This could be a combination of letters and numbers, but no symbols or hyphens. Review, reimburse, and report on employee expenses in one location. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. Connect with new hires and make a lasting first impression. Then the Warning message #2 will appear letting you know that you must print Section 2. 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 the employee presents a U.S. passport, you must copy the front page and the back barcode page. The most common error is failing to complete the I-9 form. The Department encourages all eligible customers to conduct their driver license services online. See how were taking the right STEP toward inclusion and belonging. No. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. We use a digital fax service so that we can see the form exactly as you send it. L. No. 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. You may verify new hires who were hired on the date that you enrolled. Stay ahead of recruiting and hiring regulations. In the case of a student, the Form I-94 and I-20 establish employment authorization. [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: 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). For hard copy form, review the document thoroughly to obtain the issuing authority. Paycor has the right defenses in place to protect your data. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing In addition, copies of these documents must be made and retained. 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). The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Leave Section 3 blank. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. 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. If the List B and List C document are acceptable, then do not ask for a List A document. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. We are an Employer Agent of the E-Verify program. Employment Eligibility Document Title. You can find instructions for creating a digital image in the Client area of our web site. Women who experienced belittling at work are now stepping up to fight microaggressions. All rights reserved. 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. 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. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. 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. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. Along with the form, your new hire must show proof that confirms their identity and confirms . 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. Employers should attach a signed and dated explanation of the corrective action taken. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Share sensitive information only on official, secure websites. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. You may ask if the employee has other documentation that would satisfy Form I-9. Duplicate Driver's License or ID Card. What is your policy for working with outside contractors? Employees must be allowed to present any valid combination of documents listed on Form I-9. Affix your unexpired stamp/seal in the space provided. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. The number consists of three letters followed by 10 numbers. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. 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). This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Yes. The range of possible penalties is regularly increased and now stands at: If employers try to trick ICE, or ignore credible warnings, they risk serious fines. 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. 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. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. If the document(s) do not reasonably appear on their face to be genuine or to relate to the person presenting them, you must not accept them. This way, you wont need to worry about an ICE Notice of Inspection. o Enter the new preparer and/or translator information (and indicate for corrections). Issuing Authority Enter the issuing authority of the List C document or receipt. Save time, pay employees from wherever you are, and never worry about tax compliance. This article lists the most common issues and problems related to the completion and submission of the I-9 form. Hire and retain staff with earned wage access. No. When normal operations resume, employees who were. Can we stop doing this? Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. Issuing Authority Enter the issuing authority of the List A document or receipt. HR solutions purpose-built to help leaders create great places to work. Reduce risk, save time, and simplify compliance management. similarly all state has a Office from where ur passport gets printed after a clear Rep. "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 . The payroll system you select is an important decision for your business. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . Accurate completion of Form I-9 is a key component of compliance. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. 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. 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. Enter N/A if there is no expiration date or enter the text as shown on the document if it has text rather than a date such as D/S (which means Duration of Status). If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. Enter the visa number exactly as it appears on the document. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Following are some of the most common Form I-9 errors and how to correct them. Employees must be allowed to present any valid combination of documents listed on Form I-9. Who is in charge of immigration compliance? E-Verify and Professional Employer Organizations (PEOs). Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. 2023 Paycor, Inc | Refer Paycor | Privacy Policy | 1-800-501-9462 | Indiana residents who have not already made application for a Real ID should do so during their next renewal. Section 2 List. If you are using a computer, then use the drop-down menu to make a selection. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. My new employee presented two documents to complete Form I-9, each containing a different last name. 1. 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? Measures 8.5" x 11". Form I-797C, Notice of Action, which is mailed to the employee by USCIS is an acceptable receipt to acknowledge that an application for a replacement EAD has been submitted. This requirement applies to every employee, full-, Employers with any employees working remotely. Transform open enrollment and simplify the complexity of benefits admin. This section will auto-populate if you are using a computer to complete the form. 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. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. An employee may have several U.S. visas in his or her passport. 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. My company currently keeps copies of documentation presented by my employees for Form I-9. 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. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Employee termination dates and form retention dates. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. Check out this guided tour to see for yourself how our platform works. Can my employee leave any part of Section 1 of the Form I-9 blank? The issuing authority varies, even among the same types of documents. Paycors always in the news for innovation, hiring and more. If the employee provides a Social Security card, it must be unrestricted. A magnifying glass. Reduce labor spend, manage overtime, and maximize productivity across your workforce. E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. Form I-9 is used to verify an individual's identity and eligibility to work. The good news is, HR teams arent expected to be detectives. To do otherwise could be an unfair immigration-related employment practice. 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. Who should be contacted in the event of an ICE Notice of Inspection? Attract top talent, develop employees, and make better decisions with actionable data. 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 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). 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 The penalties for I-9 violations have recently increased. This is the date that DHS uses to determine whether or not the form was timely submitted. Contact NAU HR if you have questions on what type of information to enter. Is an unsigned Social Security card valid? Since its creation in 1986, new I-9 forms tend to be issued every several years. Many people refer to the card as a work permit. 