For NAU use only. 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? E-Verify and Professional Employer Organizations (PEOs). Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. U.S. Passport or U.S. Passport Card . 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. We are an Employer Agent of the E-Verify program. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Section 2 is a review of the documents the employee presents and must be signed. The "Additional Information" space is for Form I-9 notes, such as: Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Review our. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. These fields help to ensure that the two pages of the employees Form I-9 remain together. Save time, pay employees from wherever you are, and never worry about tax compliance. The good news is, HR teams arent expected to be detectives. Enter N/A if there is no expiration date. L. No. You can find instructions for creating a digital image in the Client area of our web site. 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. Document Number Enter the List B document or receipt document number. This is not a complete list of documents. Beware: If your company has an honesty policy, it should be applied consistently. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). If you are using the computer, select the issuing authority form the drop-down menu. 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. Reduce labor spend, manage overtime, and maximize productivity across your workforce. Usually, this section will be left blank. We help you stay updated on the latest payroll and tax regulations. This provides a quick reference that the cardholder is a minor. For more information click, USCIS Instructions for Form I-9. List B Documents Issuing Authority Driver's License Learner's Permit : State from which the Driver's License was issued (Ex: State of Florida, State of California, State of Pennsylvania, )etc. 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 Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. 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. A magnifying glass. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields (see in List C example below). It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. 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. 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. If the preparer and/or translator who helped with a correction or noted omitted information completed the preparer and/or translator certification block when the employee initially completed the Form I-9, he or she should not complete the certification block again. 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. 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). We make E-Verify easy! The latest form was made mandatory on May 1, 2020. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. 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. The Department encourages all eligible customers to conduct their driver license services online. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. May a notary public or any authorized representative attach an attestation to Form I-9 instead of providing a signature in the signature block of Section 2? The penalties for I-9 violations have recently increased. If not, your company could be sitting on a massive liability. Official websites use .gov How to Complete Form I-9 with Examples. 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). You may accept an unsigned Social Security card as long as the card reasonablyappears to be genuine and to relate to the person presenting it. Affix your unexpired stamp/seal in the space provided. One document matches the name entered in Section 1. Drive engagement and increase retention with talent development and continuous learning. Many people refer to the card as a work permit. 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. By signing the Certification Section, you are attesting that you are the person that physically examined the above-named employees original documents in person; the document(s) listed above appear to be genuine and to relate to the above-named employee; and to the best of your knowledge, they employee is authorized to work in the United States. Under 18 and Under 21 indicators display below the portrait. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Be a Hero. When there are multiple errors, its best to complete a new form and attach it to the old copy. 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. Pay employees from any location and never worry about tax compliance. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. 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. 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. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. Document Number Enter the List A document or receipt document number. Regardless of requirements, its always recommended to retain supporting documentation. 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. Last Updated: December 20, 2022 | Read Time: 20 min. For example, in the United States, 3.4.0 Completing Section 2 of Form I-9 - USCIS Author: www.uscis.gov Post date: 11 yesterday Rating: 1 (643 reviews) Highest rating: 4 Low rated: 1 Summary: 4. Any other comments or notations necessary for the employers business process. Issuing Authority Enter the issuing authority of the List C document or receipt. The payroll system you select is an important decision for your business. . List B Documents Issuing Authority Driver's License Learner's Permit . However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Document Title Enter the title of the List A document or receipt in this field. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. o Enter the new preparer and/or translator information (and indicate for corrections). Employers are not required to record information from the student's Form I-20 in Section 2. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Drivers of large and heavy vehicles (i.e. Paycors always in the news for innovation, hiring and more. You have only accepted unexpired identification documents from the list of, You will refer a foreign national employee directly to NAU, You will refer an employee who is a minor (under age 18) or an employee with disabilities and his/her parent, legal guardian or representative has completed Section 1 for them, please contact NAU. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. Do not backdate this field. 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. 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. The document is not acceptable if it has already expired. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. During the reverification process, can an employee reuse the same work authorization document they originally presented as a List A or C document, as long as it is still valid? Transform open enrollment and simplify the complexity of benefits admin. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. You may ask if the employee has other documentation that would satisfy Form I-9. When keeping documents, store them with I-9 itself, separate from personnel files. View our product demos to get a deeper dive into the technology. 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? The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. If you are using a computer, then use the drop-down menu to make a selection. This could be a combination of letters and numbers, but no symbols or hyphens. So, Section 1 errors should be fixed by employees. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? 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. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. What is your policy for working with outside contractors? For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. 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). 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 is not an acceptable receipt for a lost EAD. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. 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? A citizen of the United States. Along with the form, your new hire must show proof that confirms their identity and confirms . Enter N/A if there is no expiration date. A. Notice that the form auto-populated the List A column with N/A only and not List C column fields.
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