Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. See how to turn frontline workers into leaders and face industry labor challenges. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Employers must use only the newest version of Form I-9. Who is in charge of re-verification procedures for employees with Employment Authorization documents? Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Intuitive software to help pay employees accurately and on time. The issuing authority is the specific entity that issued the document(s). 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. The new card is a credit card type document. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Hire and retain staff with earned wage access. 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). Contact NAU HR if you have questions on what type of information to enter. Full Name of List A Documents and List A Documents Abbreviations: List B Documents establish identity (only accept documents that bear a photograph because NAU participates in E-Verify). The front of the card contains a photo, fingerprint, and signature of the rightful holder. Receipt(s) for lost, stolen or damaged document(s) are acceptable. "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 . Organize your team, manage schedules, and communicate info in real-time. Accurate completion of Form I-9 is a key component of compliance. Employees may also use or ask for a preparer/translator to assist them in completing the form. Claim hiring tax credits and optimize shift coverage. Reverification is triggered by the document with the earlier end date. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Regardless of requirements, its always recommended to retain supporting documentation. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. 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. Initial and date the correction or omitted information next to the employees initials. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented You should ensure that all fields name, date of birth, Social Security number, etc. are completed. [PDF] Acceptable Documents and Issuing Authorities For Form I-9 Author: www.consumerdirectwa.com Post date: 14 yesterday Rating: 4 (394 reviews) Highest rating: 5 Low rated: 1 Summary: Review, reimburse, and report on employee expenses in one location. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? What do I put for issuing authority? They are the issuing authority and responsible for issuing a license. Specific I-9 documents can be issued to certain person categories. Any missing information could result in a violation. Enter N/A if there is not document number. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: 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). Initial and date the correction or omitted information. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. What is your policy for working with outside contractors? Additional documentation that certain non-immigrant employees may present. The International Driving Permit, accepted in over 150 countries outside the United States, is a legal identification document that translates United States driver license information into 10 foreign languages. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Last Updated: December 20, 2022 | Read Time: 20 min. This date can be used as the date by which the employers should reverify the student's employment authorization and should be entered by the employee in Section 1. In the example below, the employee has presented a U.S. Passport and the form auto-populated the List B and List C columns with N/A along with the extra fields under List A column. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . Stay ahead of recruiting and hiring regulations. No. Enter N/A if there is not document number. Section 2 is a review of the documents the employee presents and must be signed. If you are using the computer, select the issuing authority form the drop-down menu. Can my employee leave any part of Section 1 of the Form I-9 blank? info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. 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. Control costs and mitigate risk with accurate timekeeping. Employers may choose to scan and upload the original, signed forms to retain them electronically. The "Additional Information" space is for Form I-9 notes, such as: VALID FOR WORK ONLY WITH INS AUTHORIZATION 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. 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. 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). Do I need to see a current DHS document? We need you to attest to the following facts: List A Documents establish both identity and employment authorization. HR solutions purpose-built to help leaders create great places to work. tony dokoupil ex wife the bachelorette. Gunzenhausen (German pronunciation: [ntsnhazn] (); Bavarian: Gunzenhausn) is a town in the Weienburg-Gunzenhausen district, in Bavaria, Germany.It is situated on the river Altmhl, 19 kilometres (12 mi) northwest of Weienburg in Bayern, and 45 kilometres (28 mi) southwest of Nuremberg.Gunzenhausen is a nationally recognized recreation area. These fields help to ensure that the two pages of the employees Form I-9 remain together. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. . Maximize training and development with personalized content. The permit is valid for up to one year from the date of issue and must be accompanied by a valid United States driver license at all times. This article lists the most common issues and problems related to the completion and submission of the I-9 form. Eliminate the stress of ACA filing with streamlined reporting. 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. Can I accept the document with the different name? The form auto-populated the List A column fields with N/A. Form I-9 is required by the Department of Homeland Security. (This should be a specific name, rather than just HR). The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. If we experience continued problems reading your faxes, well let you know. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. Document Title Enter the title of the List C document or receipt in this field. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. It is not an acceptable receipt for a lost EAD. 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. An employer should attach an explanation of the changes made to an existing Form I-9 or the reason a new Form I-9 was completed, and sign and date the explanation. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. 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. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. 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. Transform open enrollment and simplify the complexity of benefits admin. Enter the visa number exactly as it appears on the document. The payroll system you select is an important decision for your business. 