If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. 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? If you are using a computer, then use the drop-down menu to make a selection. Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. You must enter exactly eight alphanumeric characters (letters and numbers). If the employee provides a Social Security card, it must be unrestricted. The form must be accompanied by acceptable supporting I-9 documents. Last Reviewed/Updated: 07/06/2021 Was this page helpful? Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented A U.S. visa number, circled below, usually contains eight numeric characters. A letter from the Social Security Administration cannot be accepted. 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. 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). Do not shred previously retained copies of documents. 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 real-time analytics to HR & Payroll data. Paycor has the right defenses in place to protect your data. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. Initial and date the correction or omitted information. 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. Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Leverage AI to automate sourcing and increase candidate diversity. Does this card need to be reverified? DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. Drivers Age 75 or Older. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. 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. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Driver's license issued by a Canadian government authority 3. 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 PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Gather and convert employee feedback into real insights. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. 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. Incorrect I-9 Form:Form I-9 is available in English and Spanish. Do not backdate this field. Can my employee leave any part of Section 1 of the Form I-9 blank? The document is not acceptable if it has already expired. Can we stop doing this? Duplicate Driver's License or ID Card. 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 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. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. Drivers of large and heavy vehicles (i.e. An employee may provide documentation to support his or her name change, but is not required to do so. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. What do I put for issuing authority? One document matches the name entered in Section 1. This could be a combination of letters and numbers, but no symbols or hyphens. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Many people refer to the card as a work permit. 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. You may not enter any special characters. An employer that made multiple errors in Section 2 or 3 of the form may redo the section(s) containing the errors on a new Form I-9, and attach it to the previously completed form. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. Transform open enrollment and simplify the complexity of benefits admin. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. Official websites use .gov 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 . Form I-9 Acceptable Documents | USCIS Home I-9 Central Form I-9 Acceptable Documents Form I-9 Acceptable Documents Employees must provide documentation to their employers to show their identity and authorization to work. If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. On-campus employment is authorized until the completion of the student's course of study. Track critical documentation and control labor expenses. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . If you are using a computer, then use the drop-down menu. Paycors compliance solutions help ensure accurate filing and mitigate risk. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. Then the Warning message #2 will appear letting you know that you must print Section 2. 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. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). You have physically examined each original unexpired document(s) presented by the employee. If you are using the computer, select the issuing authority form the drop-down menu. Twitter. If you are using the computer, select the issuing authority form the drop-down menu. Document Number Enter the List A document or receipt document number. Address the varying challenges of women and together be a champion for business growth. No. My new employee presented two documents to complete Form I-9, each containing a different last name. Drive engagement with talent development and career management. Well help reduce costs & mitigate risks. If an employer discovers an error or omission in Section 1 of an employees Form I-9, the employer should ask the employee to correct the error. 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. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? Issuing Authority Driver's License Learner's Permit State from which the Driver's License was issued (Ex: State of Florida, State of California, State of Pennsylvania, etc.) Military dependent's ID card 7. 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. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. 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. Issuing Authority Enter the issuing authority of the List C document or receipt. 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. 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. Women who experienced belittling at work are now stepping up to fight microaggressions. Connect with new hires and make a lasting first impression. See how our solutions help you reduce risk, save time, and simplify compliance management. Learn more about our product bundles, cost per employee, plans and pricing. Can I accept the document with the different name? 2023 Paycor, Inc | Refer Paycor | Privacy Policy | 1-800-501-9462 | The issuing authority is the specific entity that issued the document(s). mhhauto registration code No. What is my responsibility concerning the authenticity of document(s) presented to me? A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. HR teams in manufacturing need to create career paths for their employees. 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 . 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. Hire and retain staff with earned wage access. similarly all state has a Office from where ur passport gets printed after a clear Rep. List B identity documents include driver's licenses and state ID cards. Tell us about your organization and what you want to accomplish and well recommend a custom solution. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. Read these case studies to see why. If you are a AAA member, you may visit a AAA office to renew your driver's . Forms I-9 should be retained for all current employees. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. Secure .gov websites use HTTPS You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. School ID card with a photograph 6. After the retention period has expired you can purge these documents, but make sure to always get a second opinion, so youre never put in the position of having to explain to ICE why you accidentally purged the documents they are asking for. The examples below illustrate properly completed, printed I-9s for commonly presented document types. How often you should complete an audit depends mostly on your company size. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. It is not the same as the drivers license number. Who is in charge of immigration compliance? 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. Internal audits are the best way to determine your liability and uncover errors. Required fields must be completed with either the information requested or N/A. Join us at our exclusive partner conference. 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. The new card is a credit card type document. Telephone number and email address fields are optional. Reduce risk, save time, and simplify compliance management. Beware: If your company has an honesty policy, it should be applied consistently. The document number is an 8 or 10 digit alphanumeric number found either on the back of the license or lower right hand corner (depending on the year of your license). Initially a short-term measure, this change has since been extended through the end of July 2023. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. 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). To complete Form I-9 for on-campus employment, the F-1 student employee is only required to present an unexpired foreign passport and an I-94 indicating F-1 nonimmigrant status. So, Section 1 errors should be fixed by employees. 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. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. 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. Issuing authority refers to any government agency or office that has the . ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing Document Number Enter the List C document or receipt document number. 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. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Manage all employee tasks and documents in one place. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. 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. 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 visa number, also called a visa foil number, is a red number printed on the bottom right side of the document.