Do not accept expired document(s). You may use either common abbreviations for the document title or issuing authority, for example, "DL" for driver's license and "SSA" for Social Security Administration, or the suggestions in the form instructions. If you enter document information in List C column, you must enter document information in the List B column as well. Form I-9 Acceptable Documents | USCIS Home I-9 Central Form I-9 Acceptable Documents Form I-9 Acceptable Documents Employees must provide documentation to their employers to show their identity and authorization to work. Reverification is triggered by the document with the earlier end date. If the preparer and/or translator did not previously complete the preparer and/or translator certification block, he or she should: If the certification block was previously completed by a different preparer and/or translator: o Draw a line through the previous preparer and/or translator information; and 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 A document or receipt. Get insights into your workforce to make critical business decisions. Section 2 List. 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 . For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. At USCIS, the Employment Authorization Document is known as Form I-766. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . You can download the current version from our home page at verifyi9.com. Here is a quick reference for common documents: U.S. Passport. Last Updated: December 20, 2022 | Read Time: 20 min. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. [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: 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 . A signature on the card is not required for the card to be valid. Only Certified copies of birth certificates that are photocopied are acceptable. In California and Oregon, employers are required to post notices for employees if there is an inspection. Duplicate Driver's License or ID Card. For more information click, USCIS Instructions for Form I-9. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. When keeping documents, store them with I-9 itself, separate from personnel files. Submit the new hire for verification at that time. Leave Section 3 blank. What do I put for issuing authority? The number consists of three letters followed by 10 numbers. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Intuitive software to help pay employees accurately and on time. Document Number - Enter the List B document or receipt document number. 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). A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social 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? Were growing and want to hear from you. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. We are NOT the E-Verify program nor any government agency. Employee Info from Section 1 Enter the employees Last Name (Family Name), First Name (Given Name), Middle Initial (enter N/A if no middle initial) and Citizenship/Immigration Status (1, 2, 3, or 4) exactly as what the employee has entered in Section 1. Indiana residents who have not already made application for a Real ID should do so during their next renewal. 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. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Who is in charge of re-verification procedures for employees with Employment Authorization documents? Any missing information could result in a violation. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. Drive engagement and increase retention with talent development and continuous learning. Claim hiring tax credits and optimize shift coverage. Yes. 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. Reduce risk, save time, and simplify compliance management. 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. 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. 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. 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 form auto-populated the List A column fields with N/A. 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). $66.25 to purchase class "A" license. Initial and date the correction or omitted information. Initially a short-term measure, this change has since been extended through the end of July 2023. Regardless of requirements, its always recommended to retain supporting documentation. 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). Eliminate the stress of ACA filing with streamlined reporting. Some states may place restrictive notations on their licenses. For former employees, they must be retained for 1 year from the date of termination or 3 years from the date of the original hire, whichever is later. 1. 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. 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. Drive engagement with talent development and career management. 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. Secure .gov websites use HTTPS Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? Employees may also use or ask for a preparer/translator to assist them in completing the form. o Enter the new preparer and/or translator information (and indicate for corrections). Do not complete. 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. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. (This should be a specific name, rather than just HR). Vertical license and ID cards are currently used in 46 other states. This information is contained all in the spaces under "List B". First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. 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. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. U.S. Passport or U.S. Passport Card . Paycors leadership brings together some of the best minds in the business. 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). You can find instructions for creating a digital image in the Client area of our web site. If you are using the computer, select the issuing authority form the drop-down menu. 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? Transform open enrollment and simplify the complexity of benefits admin. tony dokoupil ex wife the bachelorette. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. Telephone number and email address fields are optional. Document Title Enter the title of the List C document or receipt in this field. Our popular webinars cover the latest HR and compliance trends. 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. Stay up to date with the latest HR trends. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. 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. Seeing is believing. 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. Since 2007. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. An exception exists for federal contractors. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. School ID card with a photograph 6. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. An employer may not correct errors or omissions in Section 1. 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. Drivers Age 75 or Older. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. 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. Document Number Enter the List A document or receipt document number. 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. Form I-9 is used to verify an individual's identity and eligibility to work. 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. A decision is expected by the end of 2023. 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). HR solutions purpose-built to help leaders create great places to work. Then the Warning message #2 will appear letting you know that you must print Section 2. 