Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. If you are using the computer, select the issuing authority form the drop-down menu. Since its creation in 1986, new I-9 forms tend to be issued every several years. Can my employee leave any part of Section 1 of the Form I-9 blank? If youre adding missing information, add your initials and the date in a different color ink. 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. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. 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. Do not complete. You should scan or digitally photograph the document and return the image to us for matching. mhhauto registration code Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. Control costs and mitigate risk with accurate timekeeping. The Department encourages all eligible customers to conduct their driver license services online. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. 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. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. Document Number Enter the List B document or receipt document number. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. You may use either common abbreviations for the document title or issuing authority, for example, "DL" for driver's license and "SSA" for Social Security Administration, or the suggestions in the form instructions. 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. A magnifying glass. The range of possible penalties is regularly increased and now stands at: If employers try to trick ICE, or ignore credible warnings, they risk serious fines. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. It is not the same as the drivers license number. Eliminate large down payments and end-of-year surprises. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. This information is contained all in the spaces under "List B". The form should be used for all new hires and rehires. 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. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. DHS is proposing this process change become permanent. In addition, copies of these documents must be made and retained. Forms I-9 should be retained for all current employees. Stanford University, Stanford, California 94305. https://fingate.stanford.edu/paying-people/resource/examples-completed-form-i-9, iProcurement - SmartMart Catalog Suppliers, List B: Driver's License + List C: Social Security Card, List B: Driver's License + List C: Birth Certificate, Passport from FSM or RMI, with Form I-94 (List A), List A: Foreign Passport + Form I-94 and an I-20, List A: Foreign Passport + Form I-94 and a DS-2019, List A: Foreign Passport + Form I-94 with TN/E/O/H-1B Status, List A: Employment Authorization Card (EAD Card). Looking for U.S. government information and services? Employment Eligibility Document Title. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. 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. 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). What is my responsibility concerning the authenticity of document(s) presented to me? Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Only Certified copies of birth certificates that are photocopied are acceptable. No. What is your policy for working with outside contractors? Ensure the note is signed and dated. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . Our popular webinars cover the latest HR and compliance trends. How to Complete Form I-9 with Examples. 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: Form I-9 is required by the Department of Homeland Security. Errors or information missing from the I-9 form can delay the successful completion of a verification. The good news is, HR teams arent expected to be detectives. Document Number Enter the List A document or receipt document number. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. Document Number - Enter the List B document or receipt document number. Submit the new hire for verification at that time. ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing 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). 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 . 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. 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? Paycor has the right defenses in place to protect your data. Some states may place restrictive notations on their licenses. 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. Check out this guided tour to see for yourself how our platform works. 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. You can find instructions for creating a digital image in the Client area of our web site. See how to turn frontline workers into leaders and face industry labor challenges. 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.) List B identity documents include driver's licenses and state ID cards. Enter the visa number exactly as it appears on the document. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. 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. 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. A .gov website belongs to an official government organization in the United States. To do otherwise could be an unfair immigration-related employment practice. 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? There are three lists of documents. To protect your privacy, please do not include any personal information in your feedback. 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. The best way to correct the error is to have the employee: Draw a line through the incorrect information; Enter the correct or omitted information; and. Attach a note explaining why the changes were made. If you are using a computer, then use the drop-down menu to make a selection. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. 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. 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. 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). You did not specify which acceptable document(s) the employee may present to you. Leverage AI to automate sourcing and increase candidate diversity. For Form I-9 purposes, you may accept these licenses. The issuing authority is the specific entity that issued the document(s). The "Additional Information" space is for Form I-9 notes, such as: Following are some of the most common Form I-9 errors and how to correct them. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card Employers may choose to scan and upload the original, signed forms to retain them electronically. Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. 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. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Our team of experienced sales professionals are a phone call away. Receipt(s) for lost, stolen or damaged document(s) are acceptable. Get real-time analytics to HR & Payroll data. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. Since 2007. Transform open enrollment and simplify the complexity of benefits admin. 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. See our vetted tech & services alliances. You may accept an unsigned Social Security card as long as the card reasonablyappears to be genuine and to relate to the person presenting it. When is an employee required to use "N/A" in Section 1? Initial and date the correction or omitted information. Intuitive software to help pay employees accurately and on time. This is the date that DHS uses to determine whether or not the form was timely submitted. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. An employee may provide documentation to support his or her name change, but is not required to do so. We use a digital fax service so that we can see the form exactly as you send it. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). 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. Yes No Mitigate risk with proactive payroll and tax alerts. COVID-19: FMS Updates Related to COVID-19. Share sensitive information only on official, secure websites. If you use E-Verify, you should also attach the Work Authorization document. Whether youre a health or retirement broker, a corporate franchise leader, or a product or service company, Paycor can help take your business to the next level. 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. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. U.S. Passport or U.S. Passport Card . No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. 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. 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.)