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 . Yes. You may ask if the employee has other documentation that would satisfy Form I-9. For instance, you may have forgotten to write down the expiration date of a drivers licensekeeping a copy of the license means this is only a technical, rather than substantive error, and youd avoid a penalty. Here is a quick reference for common documents: U.S. Passport. 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. A letter from the Social Security Administration cannot be accepted. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. A .gov website belongs to an official government organization in the United States. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. The form should be used for all new hires and rehires. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. Click the Click to Finish button at the bottom of the form. Your access of this information does not create an agency or other business relationship where one does not already exist. Secure .gov websites use HTTPS However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. Who is an issuing authority? Identification Card . Section 2 List. A U.S. visa number, circled below, usually contains eight numeric characters. The employee is physically present at your place of business. 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.) 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. 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. 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. 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 decision is expected by the end of 2023. A card that includes any of the following restrictions is not an acceptable List C document: This is the date that DHS uses to determine whether or not the form was timely submitted. 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. Paycors leadership brings together some of the best minds in the business. similarly all state has a Office from where ur passport gets printed after a clear Rep. No. If not, your company could be sitting on a massive liability. 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. The latest form was made mandatory on May 1, 2020. Who is in charge of your Form I-9 Retention Policy? The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Full Name of List C Documents and List C Documents Abbreviations: Additional Information The Additional Information box is located below the List B document area. Forms I-9 should be retained for all current employees. Leave Section 3 blank. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. 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? List B identity documents include driver's licenses and state ID cards. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. 1. Along with the form, your new hire must show proof that confirms their identity and confirms . 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. It indicates, "Click to perform a search". Proof of insurance. Pro tip: write the company name and ID on the top of every document, in case they get separated. Errors or information missing from the I-9 form can delay the successful completion of a verification. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing There are three lists of documents. If you entered List A document(s), you must not enter document information in List B or List C columns. Build a great place to work where employees show up, make a difference and win together. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. One document matches the name entered in Section 1. 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. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. To protect your privacy, please do not include any personal information in your feedback. Only Certified copies of birth certificates that are photocopied are acceptable. Reduce risk, save time, and simplify compliance management. 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. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. 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. It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . Official websites use .gov Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Issuing Authority Enter the issuing authority of the List B document or 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. Employers may not specify what documents an employee must submit. Duplicate Driver's License or ID Card. 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). Issuing authority refers to any government agency or office that has the power to issue a specific official document. An Employment Authorization Document (EAD) is an identification card that U.S. Who is in charge of immigration compliance? Yes. 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. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Incorrect I-9 Form:Form I-9 is available in English and Spanish. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. 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 6). 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. Were growing and want to hear from you. You must enter exactly eight alphanumeric characters (letters and numbers). What is the issuing authority of an ID? First Name of the Employer or Authorized Representative Enter your full legal first name. Get the criteria to consider during your evaluation process. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. Increase engagement and inspire employees with continuous development. Share sensitive information only on official, secure websites. 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. 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 Learn more about our product bundles, cost per employee, plans and pricing. Making copies and keeping them can help your case in the event of an ICE inspection. If you are using a computer, then use the drop-down menu to make a selection. For expert explanations of labor laws and Cal/OSHA regulations, not legal counsel for specific situations, call (800) 348-2262 or submit your question at www. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. 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. All minors under 18 years of age who are employed in the state of California are subject to California's child labor protections and must have a permit to work. The number consists of three letters followed by 10 numbers. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. An I-9 is a form from the U.S. Citizen and Immigration Services agency that confirms the employee's identity and right to work in the United States. Receipts for documents are acceptable. How can I add an electronic signature field to Form I-9? The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. However, an employee must enter his or her Social Security number if the employer participates in E-Verify.