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. 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? Is a Form I-94 stamped with "parole" an acceptable List C #7 document? Tell us about your organization and what you want to accomplish and well recommend a custom solution. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Making copies and keeping them can help your case in the event of an ICE inspection. 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. A receipt for a new Social Security card is an acceptable document, but the new card must be shown within 90 days, Fill in document title and number, issuing authority and expiration date in List A or Lists B and C, Certify examination of document(s) with signature, name of company rep and company information, Failure to complete List A or Lists B and C, Failure of company representative to sign Section 2, Failure to complete and sign form by 3 days after first day of employment, Over-documentation (e.g., completing List C despite a satisfactory List A). DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. All rights reserved. Employers may choose to scan and upload the original, signed forms to retain them electronically. "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 . Yes, they have the authority to suspend a license. When completing section II of the I-9 Form, the employer must record the proper "issuing authority" of the document (s) provided by the employee. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. No. The size of penalties depends on several factors including company size and number of violations. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. Document Number Enter the List B document or receipt document number. On-campus employment is authorized until the completion of the student's course of study. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Instruct the new hire to present the SS card when he/she receives it. Our customers are our heroes. The new card is a credit card type document. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. Save time, pay employees from wherever you are, and never worry about tax compliance. Eliminate large down payments and end-of-year surprises. A .gov website belongs to an official government organization in the United States. Form I-9 is required by the Department of Homeland Security. If you are using the computer, select the issuing authority form the drop-down menu. Does your company use E-Verify? Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. In the case of a student, the Form I-94 and I-20 establish employment authorization. The Department encourages all eligible customers to conduct their driver license services online. 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. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. Hire and retain staff with earned wage access. [15] 4 Add the date the employee began. E-Verify is a registered trademark of U.S. Department of Homeland Security. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. A photograph must also be taken. Usually, this section will be left blank. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Can my employee leave any part of Section 1 of the Form I-9 blank? 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. 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 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. 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 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. A U.S. visa number, circled below, usually contains eight numeric characters. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. 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. The document is not acceptable if it has already expired. Any other comments or notations necessary for the employers business process. One document matches the name entered in Section 1. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. If you enter document information in the List B column, you must also enter document information in the List C column as well. Employees must be allowed to present any valid combination of documents listed on Form I-9. 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. Yes No You should scan or digitally photograph the document and return the image to us for matching. 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 . Since 2007. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. Stanford University, Stanford, California 94305. https://fingate.stanford.edu/paying-people/resource/examples-completed-form-i-9, iProcurement - SmartMart Catalog Suppliers, List B: Driver's License + List C: Social Security Card, List B: Driver's License + List C: Birth Certificate, Passport from FSM or RMI, with Form I-94 (List A), List A: Foreign Passport + Form I-94 and an I-20, List A: Foreign Passport + Form I-94 and a DS-2019, List A: Foreign Passport + Form I-94 with TN/E/O/H-1B Status, List A: Employment Authorization Card (EAD Card). Enter N/A if there is no expiration date. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Enter N/A if there is not document number. This section will auto-populate if you are using a computer to complete the form. 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. Gather and convert employee feedback into real insights. 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 . 1. Mitigate risk with proactive payroll and tax alerts. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. To complete Form I-9 for on-campus employment, the F-1 student employee is only required to present an unexpired foreign passport and an I-94 indicating F-1 nonimmigrant status. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. If the employee provides a Social Security card, it must be unrestricted. See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. If youre adding missing information, add your initials and the date in a different color ink. Looking for U.S. government information and services? An official website of the U.S. Department of Homeland Security, An official website of the United States government. Leave payroll and taxes to the experts so you can focus on your business. (Ex: U.S. . In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. It indicates, "Click to perform a search". 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. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. 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. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Official websites use .gov 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. Check out this guided tour to see for yourself how our platform works. Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . Enter the employees name as it is listed on the employees Social Security Card. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Part B: Fill in the new hire date. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. Enter your expiration of commission date. When there are multiple errors, its best to complete a new form and attach it to the old copy. 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). Under 18 and Under 21 indicators display below the portrait. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. 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. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. In addition, copies of these documents must be made and retained. Pay employees from any location and never worry about tax compliance. Following are some of the most common Form I-9 errors and how to correct them. Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Employers must use only the newest version of Form I-9. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. If not, your company could be sitting on a massive liability.
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