Contact NAU HR if you have questions on what type of information to enter. By continuing to use this site, you are accepting our use of cookies. Organize your team, manage schedules, and communicate info in real-time. 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. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Employers may choose to scan and upload the original, signed forms to retain them electronically. We make E-Verify easy! 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. Following are some of the most common Form I-9 errors and how to correct them. Paycor delivers deep product functionality, standard integrations, and certified expertise in sales and service to meet the needs of the industries and organizations we serve. This could trigger an investigation by the Immigrant & Employee Rights team within the Department of Justice as it may show the intent to discriminate, Dont ask job applicants to fill out an I-9 until an, Dont tell employees which documents to present (even if youre just trying to be helpful). The document is not acceptable if it has already expired. 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. The good news is, HR teams arent expected to be detectives. 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. 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. Track critical documentation and control labor expenses. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. E-Verify is a registered trademark of U.S. Department of Homeland Security. Check out this guided tour to see for yourself how our platform works. 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. 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. Drive engagement and increase retention with talent development and continuous learning. similarly all state has a Office from where ur passport gets printed after a clear Rep. 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. Yes No 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. 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. Employment authorization extension for Temporary Protected Status beneficiaries, etc. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. This could be a combination of letters and numbers, but no symbols or hyphens. Paycors compliance solutions help ensure accurate filing and mitigate risk. 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. Any inconsistency could imply discrimination. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. Last Reviewed/Updated: 07/06/2021 Was this page helpful? How to Complete Form I-9 with Examples. Since 2007. The employee is physically present at your place of business. In California and Oregon, employers are required to post notices for employees if there is an inspection. 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. We use almost every bit of information from the form to complete the verification. Were growing and want to hear from you. 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? A decision is expected by the end of 2023. 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. 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 N/A if there is not document number. Review, reimburse, and report on employee expenses in one location. 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). If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Instruct the new hire to present the SS card when he/she receives it. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. No, Form I-94 and Form I-20 do not establish employment authorization for reverification in the case of F-1 students seeking employment under optional practical training (OPT), STEM OPT extension, or off-campus employment based on severe economic hardship. For more information click, USCIS Instructions for Form I-9. 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. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. 109-13, 119 Stat. 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. If you are a AAA member, you may visit a AAA office to renew your driver's . Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. Reduce risk, save time, and simplify compliance management. Our popular webinars cover the latest HR and compliance trends. The form will give you an error message if the Social Security Number does not match what the employee has entered in Section 1 (see image below). If you entered List A document(s), you must not enter document information in List B or List C columns. Yes, they have the authority to suspend a license. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Find quality candidates, communicate via text, and get powerful analytics. Transform open enrollment and simplify the complexity of benefits admin. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Enter the employees name as it is listed on the employees Social Security Card. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. If you are using a computer, then use the drop-down menu to make a selection. When normal operations resume, employees who were. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. "List B documents are identity documents for I-9 purposesfor example, a common List B document is a driver's license," said Jorge Lopez, an attorney in the Miami office and chair of the Global . LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was This is the date that DHS uses to determine whether or not the form was timely submitted. 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. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. A. Issuing authority refers to any government agency or office that has the power to issue a specific official document. See how our solutions help you reduce risk, save time, and simplify compliance management. Are you keeping up with I-9 compliance requirements? Employees must be allowed to present any valid combination of documents listed on Form I-9. Initial and date the correction or omitted information next to the employees initials. Verify I-9 LLC. Only Certified copies of birth certificates that are photocopied are acceptable. Required fields must be completed with either the information requested or N/A. Section 2 List. Since its creation in 1986, new I-9 forms tend to be issued every several years. 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. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). The "Additional Information" space is for Form I-9 notes, such as: VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. Can I accept the document with the different name? Employers are no longer allowed to accept expired List B documents for I-9 identity verification. Twitter. For a hard copy form, it is important to know the full name of the List C document so that you enter the correct List C document abbreviations (see list on page 8). The permit is valid for up to one year from the date of issue and must be accompanied by a valid United States driver license at all times. You'll need a valid credit card to pay the renewal fee, plus you'll need a printer available to print out your 30-day temporary license. Join us at our exclusive partner conference. 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. 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. See our vetted tech & services alliances. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. 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. (Ex: U.S. . The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. My company currently keeps copies of documentation presented by my employees for Form I-9. Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. Learn more about our product bundles, cost per employee, plans and pricing. 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. Employment Eligibility Document Title. What is my responsibility concerning the authenticity of document(s) presented to me? The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. 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. Section 2 is a review of the documents the employee presents and must be signed. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. 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. 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). Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. Some states may place restrictive notations on their licenses. 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. Who is in charge of immigration compliance? Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. 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. *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. $66.25 to purchase class "A" license. This article lists the most common issues and problems related to the completion and submission of the I-9 form. 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 . 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.) The form auto-populated the List A column fields with N/A. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. 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. Document Title Enter the title of the List B document or receipt in this field. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. The front of the card contains a photo, fingerprint, and signature of the rightful holder. 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. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. Mitigate risk with proactive payroll and tax alerts. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Identification Card . 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). Notice that the form auto-populated the List A column with N/A only and not List C column fields. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. Enter N/A if there is no expiration date. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . 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. Beginning May 7, 2025, a Real ID-compliant driver's license, permit, or identification card will be required to board commercial airplanes or enter certain federal facilities. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. First Name of the Employer or Authorized Representative Enter your full legal first name. 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. Connect with new hires and make a lasting first impression. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Part A: Fill in the employee's name if it includes a name change that is different from Section 1 of the form (i.e., marriage and divorce with a name change). Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. 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. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Employers may not specify what documents an employee must submit. Enter N/A if there is not document number. Attach a note explaining why the changes were made. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). Part B: Fill in the new hire date. Here is a quick reference for common documents: U.S. Passport. 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. 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. We are NOT the E-Verify program nor any government agency. 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). The penalties for I-9 violations have recently increased. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. 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. Enter your expiration of commission date. 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. 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. Today's Date (mm/dd/yyyy) Document Title Enter the title of the List C document or receipt in this field. 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). Policies|Privacy Policy|Data Security. An employee may provide documentation to support his or her name change, but is not required to do so. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. If you are using the computer, select the issuing authority form the drop-down menu. You can download the current version from our home page at verifyi9.com. Last Updated: December 20, 2022 | Read Time: 20 min. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Reduce labor spend, manage overtime, and maximize productivity across your workforce. Military dependent's ID card 7. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. Largest city and the administrative center . They are the issuing authority and responsible for issuing a license. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. 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. Driver's license issued by a Canadian government authority 3. Regardless of requirements, its always recommended to retain supporting documentation. Review our. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. Claim hiring tax credits and optimize shift coverage. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? Receipts for documents are acceptable. The latest form was made mandatory on May 1, 2020. 1. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. For instance, you may have forgotten to write down the expiration date of a drivers licensekeeping a copy of the license means this is only a technical, rather than substantive error, and youd avoid a penalty. Vertical license and ID cards are currently used in 46 other states. A photograph must also be taken. 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. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. A card that includes any of the following restrictions is not an acceptable List C document: A citizen of the United States. HR solutions purpose-built to help CFOs mitigate risk and control costs. Issuing Authorities vary, even among the same types of documents. Eliminate large down payments and end-of-year surprises. 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. 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. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social Leave Section 3 blank. List B Documents Issuing Authority Driver's License Learner's Permit . Paycors always in the news for innovation, hiring and more. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. 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? Pay employees from any location and never worry about tax compliance. This is not a complete list of documents. It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . Official websites use .gov The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. So, Section 1 errors should be fixed by employees. To protect your privacy, please do not include any personal information in your feedback. 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? The payroll system you select is an important decision for your business. Does your company use E-Verify? Leverage AI to automate sourcing and increase candidate diversity. List B identity documents include driver's licenses and state ID cards. 2023 Paycor, Inc | Refer Paycor | Privacy Policy | 1-800-501-9462 | Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. 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). Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Share sensitive information only on official, secure websites. 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).
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