How can I add an electronic signature field to Form I-9? How to Complete Form I-9 with Examples. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Notice that the form auto-populated the List A column with N/A only and not List C column fields. NOT VALID FOR EMPLOYMENT 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 are using a computer to complete the form, you can click on the drop-down menu to select List B document and when you click on the same drop-down menu, the embedded USCIS instructions will display. If you are using the computer, select the issuing authority form the drop-down menu. Any inconsistency could imply discrimination. Does your company retain supporting documentation? What is the issuing authority of an ID? Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card This date can be used as the date by which the employers should reverify the student's employment authorization and should be entered by the employee in Section 1. tony dokoupil ex wife the bachelorette. Document Number Enter the List A document or receipt document number. 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. 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 . Affix your unexpired stamp/seal in the space provided. Retain and coach your workforce with career planning. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. 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. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. $66.25 to purchase class "A" license. 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. 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. 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). HR solutions purpose-built to help leaders create great places to work. Get insights into your workforce to make critical business decisions. School ID card with a photograph 6. 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. 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 provides a quick reference that the cardholder is a minor. Reduce tedious admin and maximize the power of your benefits program. 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. 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. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. If you think this might mean you, dont panic. We use almost every bit of information from the form to complete the verification. List B Documents 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. Here is a quick reference for common documents: U.S. Passport. Employment authorization extension for Temporary Protected Status beneficiaries, etc. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. 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 name, date of birth, gender, height, eye color, and address 9. 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. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. 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. Gather and convert employee feedback into real insights. You must enter exactly eight alphanumeric characters (letters and numbers). Leave payroll and taxes to the experts so you can focus on your business. A receipt for a new Social Security card is an acceptable document, but the new card must be shown within 90 days, Fill in document title and number, issuing authority and expiration date in List A or Lists B and C, Certify examination of document(s) with signature, name of company rep and company information, Failure to complete List A or Lists B and C, Failure of company representative to sign Section 2, Failure to complete and sign form by 3 days after first day of employment, Over-documentation (e.g., completing List C despite a satisfactory List A). This information is contained all in the spaces under "List B". 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. See whats new today. A letter from the Social Security Administration cannot be accepted. Required fields must be completed with either the information requested or N/A. We help you stay updated on the latest payroll and tax regulations. A vertical driver's license or identification card will be issued to anyone under age 21. 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). My new employee presented two documents to complete Form I-9, each containing a different last name. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. 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. 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? Enter N/A if there is not document number. Track critical documentation and control labor expenses. Both the size of fines and the number of inspections have risen fast in previous years. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. A U.S. visa number, circled below, usually contains eight numeric characters. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. 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. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Your access of this information does not create an agency or other business relationship where one does not already exist. 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. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Employers should attach a signed and dated explanation of the corrective action taken. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. See how to turn frontline workers into leaders and face industry labor challenges. Beware: If your company has an honesty policy, it should be applied consistently. Military dependent's ID card 7. Paycors compliance solutions help ensure accurate filing and mitigate risk. You also may wish to attach a brief memo to Form I-9 stating the reason for the name discrepancy, along with any supporting documentation the employee provides. Employers may not specify what documents an employee must submit. 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. 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. So, Section 1 errors should be fixed by employees. How should I correct errors or omissions found on my employees 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. 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. No. 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. The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. Learn a lot in a little bit of time with our HR explainers. Paycors always in the news for innovation, hiring and more. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. They are the issuing authority and responsible for issuing a license. A signature on the card is not required for the card to be valid. 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. On-campus employment is authorized until the completion of the student's course of study. (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. These fields help to ensure that the two pages of the employees Form I-9 remain together. For Form I-9 purposes, you may accept these licenses. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Be a Hero. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. 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. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. Today's Date (mm/dd/yyyy) 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 . In California and Oregon, employers are required to post notices for employees if there is an inspection. Some states may place restrictive notations on their licenses. 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). A Form I-94, Arrival/Departure Record, stamped with "parole" is not evidence of employment authorization and, therefore, is not an acceptable List C document. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. This is the date that DHS uses to determine whether or not the form was timely submitted. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? 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. An employee may provide documentation to support his or her name change, but is not required to do so. It is not the same as the drivers license number. Employers are not required to record information from the student's Form I-20 in Section 2. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Regardless of requirements, its always recommended to retain supporting documentation. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. Before parolees can work, they must apply for employment authorization. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. 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. What is your policy for working with outside contractors? Maximize training and development with personalized content. The latest form was made mandatory on May 1, 2020. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. If the employee provides a Social Security card, it must be unrestricted. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. 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. In the example below, the employee has presented a U.S. Passport and the form auto-populated the List B and List C columns with N/A along with the extra fields under List A column. Do not shred previously retained copies of documents. Ensure the note is signed and dated. 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. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. 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. The most common error is failing to complete the I-9 form. Form I-9 is required by the Department of Homeland Security. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. 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 keep the process in-house, make sure that the employee in charge of auditing your I-9 forms isnt the same one who filled them out in the first place. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. Does this card need to be reverified? The student is authorized to work until USCIS makes a decision on his or her application, but not more than 180 days from the date of the initial OPT EAD expiration date. If the employee provides a Social Security card, it must be unrestricted. They can . The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . 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. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. . 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. An employee may have several U.S. visas in his or her passport. 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. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. This verification confirms an employee's eligibility to work in the United States. You can find instructions for creating a digital image in the Client area of our web site. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. 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. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. If you are using the computer, select the issuing authority form the drop-down menu.
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