Employers are no longer allowed to accept expired List B documents for I-9 identity verification. If you are using the computer, select the issuing authority form the drop-down menu. Enter N/A if there is not document number. Issuing Authorities vary, even among the same types of documents. Today's Date (mm/dd/yyyy) No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. In addition, copies of these documents must be made and retained. An employee may have several U.S. visas in his or her passport. A magnifying glass. 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. If you use E-Verify, you should also attach the Work Authorization document. Paycor has the right defenses in place to protect your data. This is not a complete list of documents. Pro tip: write the company name and ID on the top of every document, in case they get separated. What do I put for issuing authority? The form auto-populated the List A column fields with N/A. 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. The employer should attach a note to the employees Form I-9 explaining the discrepancy. Official websites use .gov Issuing authority refers to any government agency or office that has the power to issue a specific official document. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. 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). 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). 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). A decision is expected by the end of 2023. The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. This article lists the most common issues and problems related to the completion and submission of the I-9 form. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. Employees needing assistance to correct or enter omitted information in Section 1 can have a preparer and/or translator help with the correction or omitted information. Making copies and keeping them can help your case in the event of an ICE inspection. Secure .gov websites use HTTPS Employees who choose to enter their I-94 Admission Number on the Form I-9 should also enter theirforeign passport number and country of issuance. What is my responsibility concerning the authenticity of document(s) presented to me? Leave payroll and taxes to the experts so you can focus on your business. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. If you complete Section 2 using a computer, a selection in List A column will auto-fill all the fields in the List B and List C columns with N/A. Here is a quick reference for common documents: U.S. Passport. Document Number Enter the List C document or receipt document number. The Driver Services Division is responsible for testing and issuing driver licenses as well as offering voter registration and issuance of driving records Change of Address If your residence address changes, even if you have not physically relocated, you are required by state law to notify the Department of Safety and Homeland Security within . Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) Document Number Enter the List A document or receipt document number. Acceptable documents that need to be re-verified: If an employee reveals that they do not have authorization to work or they have provided false documentation, their employment must be terminated. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. Last Name of the Employer or Authorized Representative Enter your full legal last name. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented 3. Before parolees can work, they must apply for employment authorization. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. 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. 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. Enter N/A if there is no expiration date. Enter the visa number exactly as it appears on the document. If you enter document information in the List B column, you must also enter document information in the List C column as well. See how were taking the right STEP toward inclusion and belonging. 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 . 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 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. List B Documents Issuing Authority Driver's License Learner's Permit . The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . If an employer fails to make a copy of a List A document (subject to photo match) and they identify this error during a self-audit, what should the employer do if the document is no longer available to copy? The issuing authority varies, even among the same types of documents. E-Verify and Professional Employer Organizations (PEOs). Can an F-1 student eligible for on-campus employment or curricular practical training present a List B document, such as a driver's license or school ID, along with a Form I-94 and Form I-20 as a List C document when completing Form I-9? 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. 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. 1. Form I-9 is used to verify an individual's identity and eligibility to work. We use almost every bit of information from the form to complete the verification. 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 . Pay employees from any location and never worry about tax compliance. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. The front of the card contains a photo, fingerprint, and signature of the rightful holder. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? Who is an issuing authority? If you entered List A document(s), you must not enter document information in List B or List C columns. Get real-time analytics to HR & Payroll data. DHS is proposing this process change become permanent. Leave Section 3 blank. 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 . These fields help to ensure that the two pages of the employees Form I-9 remain together. The "Additional Information" space is for Form I-9 notes, such as: If an employee presents a U.S. passport card, Permanent Resident Card (Form I-551), or the Employment Authorization Document (Form I-766), you must copy the front and back of these cards. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. 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. 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. Additional documentation that certain non-immigrant employees may present. (Ex: U.S. . We need you to attest to the following facts: List A Documents establish both identity and employment authorization. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. Theres never been a better time to join. If the employee provides a Social Security card, it must be unrestricted. It is not the same as the drivers license number. Get insights into your workforce to make critical business decisions. Document Number - Enter the List B document or receipt document number. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. My new employee presented two documents to complete Form I-9, each containing a different last name. Do you train employer representatives on completing I-9 forms? Yes. If the employee provides a Social Security card, it must be unrestricted. 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. 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. Policies|Privacy Policy|Data Security. Claim hiring tax credits and optimize shift coverage. Enter your expiration of commission date. 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). If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. 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). 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. Part A: Fill in the employee's name if it includes a name change that is different from Section 1 of the form (i.e., marriage and divorce with a name change). Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. 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. For NAU use only. Paycors always in the news for innovation, hiring and more. VALID FOR WORK ONLY WITH INS AUTHORIZATION The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Maximize training and development with personalized content. 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. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. Do not accept expired document(s). By continuing to use this site, you are accepting our use of cookies. 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). A U.S. visa number, circled below, usually contains eight numeric characters. The system used to generate and store the electronic Form I-9 also must comply with regulations found at 8 CFR 274a.2 (e)-(i). Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: [15] 4 Add the date the employee began. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. 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). 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). Any inconsistency could imply discrimination. The documents individually do not qualify. Document Title Enter the title of the List A document or receipt in this field. Since 2007. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. L. No. Creating an official immigration compliance policy will help you act consistently and put you in the best possible position in the event of an unexpected Notice of Inspection from ICE. 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. An Employment Authorization Document (EAD) is an identification card that U.S. Form I-9 is required by the Department of Homeland Security. Eliminate large down payments and end-of-year surprises. If the List B and List C document are acceptable, then do not ask for a List A document. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. Issuing Authority Enter the issuing authority of the List B document or receipt. Contact NAU HR if you have questions on what type of information to enter. 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. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Military dependent's ID card 7. Enter N/A if there is no expiration date. 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. 231, 302-323 (2005)], which in part sets . Employers who wish to implement an electronic Form I-9 with an electronic signature function may re-create a Form I-9 that includes such a function, as long as the resulting form is legible; there is no change to the name, content, or sequence of the data elements and instructions; no additional data elements or language are inserted; and the standards specified under 8 CFR 274a.2(e) through (i), as applicable, are met.
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