Issuing Authority Enter the issuing authority of the List C document or receipt. May a notary public or any authorized representative attach an attestation to Form I-9 instead of providing a signature in the signature block of Section 2? Document Number - Enter the List B document or receipt document number. If you think this might mean you, dont panic. However, if they prove that they now have the correct documentation and their status has been regularized, an employer can continue their employment, even if they originally provided false documentation. Today's Date (mm/dd/yyyy) 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. 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 . 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). The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. The payroll system you select is an important decision for your business. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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). 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. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Therefore, you may choose to begin or end the practice of keeping copies of documents at any time, as long as you do so for all employees, regardless of national origin or citizenship status, or you may be in violation of anti-discrimination laws. 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. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Ensure the note is signed and dated. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Whether the employee completes Section 1 of Form I-9 on the older version of Form I-9, the employer should complete Section 2 on the same version of the form, even if this occurs on or after the required start day for use of the new Form I-9. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Yes, they have the authority to suspend a license. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. Maximize training and development with personalized content. 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). Official websites use .gov The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. [15] 4 Add the date the employee began. Reduce tedious admin and maximize the power of your benefits program. What do I put for issuing authority? Only Certified copies of birth certificates that are photocopied are acceptable. The number consists of three letters followed by 10 numbers. E-Verify and Professional Employer Organizations (PEOs). If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. Join us at our exclusive partner conference. Employers may choose to scan and upload the original, signed forms to retain them electronically. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? See how our solutions help you reduce risk, save time, and simplify compliance management. When normal operations resume, employees who were. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. By continuing to use this site, you are accepting our use of cookies. Military dependent's ID card 7. In the case of a student, the Form I-94 and I-20 establish employment authorization. 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 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. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Leave Section 3 blank. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. Can an F-1 student engaged in OPT, STEM, or off-campus employment other than curricular practical training present Form I-94 and Form I-20 as List C document during reverification? When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. 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? This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. An Employment Authorization Document (EAD) is an identification card that U.S. If we experience continued problems reading your faxes, well let you know. We help you stay updated on the latest payroll and tax regulations. Retain and coach your workforce with career planning. 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. Specific I-9 documents can be issued to certain person categories. Find quality candidates, communicate via text, and get powerful analytics. A photograph must also be taken. 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. Some states may place restrictive notations on their licenses. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Who is in charge of re-verification procedures for employees with Employment Authorization documents? In some cases, a U.S. visa number contains one letter followed by seven numeric characters. 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.) Document Number Enter the List C document or receipt document number. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented What is my responsibility concerning the authenticity of document(s) presented to me? Any conditions on the temporary driver's license, such as that the expired license must accompany the temporary driver's license for it to be valid, must be followed. My new employee presented two documents to complete Form I-9, each containing a different last name. Usually, this section will be left blank. Mitigate risk with proactive payroll and tax alerts. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. 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. Stay up to date with the latest HR trends. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social You may verify new hires who were hired on the date that you enrolled. Accurate completion of Form I-9 is a key component of compliance. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) Verify I-9 LLC. Receipt(s) for lost, stolen or damaged document(s) are acceptable. Reduce labor spend, manage overtime, and maximize productivity across your workforce. Errors or information missing from the I-9 form can delay the successful completion of a verification. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. Driver's license issued by a Canadian government authority 3. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. 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. Telephone number and email address fields are optional. Employment authorization extension for Temporary Protected Status beneficiaries, etc. If you enter document information in List C column, you must enter document information in the List B column as well. This is not a complete list of documents. (In some states, this may be legally required). 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. Control costs and make every dollar count with reporting. 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. Well help reduce costs & mitigate risks. Enter your expiration of commission date. Proof of insurance. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. Along with the form, your new hire must show proof that confirms their identity and confirms . It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. Why Should I Hire an E Verify Employer Agent? Form I-9 is used to verify an individual's identity and eligibility to work. 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. Any inconsistency could imply discrimination. Engage new hires with onboarding and control costs with timekeeping. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. 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. Is an unsigned Social Security card valid? This way, you wont need to worry about an ICE Notice of Inspection. 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). Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. 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. To do otherwise could be an unfair immigration-related employment practice. How should I correct errors or omissions found on my employees Form I-9? 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. 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. 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. It must be completed within 3 business days of a hire (i.e., if an employee starts on a Monday, Section 2 must be completed by Thursday). If that person no longer works for your company, its easiest to fill out a new I-9 (unless only a small change is required). Enter the visa number exactly as it appears on the document. For example, in the United States, birth certificates are issued by the office of vital records from the state in which the individual was born. First Name of the Employer or Authorized Representative Enter your full legal first name. You should scan or digitally photograph the document and return the image to us for matching. The good news is, HR teams arent expected to be detectives. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. 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 A letter from the Social Security Administration cannot be accepted. You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them. Regardless of requirements, its always recommended to retain supporting documentation. When there are multiple errors, its best to complete a new form and attach it to the old copy. Form I-797C, Notice of Action, which is mailed to the employee by USCIS is an acceptable receipt to acknowledge that an application for a replacement EAD has been submitted. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Making copies and keeping them can help your case in the event of an ICE inspection. Since 2007. 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. It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . Who is in charge of your Form I-9 Retention Policy? 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. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. These fields help to ensure that the two pages of the employees Form I-9 remain together. Photo Matching Required:When an employee presents either a Permanent Resident Card (Form I-551), Employment Authorization Card (Form I-766) or Unexpired U.S. Passport for his or her Form I-9 documentation, we are required to match the photo on the document to the photo in DHS records. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Last Reviewed/Updated: 07/06/2021 Was this page helpful? Does Calif DMV have the authority to suspend driver's licenses? 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 .
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