Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. In addition, special endorsements may be required if you or your company drivers will be driving any of the following vehicles: a truck with double or triple trailers a truck with a tank 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. Control costs and mitigate risk with accurate timekeeping. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. Verify I-9 LLC. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Although we are very experienced in this area of E-Verify law and processes, the information herein is not legal advice, neither expressed nor implied. 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. Drivers of large and heavy vehicles (i.e. Control costs and make every dollar count with reporting. Military dependent's ID card 7. 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. 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. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. Then the Warning message #2 will appear letting you know that you must print Section 2. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Stay up to date with the latest HR trends. How often you should complete an audit depends mostly on your company size. A .gov website belongs to an official government organization in the United States. 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. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. Hire skilled nurses and manage PBJ reporting. In California and Oregon, employers are required to post notices for employees if there is an inspection. No. Issuing authority refers to any government agency or office that has the . HR solutions purpose-built to help leaders create great places to work. The number consists of three letters followed by 10 numbers. You may not enter any special characters. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? 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. 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 is not an acceptable receipt for a lost EAD. 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. 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. Plan, manage, and execute pay increases and rewards. The best way to correct the form is to: An employer should not conceal any changes made on the Form I-9for example, by erasing text or using correction fluid, nor should the employer backdate the Form I-9. 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). I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. It is not the same as the drivers license number. Affix your unexpired stamp/seal in the space provided. We use a digital fax service so that we can see the form exactly as you send it. See how our solutions help you reduce risk, save time, and simplify compliance management. Does your company retain supporting documentation? Eliminate large down payments and end-of-year surprises. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. If you are using a computer, then use the drop-down menu. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields (see in List C example below). Policies|Privacy Policy|Data Security. 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. 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. Does Calif DMV have the authority to suspend driver's licenses? 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. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. 1. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. U.S. Passport or U.S. Passport Card . The new card is a credit card type document. On an EAD, the Card # is on the front. Employment authorization extension for Temporary Protected Status beneficiaries, etc. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Anyone who has never held a Hawaii driver's license or instruction permit, must apply in-person and provide documentary proof of legal name, date of birth, social security number, legal presence and Hawaii principal residence address. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Track critical documentation and control labor expenses. How can I add an electronic signature field to Form I-9? E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Beware: If your company has an honesty policy, it should be applied consistently. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. 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). The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . Review, reimburse, and report on employee expenses in one location. Intuitive software to help pay employees accurately and on time. 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. Today's Date (mm/dd/yyyy) The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. If the employee provides a Social Security card, it must be unrestricted. Enter the employees name as it is listed on the employees Social Security Card. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. Build a great place to work where employees show up, make a difference and win together. List B Documents Issuing Authority Driver's License Learner's Permit . An official website of the U.S. Department of Homeland Security, An official website of the United States government. If you are using the computer, select the issuing authority form the drop-down menu. 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 . The penalties for I-9 violations have recently increased. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. 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. A citizen of the United States. HR teams in manufacturing need to create career paths for their employees. One document matches the name entered in Section 1. The employer should attach a note to the employees Form I-9 explaining the discrepancy. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. Attract top talent, develop employees, and make better decisions with actionable data. A magnifying glass. Usually, this section will be left blank. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. 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. In arecent Paycor webinar on Form I-9 compliance,HR = expert Becky Becker gave attendees great insights into the risks facing employers who dont pay enough attention to their employment eligibility verification obligations. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. similarly all state has a Office from where ur passport gets printed after a clear Rep. o Enter the new preparer and/or translator information (and indicate for corrections). Enter N/A if there is no expiration date. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Some states may place restrictive notations on their licenses. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. If Section 1 of Form I-9 is completed before the expiration date of the form, but Section 2 is not completed until after the form has expired, can the employer continue to use the original Form I-9 or must the employer complete Section 2 on the new version of Form I-9? You dont need to put every document under a blacklight. Yes. 1. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. Yes. 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. A photograph must also be taken. Enter N/A if there is not document number. 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. First Name of the Employer or Authorized Representative Enter your full legal first name. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Employees may present a single document from List A of Form I-9 or one document each from List B and List C. Employers may not specify what documents an employee must submit. $56.25 to purchase class "B" license. Enter the document type (name), document number and document expiration date. Who is an issuing authority? The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. 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. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented 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). Issuing Authorities vary, even among the same types of documents. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. The Warning message #1 will appear letting you know that the form will be check to ensure that each field in Section 2 is filled out (see image below). These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Errors or information missing from the I-9 form can delay the successful completion of a verification. List B identity documents include driver's licenses and state ID cards. 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. Employers in the United States and other U.S. territories may use the Spanish version as a translation guide for Spanish-speaking employees, but the English version must be completed and retained in the employers records. *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. Looking for U.S. government information and services? You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. VALID FOR WORK ONLY WITH INS AUTHORIZATION Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. 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. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. Attach a note explaining why the changes were made. 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. This provides a quick reference that the cardholder is a minor. Check out this guided tour to see for yourself how our platform works. Stay ahead of recruiting and hiring regulations. An employee may have several U.S. visas in his or her passport. The Department encourages all eligible customers to conduct their driver license services online. My company currently keeps copies of documentation presented by my employees for Form I-9. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card 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. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). Does this card need to be reverified? Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Employers may not specify what documents an employee must submit. What is my responsibility concerning the authenticity of document(s) presented to me? It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. We are an Employer Agent of the E-Verify program. 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. See more about I-9 compliance here. Last Name of the Employer or Authorized Representative Enter your full legal last name. The issuing authority varies, even among the same types of documents. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social What is the issuing authority of an ID? Eliminate the stress of ACA filing with streamlined reporting. Can I accept the document with the different name? Document Number - Enter the List B document or receipt document number. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. 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. Drivers Age 75 or Older. 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 also use or ask for a preparer/translator to assist them in completing the form. Social Security cards are issued by the United States Social Security Administration ("SSA"). 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. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. Read these case studies to see why. 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. 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? You should scan or digitally photograph the document and return the image to us for matching. 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 . 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. 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? 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. 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. On-campus employment is authorized until the completion of the student's course of study. Click the Click to Finish button at the bottom of the form. See whats new today. You did not specify which acceptable document(s) the employee may present to you. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Enter the document(s) presented to you The employee is obligated under the law to present his/her original unexpired documents to show his/her identity and employment authorization in person within three business days of the employees employment start date. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). Driver's license issued by a Canadian government authority 3. Do not accept expired document(s). If an employee presents a U.S. passport card, Permanent Resident Card (Form I-551), or the Employment Authorization Document (Form I-766), you must copy the front and back of these cards. You'll need to fill in the employee's name in the second section, as well as their employment status. . Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. mhhauto registration code A state-issued temporary driver's license is an acceptable Form I-9 List B document if it contains a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. Customers over the age of 75 seeking a REAL ID or a Standard driver's license or ID card may begin their application online at mass.gov/rmv but must present official required documentation in person to complete the renewal or issuance process. If you are using a computer, then use the drop-down menu to make a selection. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . This section will auto-populate if you are using a computer to complete the form. Address the varying challenges of women and together be a champion for business growth. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document?
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