Document Title Enter the title of the List A document or receipt in this field. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. If you keep the process in-house, make sure that the employee in charge of auditing your I-9 forms isnt the same one who filled them out in the first place. 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. You did not specify which acceptable document(s) the employee may present to you. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Notice that the form auto-populated the List A column with N/A only and not List C column fields. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. 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. 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. 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. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. List B identity documents include driver's licenses and state ID cards. You have physically examined each original unexpired document(s) presented by the employee. At USCIS, the Employment Authorization Document is known as Form I-766. If you are using a computer, then use the drop-down menu. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. School ID card with a photograph 6. The latest form was made mandatory on May 1, 2020. 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. 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. 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. Forms I-9 should be retained for all current employees. Form I-9 Acceptable Documents | USCIS Home I-9 Central Form I-9 Acceptable Documents Form I-9 Acceptable Documents Employees must provide documentation to their employers to show their identity and authorization to work. If you are using a computer, then use the drop-down menu to make a selection. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. No entry should be made in List A column. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. 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. Any inconsistency could imply discrimination. Citizenship and Immigration Services website, arent required to review employees identity and authorization documentation in person, Turn Manufacturing Frontline Workers Into Leaders, Questions to Ask Before Purchasing a New Payroll System, Employers must not knowingly hire undocumented workers or continue to employ them after learning of their undocumented status, Employers must verify employment eligibility through Form I-9. 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. The Department encourages all eligible customers to conduct their driver license services online. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. For Form I-9 purposes, you may accept these licenses. 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. Employee termination dates and form retention dates. If not, your company could be sitting on a massive liability. Driver's license issued by a Canadian government authority 3. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. 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. A refugee's Department of State-issued Transportation Boarding Letter is an acceptable List B #2 identity document if it contains a photograph or identifying information (name, date of birth, gender, height, eye color and address) and appears to be genuine and to relate to the person presenting it. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. An employer may not correct errors or omissions in Section 1. Usually, this section will be left blank. Can my employee leave any part of Section 1 of the Form I-9 blank? For NAU use only. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? Do not backdate this field. If you are using a computer, then use the drop-down menu to make a selection. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. 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). Learn more about our product bundles, cost per employee, plans and pricing. You may ask if the employee has other documentation that would satisfy Form I-9. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. If you enter document information in List C column, you must enter document information in the List B column as well. 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. Reverification is triggered by the document with the earlier end date. Do you train employer representatives on completing I-9 forms? 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. Some states may place restrictive notations on their licenses. Regardless of requirements, its always recommended to retain supporting documentation. Telephone number and email address fields are optional. 109-13, 119 Stat. The good news is, HR teams arent expected to be detectives. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B 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 They are the issuing authority and responsible for issuing a license. Pay employees from any location and never worry about tax compliance. Receipt(s) for lost, stolen or damaged document(s) are acceptable. 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. If you are using the computer, select the issuing authority form the drop-down menu. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Review our. (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. If youre adding missing information, add your initials and the date in a different color ink. Then the Warning message #2 will appear letting you know that you must print Section 2. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Stay up to date with the latest HR trends. Learn a lot in a little bit of time with our HR explainers. An exception exists for federal contractors. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. What is the issuing authority of an ID? Last Reviewed/Updated: 07/06/2021 Was this page helpful? Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Employee Info from Section 1 Enter the employees Last Name (Family Name), First Name (Given Name), Middle Initial (enter N/A if no middle initial) and Citizenship/Immigration Status (1, 2, 3, or 4) exactly as what the employee has entered in Section 1. Part B: Fill in the new hire date. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. Theres never been a better time to join. Initially a short-term measure, this change has since been extended through the end of July 2023. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. An official website of the U.S. Department of Homeland Security, An official website of the United States government. You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them. VALID FOR WORK ONLY WITH INS AUTHORIZATION This is not a complete list of documents. Section 2 List. However, if they prove that they now have the correct documentation and their status has been regularized, an employer can continue their employment, even if they originally provided false documentation. Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. In the case of a student, the Form I-94 and I-20 establish employment authorization. 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. Reduce labor spend, manage overtime, and maximize productivity across your workforce. You dont need to put every document under a blacklight. The "Additional Information" space is for Form I-9 notes, such as: Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. Required fields must be completed with either the information requested or N/A. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. 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. Employers must use only the newest version of Form I-9. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. 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. See how our solutions help you reduce risk, save time, and simplify compliance management. