In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. See our vetted tech & services alliances. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. List B Documents Issuing Authority Driver's License Learner's Permit . Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Internal audits are the best way to determine your liability and uncover errors. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. For example, in the United States, birth certificates are issued by the office of vital records from the state in which the individual was born. 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. 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? Instruct the new hire to present the SS card when he/she receives it. E-Verify electronically compares information the employer enters from Form I-9 to records available to the Social Security Administration and the U.S. Department of Homeland Security. Last Reviewed/Updated: 07/06/2021 Was this page helpful? The information required includes the document (s) title; issuing authority; document number and expiration date, if any. The employee or preparer or translator should draw a line through the incorrect information and enter the correct information or note the omitted information; Have the employee initial and date the correction or omitted information if able; and. The 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). 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. HR teams in manufacturing need to create career paths for their employees. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. You may accept a driver's license if it contain a photograph or, if it does not contain a photograph, it includes identifying information such as name, date of birth, gender, height, eye color, and address. Why Should I Hire an E Verify Employer Agent? Issuing Authorities vary, even among the same types of documents. Can my employee leave any part of Section 1 of the Form I-9 blank? How should I correct errors or omissions found on my employees Form I-9? Eliminate the stress of ACA filing with streamlined reporting. You must examine the document(s), and if they reasonably appear on their face to be genuine and to relate to the person presenting them, you must accept them. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Claim hiring tax credits and optimize shift coverage. This section will auto-populate if you are using a computer to complete the form. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. An employee may provide documentation to support his or her name change, but is not required to do so. Leave Section 3 blank. See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. VALID FOR WORK ONLY WITH INS AUTHORIZATION 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. Engage new hires with onboarding and control costs with timekeeping. Affix your unexpired stamp/seal in the space provided. 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. o Enter the new preparer and/or translator information (and indicate for corrections). Drivers of large and heavy vehicles (i.e. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social We make E-Verify easy! The issuing authority varies, even among the same types of documents. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . Please contact your campus HR office for assistance in completing the form. School ID card with a photograph 6. 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). There are three lists of documents. mhhauto registration code issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . 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. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. 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. 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? 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. 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. List B Documents Issuing Authority Driver's License Learner's Permit : State from which the Driver's License was issued (Ex: State of Florida, State of California, State of Pennsylvania, )etc. Receipt(s) for lost, stolen or damaged document(s) are acceptable. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. How often you should complete an audit depends mostly on your company size. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. What do I put for issuing authority? This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. For hard copy form, review the document thoroughly to obtain the issuing authority. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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. Review our. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. A refugee's Department of State-issued Transportation Boarding Letter is an acceptable List B #2 identity document if it contains a photograph or identifying information (name, date of birth, gender, height, eye color and address) and appears to be genuine and to relate to the person presenting it. Be a Hero. The employer should attach a note to the employees Form I-9 explaining the discrepancy. [15] 4 Add the date the employee began. A. Yes. Errors or information missing from the I-9 form can delay the successful completion of a verification. Largest city and the administrative center . This verification confirms an employee's eligibility to work in the United States. You have only accepted unexpired identification documents from the list of, You will refer a foreign national employee directly to NAU, You will refer an employee who is a minor (under age 18) or an employee with disabilities and his/her parent, legal guardian or representative has completed Section 1 for them, please contact NAU. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. HR solutions purpose-built to help CFOs mitigate risk and control costs. Site designed by Financial Management Services (FMS) in partnership with ImageX Media. If you keep the process in-house, make sure that the employee in charge of auditing your I-9 forms isnt the same one who filled them out in the first place. In addition, copies of these documents must be made and retained. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Track critical documentation and control labor expenses. Secure .gov websites use HTTPS Duplicate Driver's License or ID Card. 1. Enter N/A if there is no expiration date. Who is in charge of your Form I-9 Retention Policy? Along with the form, your new hire must show proof that confirms their identity and confirms . 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. Does your company use E-Verify? Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. 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). tony dokoupil ex wife the bachelorette. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. 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). For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. 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. 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). What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? 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. 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). When there are multiple errors, its best to complete a new form and attach it to the old copy. Document Number Enter the List B document or receipt document number. 3. 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. 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). For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. Then the Warning message #2 will appear letting you know that you must print Section 2. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. If you are using a computer, then use the drop-down menu to make a selection. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: Connect with new hires and make a lasting first impression. Today's Date (mm/dd/yyyy) Let an experienced and knowledgeable professional manage your E-Verify participation. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? If the employee provides a Social Security card, it must be unrestricted. L. No. This requirement applies to every employee, full-, Employers with any employees working remotely. Employee termination dates and form retention dates. Gather and convert employee feedback into real insights. 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). Are you keeping up with I-9 compliance requirements? If the employee provides a Social Security card, it must be unrestricted. The form auto-populated the List A column fields with N/A. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. You have physically examined each original unexpired document(s) presented by the employee. Submit the new hire for verification at that time. Measures 8.5" x 11". 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. Control costs and mitigate risk with accurate timekeeping. Any missing information could result in a violation. 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. U.S. Passport or U.S. Passport Card . A .gov website belongs to an official government organization in the United States. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. Who should be contacted in the event of an ICE Notice of Inspection? The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. If you are using the computer, select the issuing authority form the drop-down menu. Drivers Age 75 or Older. Employers may choose to scan and upload the original, signed forms to retain them electronically. Get insights into your workforce to make critical business decisions. 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? Issuing Authority Enter the issuing authority of the List C document or receipt. Last Updated: December 20, 2022 | Read Time: 20 min. 1. Share sensitive information only on official, secure websites. 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. *Unrestricted Social Security cards that are acceptable List C documents are only issued to: An official website of the U.S. Department of Homeland Security, An official website of the United States government, To protect your privacy, please do not include any personal information in your feedback. Who is in charge of immigration compliance? Learn more about our product bundles, cost per employee, plans and pricing. An employer may not correct errors or omissions in Section 1.