Employees must be allowed to present any valid combination of documents listed on Form I-9. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was List B Documents Issuing Authority Driver's License Learner's Permit . Paycor has the right defenses in place to protect your data. Looking for U.S. government information and services? Claim hiring tax credits and optimize shift coverage. Read these case studies to see why. (In some states, this may be legally required). If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. These fields help to ensure that the two pages of the employees Form I-9 remain together. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Track critical documentation and control labor expenses. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. The new card is a credit card type document. 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. 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. One document matches the name entered in Section 1. Verifies that and employee is authorized to work in the United States. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Any missing information could result in a violation. 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. 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. Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. Intuitive software to help pay employees accurately and on time. Maximize training and development with personalized content. Reduce labor spend, manage overtime, and maximize productivity across your workforce. A photograph must also be taken. Document Number Enter the List A document or receipt document number. 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 need you to attest to the following facts: List A Documents establish both identity and employment authorization. It is not an acceptable receipt for a lost EAD. See how our solutions help you reduce risk, save time, and simplify compliance management. The "Additional Information" space is for Form I-9 notes, such as: We use a digital fax service so that we can see the form exactly as you send it. Paycors always in the news for innovation, hiring and more. 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. A letter from the Social Security Administration cannot be accepted. If the employee provides a Social Security card, it must be unrestricted. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . Were growing and want to hear from you. Do you train employer representatives on completing I-9 forms? 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. Document Number - Enter the List B document or receipt document number. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. The document is not acceptable if it has already expired. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. HR solutions purpose-built to help leaders create great places to work. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . If you use E-Verify, you should also attach the Work Authorization document. 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. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. To do otherwise could be an unfair immigration-related employment practice. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Whether the employee completes Section 1 of Form I-9 on the older version of Form I-9, the employer should complete Section 2 on the same version of the form, even if this occurs on or after the required start day for use of the new Form I-9. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. 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). info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Any conditions on the temporary driver's license, such as that the expired license must accompany the temporary driver's license for it to be valid, must be followed. Paycors leadership brings together some of the best minds in the business. Get real-time analytics to HR & Payroll data. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. 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. The most common error is failing to complete the I-9 form. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Does this card need to be reverified? Are you keeping up with I-9 compliance requirements? You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. Document Title Enter the title of the List B document or receipt in this field. List B identity documents include driver's licenses and state ID cards. 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. Drivers of large and heavy vehicles (i.e. If the List B and List C document are acceptable, then do not ask for a List A document. 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 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 [email protected] or calling (928) 523-2223. It must be completed within 3 business days of a hire (i.e., if an employee starts on a Monday, Section 2 must be completed by Thursday). Stay up to date with the latest HR trends. Last Updated: December 20, 2022 | Read Time: 20 min. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. An exception exists for federal contractors. 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. Lets create value across your portfolio. 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. To protect your privacy, please do not include any personal information in your feedback. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. The instructions state when an employee may use N/A or must use N/A. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Initially a short-term measure, this change has since been extended through the end of July 2023. For hard copy form, review the document thoroughly to obtain the issuing authority. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Drive engagement with talent development and career management. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. This is the date that DHS uses to determine whether or not the form was timely submitted. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. 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.) Our team of experienced sales professionals are a phone call away. See whats new today. Military dependent's ID card 7. 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. 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). DHS is proposing this process change become permanent. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? It is located in the south of Middle Franconia, 50 kilometres south of Nuremberg. Are election judges and poll workers exempt from completing Forms I-9 in accordance with U.S. Department of Justice memo dated Feb 18, 1988 signed by John R. Schroeder? In addition, copies of these documents must be made and retained. Contact us today so we can learn more about your business. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? How often do you conduct internal audits? 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. 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 an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. What is your policy for working with outside contractors? L. No. 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. 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. 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. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. The penalties for I-9 violations have recently increased. If you entered List A document(s), you must not enter document information in List B or List C columns. 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. If you are using a computer, then use the drop-down menu. Enter N/A if there is not document number. 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 Attract top talent, develop employees, and make better decisions with actionable data. 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. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. The form auto-populated the List A column fields with N/A. 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. 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 Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Is a Form I-94 stamped with "parole" an acceptable List C #7 document? 