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. 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). The penalties for I-9 violations have recently increased. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. Gather and convert employee feedback into real insights. "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 . Issuing Authority Enter the issuing authority of the List A document or receipt. Enter N/A if there is not document number. Drivers of large and heavy vehicles (i.e. Maximize training and development with personalized content. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) To meet the reverification requirements, the employee may present any document of his or her choice from List A or List C. If the document that the employee chooses to present consists of a combination of documents (e.g., foreign passport with Form I-94 indicating the employee's nonimmigrant classification that is work authorized incident to status for a specific employer), then all documents must be recorded in Section 3. 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. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. Were growing and want to hear from you. If you entered List A document(s), you must not enter document information in List B or List C columns. 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? Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee. Military dependent's ID card 7. 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). Document Title Enter the title of the List B document or receipt in this field. A decision is expected by the end of 2023. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. For hard copy form, review the document thoroughly to obtain the issuing authority. 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. Enter your expiration of commission date. Mitigate risk with proactive payroll and tax alerts. Employment Eligibility Document Title. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. Your access of this information does not create an agency or other business relationship where one does not already exist. An employee may have several U.S. visas in his or her passport. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Can we stop doing this? The preparer or translator should: Make the correction or note the omitted information or help the employee make the correction or note the omitted information. Enter N/A if there is no expiration date. No. Accurate completion of Form I-9 is a key component of compliance. So, Section 1 errors should be fixed by employees. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? Drive engagement with talent development and career management. An employee may provide documentation to support his or her name change, but is not required to do so. The most common error is failing to complete the I-9 form. 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.) 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. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. This section will auto-populate if you are using a computer to complete the form. How often you should complete an audit depends mostly on your company size. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. 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). Looking for U.S. government information and services? Initial and date the correction or omitted information next to the employees initials. The confirmation receipt printed from the USCIS website states that it is not a receipt notice and cannot be used as evidence of a pending application. Making copies and keeping them can help your case in the event of an ICE inspection. 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). Looking for U.S. government information and services? 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. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Can I accept the document with the different name? How can I add an electronic signature field to Form I-9? Since its creation in 1986, new I-9 forms tend to be issued every several years. 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. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. Who is an issuing authority? 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. This is the date that DHS uses to determine whether or not the form was timely submitted. Employers may choose to scan and upload the original, signed forms to retain them electronically. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Check out this guided tour to see for yourself how our platform works. A magnifying glass. An Employment Authorization Document (EAD) is an identification card that U.S. Employment authorization extension for Temporary Protected Status beneficiaries, etc. How often do you conduct internal audits? 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). You may accept a document with a different name than the name entered in Section 1 provided that you resolve the question of whether the document reasonably relates to the employee. 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. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. Reduce risk, save time, and simplify compliance management. Submission Pre-Dates Enrollment in E-Verify:You are not permitted to verify workers who were in your employ at the time that you signed the Memorandum of Understanding (MoU). NOT VALID FOR EMPLOYMENT You may verify new hires who were hired on the date that you enrolled. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. See how were taking the right STEP toward inclusion and belonging. If the employee provides a Social Security card, it must be unrestricted. 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. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Save time, pay employees from wherever you are, and never worry about tax compliance. DHS is proposing this process change become permanent. Get the criteria to consider during your evaluation process. Fill in document title and number, issuing authority and expiration date in List A or Lists B and C; Fill in first date of employment; Certify examination of document(s) with signature, name of company rep and company information . This could be a combination of letters and numbers, but no symbols or hyphens. 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. If we experience continued problems reading your faxes, well let you know. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. The issuing authority is the specific entity that issued the document or receipt. When is an employee required to use "N/A" in Section 1? 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. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . Online Driver's License Renewal You can renew your license online by accessing the Alabama Online Driver License Issuance page through the Alabama Law Enforcement Agency website. Official websites use .gov Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. Before parolees can work, they must apply for employment authorization. Who should be contacted in the event of an ICE Notice of Inspection? If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. Employees must be allowed to present any valid combination of documents listed on Form I-9. This requirement applies to every employee, full-, Employers with any employees working remotely. When completing section II of the I-9 Form, the employer must record the proper "issuing authority" of the document (s) provided by the employee. 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). Read these case studies to see why. Yes, they have the authority to suspend a license. 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. You may not enter any special characters. In addition, copies of these documents must be made and retained.
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