To do otherwise could be an unfair immigration-related employment practice. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. Issuing authority refers to any government agency or office that has the . Pro tip: write the company name and ID on the top of every document, in case they get separated. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. See how to turn frontline workers into leaders and face industry labor challenges. 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. 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. 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. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Save time, pay employees from wherever you are, and never worry about tax compliance. Only if no other method is available should you fax the card to us. Any other comments or notations necessary for the employers business process. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Along with the form, your new hire must show proof that confirms their identity and confirms . Enter N/A if there is not document number. Missing Alien Number or I-94 Number:Regardless of the type of identification documents presented, a non-citizen new hire must provide either an Alien (USCIS) Number or Form I-94 number. 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. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. No. This provides a quick reference that the cardholder is a minor. Payroll Form I-9 Section 2 Instructions. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. If, however, you determine that the document with a different name does not reasonably appear to be genuine and to relate to her, you may ask her to provide other documents from the Lists of Acceptable Documents on Form I-9. An employee may have several U.S. visas in his or her passport. 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. *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. Do I need to see a current DHS document? 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. Eliminate large down payments and end-of-year surprises. 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. How can I add an electronic signature field to Form I-9? Therefore, you may choose to begin or end the practice of keeping copies of documents at any time, as long as you do so for all employees, regardless of national origin or citizenship status, or you may be in violation of anti-discrimination laws. Both the size of fines and the number of inspections have risen fast in previous years. If you are using the computer, select the issuing authority form the drop-down menu. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). The size of penalties depends on several factors including company size and number of violations. For NAU use only. If you are using a computer, then use the drop-down menu. Hire and retain staff with earned wage access. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. Read these case studies to see why. Control costs and mitigate risk with accurate timekeeping. Transform open enrollment and simplify the complexity of benefits admin. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. 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. 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. Manage all employee tasks and documents in one place. Learn more about our product bundles, cost per employee, plans and pricing. The best way to correct the form is to: An employer should not conceal any changes made on the Form I-9for example, by erasing text or using correction fluid, nor should the employer backdate the Form I-9. Build a great place to work where employees show up, make a difference and win together. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Get insights into your workforce to make critical business decisions. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Usually, this section will be left blank. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. No. See whats new today. The "Additional Information" space is for Form I-9 notes, such as: 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 If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. 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. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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 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. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Looking for U.S. government information and services? What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? The issuing authority is the specific entity that issued the document(s). 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. If we experience continued problems reading your faxes, well let you know. 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. Citizenship and Immigration Services website. 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. On-campus employment is authorized until the completion of the student's course of study. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Employers are not required to record information from the student's Form I-20 in Section 2. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. Official websites use .gov Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? How to Complete Form I-9 with Examples. 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. 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. The document is not acceptable if it has already expired. Does your company retain supporting documentation? It is not the same as the drivers license number. Receipts for documents are acceptable. The employer should attach a note to the employees Form I-9 explaining the discrepancy. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . Document Number Enter the List B document or receipt document number. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. You may leave the section blank or you may use this space to notate any additional information required for Form I-9 such as: Certification section it is imperative that you follow these last part of the instructions very carefully to prevent any liability for errors made on the Form I-9. Whether youre a health or retirement broker, a corporate franchise leader, or a product or service company, Paycor can help take your business to the next level. Does this card need to be reverified? Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. The Department encourages all eligible customers to conduct their driver license services online. If not, your company could be sitting on a massive liability. 3. They can . U.S. Passport or U.S. Passport Card . 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). If you think this might mean you, dont panic. 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. Last Name of the Employer or Authorized Representative Enter your full legal last name. mhhauto registration code We make E-Verify easy! Verify I-9 LLC. See our vetted tech & services alliances. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Connect with new hires and make a lasting first impression. 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. A. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. 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. It indicates, "Click to perform a search". 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). Ensure the note is signed and dated. Address the varying challenges of women and together be a champion for business growth. Entering the visa number is optional. 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. Its time to be agents of change. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. This section will auto-populate if you are using a computer to complete the form. 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 . Form I-9 is used to verify an individual's identity and eligibility to work. Specific I-9 documents can be issued to certain person categories. If the employee provides a Social Security card, it must be unrestricted. This is the date that DHS uses to determine whether or not the form was timely submitted. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. You may not enter any special characters. 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. Enter N/A if there is not document number. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. 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). For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. 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). If the employee provides a Social Security card, it must be unrestricted. 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. If you are a AAA member, you may visit a AAA office to renew your driver's . info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. For more information click, USCIS Instructions for Form I-9. The document is not acceptable if it has already expired. Since its creation in 1986, new I-9 forms tend to be issued every several years. How often you should complete an audit depends mostly on your company size. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. Employee termination dates and form retention dates. When keeping documents, store them with I-9 itself, separate from personnel files. Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social Twitter. 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). Reduce labor spend, manage overtime, and maximize productivity across your workforce. If you are using a computer, then use the drop-down menu to make a selection. Making copies and keeping them can help your case in the event of an ICE inspection. The new card is a credit card type document. Issuing Authority Enter the issuing authority of the List B document or receipt. DHS is proposing this process change become permanent. Employees must be allowed to present any valid combination of documents listed on Form I-9. If you are using the computer, select the issuing authority form the drop-down menu. You must obtain an unexpired document and submit as soon as possible. Affix your unexpired stamp/seal in the space provided. You should scan or digitally photograph the document and return the image to us for matching.