can accept as the employer based on the citizenship option that employees selected when completing Section 1 of the Form I-9: Section 1 Citizenship Option. 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. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. 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. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Hire skilled nurses and manage PBJ reporting. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . 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. This information is contained all in the spaces under "List B". Do not complete. Entering the visa number is optional. 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. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. Examples of Completed Form I-9 - Stanford University I-9 documents must be obtained from the relevant issuing body. If you are using the computer, select the issuing authority form the drop-down menu. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. Employers 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. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. Is an unsigned Social Security card valid? 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). If you are a AAA member, you may visit a AAA office to renew your driver's . Errors in Section 2 and Section 3 should be fixed by the employer and ideally the same person who received the documents and signed the certification. If you use a computer, List A column will auto-filled with N/A in each field. We use almost every bit of information from the form to complete the verification. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. No. 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. 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. 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 entered List A document(s), you must not enter document information in List B or List C columns. Employment Eligibility Document Title. Official websites use .gov Eliminate large down payments and end-of-year surprises. 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). 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. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. If your employee is under Age 18, please submit a work permit, HS diplomaor Stanford IDin addition to the Form I-9 documentsto remain in compliance. Do not backdate this field. Errors or information missing from the I-9 form can delay the successful completion of a verification. 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. So, Section 1 errors should be fixed by employees. Since 2007. If we experience continued problems reading your faxes, well let you know. Please contact your campus HR office for assistance in completing the form. Form I-9 Alert: Policy Allowing Expired Documents Scheduled to End - SHRM 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). 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. 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). Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. We use a digital fax service so that we can see the form exactly as you send it. Our popular webinars cover the latest HR and compliance trends. What Is Issuing Authority In Passport - Home - Johnny Holland If youre adding missing information, add your initials and the date in a different color ink. How to Fill Out an I-9 Form by Section [+ Video Instructions] Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? If information has been written in the wrong list (e.g., a Social Security number is in List B or a drivers license in List C) draw an arrow to the correct list and add initials and the date, again preferably in different color ink. 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. 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. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . Following are some of the most common Form I-9 errors and how to correct them. 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. List B Documents Issuing Authority Driver's License Learner's Permit . Paycors compliance solutions help ensure accurate filing and mitigate risk. Issuing authority refers to any government agency or office that has the power to issue a specific official document. Employees who choose to enter their I-94 Admission Number on the Form I-9 should also enter theirforeign passport number and country of issuance. Employers are not required to record information from the student's Form I-20 in Section 2. Last Name of the Employer or Authorized Representative Enter your full legal last name. (This should be a specific name, rather than just HR). Theres never been a better time to join. Looking for U.S. government information and services? Employers must use only the newest version of Form I-9. Initial and date the correction or omitted information. The document is not acceptable if it has already expired. 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. Does your company retain supporting documentation? 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. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. 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 I need to see a current DHS document? If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. Quick Reference for Form I-9 Acceptable Documents - HireRight Inc. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). We make E-Verify easy! Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Notice that the form auto-populated the List A column with N/A only and not List C column fields. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. Document Title Enter the title of the List C document or receipt in this field. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. What Does Issuing Authority Mean On A Job Application Document Number Enter the List A document or receipt document number. The document is not acceptable if it has already expired. The most common error is failing to complete the I-9 form. 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. Enter the employees name as it is listed on the employees Social Security Card. Enter N/A if there is not document number. You'll need to fill in the employee's name in the second section, as well as their employment status. 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. See how to turn frontline workers into leaders and face industry labor challenges. It is located in the south of Middle Franconia, 50 kilometres south of Nuremberg. Save time, pay employees from wherever you are, and never worry about tax compliance. 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). Document Title Enter the title of the List A document or receipt in this field. A citizen of the United States. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? 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. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. If you are using a computer, then use the drop-down menu to make a selection. A magnifying glass. 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. 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. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. PDF Issuing Authorities for I-9 Documents - University of Central Florida 12.2 List B Documents That Establish Identity | USCIS The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. 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.