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. Contact us today so we can learn more about your business. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. Verifies that and employee is authorized to work in the United States. HR teams in manufacturing need to create career paths for their employees. For hard copy form, review the document thoroughly to obtain the issuing authority. Plan, manage, and execute pay increases and rewards. A card that includes any of the following restrictions is not an acceptable List C document: Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) 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. 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. Paycors leadership brings together some of the best minds in the business. 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 Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. Secure .gov websites use HTTPS Yes. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Our customers are our heroes. The instructions state when an employee may use N/A or must use N/A. 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. free gym pass virgin active. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? An official website of the U.S. Department of Homeland Security, An official website of the United States government. 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? Address the varying challenges of women and together be a champion for business growth. If you use a computer, List A column will auto-filled with N/A in each field. 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. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. HR solutions purpose-built to help CFOs mitigate risk and control costs. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Any missing information could result in a violation. If you entered List A document(s), you must not enter document information in List B or List C columns. 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. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. If you are using the computer, select the issuing authority form the drop-down menu. 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. Issuing authority refers to any government agency or office that has the . 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. The form must be accompanied by acceptable supporting I-9 documents. If you are using the computer, select the issuing authority form the drop-down menu. One document matches the name entered in Section 1. Reverification is triggered by the document with the earlier end date. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. Enter the employees name as it is listed on the employees Social Security Card. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. 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. As I-9 documents are kept on-site, rather than sent to the government, federal agents can only conduct an inspection in-person or by requiring that you send them evidence through certified mail. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Our popular webinars cover the latest HR and compliance trends. Who is in charge of your Form I-9 Retention Policy? U.S. Passport or U.S. Passport Card . Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. On an EAD, the Card # is on the front. If not, your company could be sitting on a massive liability. Be a Hero. Eliminate large down payments and end-of-year surprises. Review, reimburse, and report on employee expenses in one location. VALID FOR WORK ONLY WITH INS AUTHORIZATION Both the size of fines and the number of inspections have risen fast in previous years. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Usually, this section will be left blank. 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. Secure .gov websites use HTTPS A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Does this card need to be reverified? The employer should attach a note to the employees Form I-9 explaining the discrepancy. What is your policy for working with outside contractors? Verify I-9 LLC. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. This provides a quick reference that the cardholder is a minor. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. You can download the current version from our home page at verifyi9.com. 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). If you are using a computer, then use the drop-down menu to make a selection. Largest city and the administrative center . A vertical driver's license or identification card will be issued to anyone under age 21. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. The document is not acceptable if it has already expired. Only if no other method is available should you fax the card to us. See how to turn frontline workers into leaders and face industry labor challenges. Please contact your campus HR office for assistance in completing the form. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Find quality candidates, communicate via text, and get powerful analytics. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. You may not enter any special characters. 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). Who is in charge of immigration compliance? Who should be contacted in the event of an ICE Notice of Inspection? Looking for U.S. government information and services? 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. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Issuing Authority Enter the issuing authority of the List C document or receipt. Leave payroll and taxes to the experts so you can focus on your business. 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. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . The examples below illustrate properly completed, printed I-9s for commonly presented document types. 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. 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. Employment Eligibility Document Title. If we experience continued problems reading your faxes, well let you know. Beware: If your company has an honesty policy, it should be applied consistently. Employers must use only the newest version of Form I-9. An employer that made multiple errors in Section 2 or 3 of the form may redo the section(s) containing the errors on a new Form I-9, and attach it to the previously completed form. 109-13, 119 Stat. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. 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. Section 2 List. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Since 2007. 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? If you are using a computer, then use the drop-down menu. 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. 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. 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. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. Drive engagement with talent development and career management. Last Reviewed/Updated: 07/06/2021 Was this page helpful? 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. Who is in charge of re-verification procedures for employees with Employment Authorization documents? Last Updated: December 20, 2022 | Read Time: 20 min. Section 2 is a review of the documents the employee presents and must be signed. 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 . 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). Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. 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. On-campus employment is authorized until the completion of the student's course of study. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. An employer may not correct errors or omissions in Section 1. Ensure the note is signed and dated. 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. $66.25 to purchase class "A" license. Reduce risk, save time, and simplify compliance management. My company currently keeps copies of documentation presented by my employees for Form I-9. Issuing authority refers to any government agency or office that has the power to issue a specific official document. If you are a AAA member, you may visit a AAA office to renew your driver's . Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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? Who is an issuing authority? This is not a complete list of documents. Stay up to date with the latest HR trends. 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. Well help reduce costs & mitigate risks. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. Twitter. If you are using the computer, select the issuing authority form the drop-down menu. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. If you use E-Verify, you should also attach the Work Authorization document. You should scan or digitally photograph the document and return the image to us for matching. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. A magnifying glass. Can my employee leave any part of Section 1 of the Form I-9 blank? 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. Do not complete. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. How to Complete Form I-9 with Examples. Our team of experienced sales professionals are a phone call away. Payroll Form I-9 Section 2 Instructions. 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. Review our. If the employee is no longer working for the employer, the employer should attach to the existing form a signed and dated statement identifying the error or omission and explaining why corrections could not be made (e.g., because the employee no longer works for the employer). 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). Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. A. 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. Receipts for documents are acceptable. 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). How can I add an electronic signature field to Form I-9? Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. 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. Social Security cards are issued by the United States Social Security Administration ("SSA"). You dont need to put every document under a blacklight. First Name of the Employer or Authorized Representative Enter your full legal first name. Enter N/A if there is not document number. Document Title Enter the title of the List A document or receipt in this field. HR solutions purpose-built to help leaders create great places to work. By continuing to use this site, you are accepting our use of cookies. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative .

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