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). You did not specify which acceptable document(s) the employee may present to you. Learn a lot in a little bit of time with our HR explainers. 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. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Who is in charge of re-verification procedures for employees with Employment Authorization documents? For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. A .gov website belongs to an official government organization in the United States. An official website of the U.S. Department of Homeland Security, An official website of the United States government. VALID FOR WORK ONLY WITH INS AUTHORIZATION A good alternative is scanning the form and sending it as an email attachment to [email protected]. The document is not acceptable if it has already expired. 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). Document Number Enter the List B document or receipt document number. The document number is an 8 or 10 digit alphanumeric number found either on the back of the license or lower right hand corner (depending on the year of your license). Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Policies|Privacy Policy|Data Security. 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. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. Employers must retain Forms I-9 for three years after the date of hire or one year after the date the individual's employment is terminated, whichever is later. Issuing Authority Enter the issuing authority of the List C document or receipt. Get the criteria to consider during your evaluation process. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. If you complete Section 2 using a computer, a selection in List A column will auto-fill all the fields in the List B and List C columns with N/A. Affix your unexpired stamp/seal in the space provided. See how to turn frontline workers into leaders and face industry labor challenges. No. If you are using the computer, select the issuing authority form the drop-down menu. Employees First Date of Employment Enter the employees employment start date that they should provide to you as a two-digit month, two-digit day and four-digit year (mm/dd/yyyy). Please contact your campus HR office for assistance in completing the form. . Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Here is a quick reference for common documents: U.S. Passport. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. A U.S. visa number, circled below, usually contains eight numeric characters. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. No. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social 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. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. $56.25 to purchase class "B" license. Stay ahead of recruiting and hiring regulations. 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. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. If the preparer and/or translator did not previously complete the preparer and/or translator certification block, he or she should: If the certification block was previously completed by a different preparer and/or translator: o Draw a line through the previous preparer and/or translator information; and An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Vertical license and ID cards are currently used in 46 other states. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. 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). Making copies and keeping them can help your case in the event of an ICE inspection. Many people refer to the card as a work permit. Share sensitive information only on official, secure websites. A vertical driver's license or identification card will be issued to anyone under age 21. Connect with new hires and make a lasting first impression. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. Be a Hero. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Control costs and mitigate risk with accurate timekeeping. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Last Name of the Employer or Authorized Representative Enter your full legal last name. Initial and date the correction or omitted information. Well help reduce costs & mitigate risks. Instruct the new hire to present the SS card when he/she receives it. Driver's license issued by a Canadian government authority 3. Issuing Authorities vary, even among the same types of documents. 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). Paycors compliance solutions help ensure accurate filing and mitigate risk. 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). You can download the current version from our home page at verifyi9.com. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. DHS regulations state that once you make copies of documents, you must retain them with the Forms I-9 or store them with the employee's records. 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. An employee may provide documentation to support his or her name change, but is not required to do so. There are three lists of documents. 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. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. 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. Submit the new hire for verification at that time. Employers may not specify what documents an employee must submit. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. The good news is, HR teams arent expected to be detectives. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. 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. Along with the form, your new hire must show proof that confirms their identity and confirms . 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). Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. By continuing to use this site, you are accepting our use of cookies. On an EAD, the Card # is on the front. 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 H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? When normal operations resume, employees who were. Do not shred previously retained copies of documents. Citizenship and Immigration Services website. How to Complete Form I-9 with Examples. [15] 4 Add the date the employee began. 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. 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. Who is in charge of your Form I-9 Retention Policy? 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. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. Enter the visa number exactly as it appears on the document. 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? First Name of the Employer or Authorized Representative Enter your full legal first name. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. Can I accept the document with the different name? 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. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). 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. Save time, pay employees from wherever you are, and never worry about tax compliance. This section will auto-populate if you are using a computer to complete the form. Reverification is triggered by the document with the earlier end date. 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. 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. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Additional documentation that certain non-immigrant employees may present. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. Only if no other method is available should you fax the card to us. If you enter document information in List C column, you must enter document information in the List B column as well. If you are using the computer, select the issuing authority form the drop-down menu. We are an Employer Agent of the E-Verify program. Indiana residents who have not already made application for a Real ID should do so during their next renewal. View our product demos to get a deeper dive into the technology. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce.