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). Document Title Enter the title of the List C document or receipt in this field. You must enter exactly eight alphanumeric characters (letters and numbers). Hire skilled nurses and manage PBJ reporting. 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. Transform open enrollment and simplify the complexity of benefits admin. What is your policy for working with outside contractors? Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. We make E-Verify easy! You dont need to put every document under a blacklight. 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. U.S. Passport or U.S. Passport Card . If you use E-Verify, you should also attach the Work Authorization document. 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. 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. Issuing Authority Enter the issuing authority of the List C document or receipt. A magnifying glass. This is not a complete list of documents. 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. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. Women who experienced belittling at work are now stepping up to fight microaggressions. Answer (1 of 31): Issuing Authority is nothing but RPO(REGIONAL PASSPORT OFFICE) as, i am a resident of west bengal & my RPO is Kolkata, Azhar is a resident of telengana & his Issuing authority/RPO is HYDRABAD. 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. Employers must use only the newest version of Form I-9. The "Additional Information" space is for Form I-9 notes, such as: If youre adding missing information, add your initials and the date in a different color ink. Be a Hero. 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 6). How should I correct errors or omissions found on my employees Form I-9? Section 2 is a review of the documents the employee presents and must be signed. 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? 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. The good news is, HR teams arent expected to be detectives. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. On-campus employment is authorized until the completion of the student's course of study. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. 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. 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. Only Certified copies of birth certificates that are photocopied are acceptable. 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? The form must be accompanied by acceptable supporting I-9 documents. Join us at our exclusive partner conference. Additional documentation that certain non-immigrant employees may present. What is my responsibility concerning the authenticity of document(s) presented to me? 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. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. 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. Pay employees from any location and never worry about tax compliance. The Department encourages all eligible customers to conduct their driver license services online. Eliminate the stress of ACA filing with streamlined reporting. Reduce labor spend, manage overtime, and maximize productivity across your workforce. You'll need to fill in the employee's name in the second section, as well as their employment status. If you are using the computer, select the issuing authority form the drop-down menu. Does this card need to be reverified? 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). The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. Employees may also use or ask for a preparer/translator to assist them in completing the form. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Section 1 of the I-9 must be completed by the employee on or before their first day of employment. 1. (Ex: U.S. . A .gov website belongs to an official government organization in the United States. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Policies|Privacy Policy|Data Security. Enter your expiration of commission date. Issuing Authority Enter the issuing authority of the List A document or receipt. HR teams in manufacturing need to create career paths for their employees. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. You also may wish to attach a brief memo to Form I-9 stating the reason for the name discrepancy, along with any supporting documentation the employee provides. Enter the visa number exactly as it appears on the document. 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. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. Any inconsistency could imply discrimination. Foreign Passports Incorrectly Described:You may accept a foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. 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). For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . 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). Looking for U.S. government information and services? Driver's license issued by a Canadian government authority 3. Incorrect I-9 Form:Form I-9 is available in English and Spanish. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). Our customers are our heroes. 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. Paycor has the right defenses in place to protect your data. How to Complete Form I-9 with Examples. A U.S. visa number, circled below, usually contains eight numeric characters. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. You should scan or digitally photograph the document and return the image to us for matching. Verifies that and employee is authorized to work in the United States. If you think this might mean you, dont panic. 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? issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . You may verify new hires who were hired on the date that you enrolled. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. When is an employee required to use "N/A" in Section 1? Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. 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. The form auto-populated the List A column fields with N/A. See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. Document Title Enter the title of the List B document or receipt in this field. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. We are NOT the E-Verify program nor any government agency. First Name of the Employer or Authorized Representative Enter your full legal first name. Retain and coach your workforce with career planning. Do not complete. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. 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. Errors in Section 2 and Section 3 should be fixed by the employer and ideally the same person who received the documents and signed the certification. List B identity documents include driver's licenses and state ID cards. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. An employee may provide documentation to support his or her name change, but is not required to do so. Issuing authority refers to any government agency or office that has the . See how to turn frontline workers into leaders and face industry labor challenges. The payroll system you select is an important decision for your business. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. If not, your company could be sitting on a massive liability. An employee may have several U.S. visas in his or her passport. Drive engagement and increase retention with talent development and continuous learning. Any other comments or notations necessary for the employers business process. 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). Reverification is triggered by the document with the earlier end date. Making copies and keeping them can help your case in the event of an ICE inspection. You can find instructions for creating a digital image in the Client area of our web site. Here is a quick reference for common documents: U.S. Passport. Errors or information missing from the I-9 form can delay the successful completion of a verification. These fields help to ensure that the two pages of the employees Form I-9 remain together. Stay ahead of recruiting and hiring regulations. The examples below illustrate properly completed, printed I-9s for commonly presented document types. 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). An exception exists for federal contractors. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). 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 Employment Eligibility Document Title. In California and Oregon, employers are required to post notices for employees if there is an inspection. Are you keeping up with I-9 compliance requirements? 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. Enter the document type (name), document number and document expiration date. 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. Is an unsigned Social Security card valid? In the case of a student, the Form I-94 and I-20 establish employment authorization. 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. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? This verification confirms an employee's eligibility to work in the United States. What is the issuing authority of an ID? Citizenship and Immigration Services website. 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 .gov website belongs to an official government organization in the United States. In addition, special endorsements may be required if you or your company drivers will be driving any of the following vehicles: a truck with double or triple trailers a truck with a tank Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. 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. List B Documents Issuing Authority Driver's License Learner's Permit . Beware: If your company has an honesty policy, it should be applied consistently. Employers are not required to record information from the student's Form I-20 in Section 2. (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. When there are multiple errors, its best to complete a new form and attach it to the old copy. Gather and convert employee feedback into real insights. Instruct the new hire to present the SS card when he/she receives it. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Click the Click to Finish button at the bottom of the form. The best way to correct the error is to have the employee: Draw a line through the incorrect information; Enter the correct or omitted information; and. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . 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. List A Documents Issuing Authority U.S. Passport The issuing authority will be listed on the lower right of the photo page in the passport. If you are using a computer, then use the drop-down menu to make a selection. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. Who is in charge of your Form I-9 Retention Policy? 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). Find quality candidates, communicate via text, and get powerful analytics. A citizen of the United States. Employment authorization extension for Temporary Protected Status beneficiaries, etc. Initial and date the correction or omitted information. Attract top talent, develop employees, and make better decisions with actionable data. 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. Enter the document(s) presented to you The employee is obligated under the law to present his/her original unexpired documents to show his/her identity and employment authorization in person within three business days of the employees employment start date. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. This requirement applies to every employee, full-, Employers with any employees working remotely. Lets create value across your portfolio. If you are a AAA member, you may visit a AAA office to renew your driver's . Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. When normal operations resume, employees who were. Under 18 and Under 21 indicators display below the portrait. Issuing Authorities vary, even among the same types of documents. See more about I-9 compliance here. Pro tip: write the company name and ID on the top of every document, in case they get separated. 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 should be a specific name, rather than just HR). Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. The employer should attach a note to the employees Form I-9 explaining the discrepancy. HR solutions purpose-built to help CFOs mitigate risk and control costs. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Plan, manage, and execute pay increases and rewards. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Maximize training and development with personalized content. The paroled entrepreneurs foreign passport and Form I-94, Arrival/Departure Record, bearing the same name as the passport and unexpired endorsement of the entrepreneurs parole (PE-1) are acceptable as a List A document. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. Last Name of the Employer or Authorized Representative Enter your full legal last name. We help you stay updated on the latest payroll and tax regulations. Review our. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. Does your company use E-Verify? A decision is expected by the end of 2023. Document Number Enter the List C document or receipt document number. Share sensitive information only on official, secure websites. Since its creation in 1986, new I-9 forms tend to be issued every several years. The new card is a credit card type document. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. Yes. Since 2007. 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 Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Mitigate risk with proactive payroll and tax alerts. 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. Receipts for documents are acceptable. If the employee provides a Social Security card, it must be unrestricted. Drivers Age 75 or Older. Document Number Enter the List B document or receipt document number. Largest city and the administrative center . Measures 8.5" x 11". You may not enter any special characters. See whats new today. It indicates, "Click to perform a search". 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. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. 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. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. No. Review, reimburse, and report on employee expenses in one location. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. . Theres never been a better time to join. 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). Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. 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? The issuing authority is the specific entity that issued the document(s). Employee termination dates and form retention dates. If you are using a computer, then use the drop-down menu to make a selection. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. Our popular webinars cover the latest HR and compliance trends. Drivers of large and heavy vehicles (i.e. 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. Issuing authority refers to any government agency or office that has the power to issue a specific official document. 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 information required includes the document(s) title; issuing authority; document number and expiration date, if any. An Employment Authorization Document (EAD) is an identification card that U.S. Telephone number and email address fields are optional. If you are using the computer, select the issuing authority form the drop-down menu. Save time, pay employees from wherever you are, and never worry about tax compliance. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was