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. Were growing and want to hear from you. Enter the document type (name), document number and document expiration date. This provides a quick reference that the cardholder is a minor. Social Security cards are issued by the United States Social Security Administration ("SSA"). Document Title Enter the title of the List C document or receipt in this field. Under 18 and Under 21 indicators display below the portrait. Issuing authority refers to any government agency or office that has the . Share sensitive information only on official, secure websites. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. It indicates, "Click to perform a search". Is a Form I-94 stamped with "parole" an acceptable List C #7 document? The form must be accompanied by acceptable supporting I-9 documents. List B identity documents include driver's licenses and state ID cards. 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. Learn more about our product bundles, cost per employee, plans and pricing. Get insights into your workforce to make critical business decisions. If you think this might mean you, dont panic. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. If you entered List A document(s), you must not enter document information in List B or List C columns. Employment authorization extension for Temporary Protected Status beneficiaries, etc. 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. 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 dont need to put every document under a blacklight. 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. 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 Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . Employers may choose to scan and upload the original, signed forms to retain them electronically. A. Seeing is believing. The Department of Homeland Security (DHS) has issued a temporary policy to allow employers to accept expired List B documents when completing the Form I-9 beginning May 1. 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). Please contact your campus HR office for assistance in completing the form. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. Document Number Enter the List C document or receipt document number. Your access of this information does not create an agency or other business relationship where one does not already exist. trucks, buses, and tractor-trailers) or a vehicle of any size with at least 16 passengers (including the driver) or hazardous materials must have a commercial driver's license, commonly abbreviated as CDL.The minimum age for a commercial driver's license is generally 18 years old, but federal law requires commercial drivers to be at least 21 years of . The employer should attach a note to the employees Form I-9 explaining the discrepancy. Its time to be agents of change. COVID-19: FMS Updates Related to COVID-19. 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. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Paycors leadership brings together some of the best minds in the business. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. You did not specify which acceptable document(s) the employee may present to you. Do not backdate this field. . Enter N/A if there is no expiration date. Reduce tedious admin and maximize the power of your benefits program. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) 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. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. Contact us today so we can learn more about your business. 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. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. Maximize training and development with personalized content. The issuing authority is the specific entity that issued the document(s). Attach a note explaining why the changes were made. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. HR solutions purpose-built to help CFOs mitigate risk and control costs. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. Well help reduce costs & mitigate risks. What is my responsibility concerning the authenticity of document(s) presented to me? 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). Last Reviewed/Updated: 07/06/2021 Was this page helpful? $56.25 to purchase class "B" license. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) 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? Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. How can I add an electronic signature field to Form I-9? Stay up to date with the latest HR trends. Issuing authority refers to any government agency or office that has the power to issue a specific official document. An official website of the U.S. Department of Homeland Security, An official website of the United States government. 3. Telephone number and email address fields are optional. A card that includes any of the following restrictions is not an acceptable List C document: Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. It is not an acceptable receipt for a lost EAD. 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. 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). Why Should I Hire an E Verify Employer Agent? A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. If an employer discovers an error or omission in Section 1 of an employees Form I-9, the employer should ask the employee to correct the error. (In some states, this may be legally required). Manage all employee tasks and documents in one place. 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 I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. If you are using the computer, select the issuing authority form the drop-down menu. $66.25 to purchase class "A" license. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . Document Number - Enter the List B document or receipt document number. 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. 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. This is not a complete list of documents. They are the issuing authority and responsible for issuing a license. Last Name of the Employer or Authorized Representative Enter your full legal last name. 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. 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. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. 231, 302-323 (2005)], which in part sets . Any missing information could result in a violation. You must obtain an unexpired document and submit as soon as possible. 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. See our vetted tech & services alliances. An employer may not correct errors or omissions in Section 1. We make E-Verify easy! If you are using the computer, select the issuing authority form the drop-down menu. mhhauto registration code A state-issued temporary driver's license is an acceptable Form I-9 List B document if it contains a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Customers over the age of 75 seeking a REAL ID or a Standard driver's license or ID card may begin their application online at mass.gov/rmv but must present official required documentation in person to complete the renewal or issuance process. View our product demos to get a deeper dive into the technology. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. 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. 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. The form auto-populated the List A column fields with N/A. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. 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? Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. It is not the same as the drivers license number. Drivers Age 75 or Older. No. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. Click the Click to Finish button at the bottom of the form. 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. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. 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). Specific I-9 documents can be issued to certain person categories. Leverage AI to automate sourcing and increase candidate diversity. 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. This could trigger an investigation by the Immigrant & Employee Rights team within the Department of Justice as it may show the intent to discriminate, Dont ask job applicants to fill out an I-9 until an, Dont tell employees which documents to present (even if youre just trying to be helpful). The documents individually do not qualify. To protect your privacy, please do not include any personal information in your feedback. 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. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. 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.
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