Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? 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. You must obtain an unexpired document and submit as soon as possible. Connect with new hires and make a lasting first impression. Control costs and make every dollar count with reporting. For NAU use only. A magnifying glass. 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. They can . Reduce labor spend, manage overtime, and maximize productivity across your workforce. I-9 documents must be obtained from the relevant issuing body. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Regardless of requirements, its always recommended to retain supporting documentation. Save time, pay employees from wherever you are, and never worry about tax compliance. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. Enter N/A if there is not document number. Document Number Enter the List A 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). Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Affix your unexpired stamp/seal in the space provided. Be a Hero. Instruct the new hire to present the SS card when he/she receives it. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? A state-issued temporary driver's license is an acceptable Form I-9 List B document if it contains a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. 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. If you use a computer, List A column will auto-filled with N/A in each field. Official websites use .gov Pay employees from any location and never worry about tax compliance. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. 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. A refugee may use his or her unexpired Form I-94 as a receipt for a document establishing both employment authorization and identity for 90 days. o Enter the new preparer and/or translator information (and indicate for corrections). 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. 3. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? 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 name, date of birth, gender, height, eye color, and address 9. 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. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? 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. They are the issuing authority and responsible for issuing a license. This policy is intended to account for the fact that many people are unable to renew their driver's licenses or state ID cards at this time due to stay-at-home orders. Can my employee leave any part of Section 1 of the Form I-9 blank? We help you stay updated on the latest payroll and tax regulations. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. If you enter document information in List C column, you must enter document information in the List B column as well. Do I need to see a current DHS document? Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. 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. Join us at our exclusive partner conference. So, Section 1 errors should be fixed by employees. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Enter the document type (name), document number and document expiration date. 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 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 . The F-1 student's Form I-20 bears the latest date by which studies are to be completed. An employee may have several U.S. visas in his or her passport. L. No. Your access of this information does not create an agency or other business relationship where one does not already exist. 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. Enter N/A if there is no expiration date. 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? Does Calif DMV have the authority to suspend driver's licenses? 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. Are you keeping up with I-9 compliance requirements? Online Driver's License Renewal You can renew your license online by accessing the Alabama Online Driver License Issuance page through the Alabama Law Enforcement Agency website. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. The document is not acceptable if it has already expired. 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? Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. The confirmation receipt printed from the USCIS website states that it is not a receipt notice and cannot be used as evidence of a pending application. View our product demos to get a deeper dive into the technology. Employers should attach a signed and dated explanation of the corrective action taken. If you are a AAA member, you may visit a AAA office to renew your driver's . List B identity documents include driver's licenses and state ID cards. A signature on the card is not required for the card to be valid. If you use E-Verify, you should also attach the Work Authorization document. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. 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. (Ex: U.S. . It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . 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 . Enter N/A if there is not document number. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. 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. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was When there are multiple errors, its best to complete a new form and attach it to the old copy. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. Who is in charge of your Form I-9 Retention Policy? Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Section 2 List. $56.25 to purchase class "B" license. 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. Pro tip: write the company name and ID on the top of every document, in case they get separated. U.S. Coast Guard Merchant Mariner Card U.S. Coast Guard Native American Tribal Document Native American Tribe from which the document was issued (Ex: Choctaw, Dakota Sioux, Navajo, etc.) However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. 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. Gather and convert employee feedback into real insights. 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? How to Complete Form I-9 with Examples. 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). Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. 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. The document is not acceptable if it has already expired. This verification confirms an employee's eligibility 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. Both the size of fines and the number of inspections have risen fast in previous years. Section 3: Re-verification and Rehires This is the very last page of the Form I-9. This could be a combination of letters and numbers, but no symbols or hyphens. Vertical license and ID cards are currently used in 46 other states. Drive engagement with talent development and career management. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. Does your company use E-Verify? Following are some of the most common Form I-9 errors and how to correct them. 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. Is an unsigned Social Security card valid? For hard copy form, review the document thoroughly to obtain the issuing authority. An employer may not correct errors or omissions in Section 1. Do not shred previously retained copies of documents. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. We make E-Verify easy! 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). If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. VALID FOR WORK ONLY WITH INS AUTHORIZATION 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 employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . You must enter exactly eight alphanumeric characters (letters and numbers). If youre adding missing information, add your initials and the date in a different color ink. If you are using a computer to complete the form, you can click on the drop-down menu to select List B document and when you click on the same drop-down menu, the embedded USCIS instructions will display. In California and Oregon, employers are required to post notices for employees if there is an inspection. 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 . If you are using a computer, then use the drop-down menu to make a selection. Form I-9 is used to verify an individual's identity and eligibility to work. Issuing Authority Enter the issuing authority of the List C document or receipt. Looking for U.S. government information and services? Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. Submit the new hire for verification at that time. A .gov website belongs to an official government organization in the United States. Click the Click to Finish button at the bottom of the form. 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. 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. The examples below illustrate properly completed, printed I-9s for commonly presented document types. The range of possible penalties is regularly increased and now stands at: If employers try to trick ICE, or ignore credible warnings, they risk serious fines. 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. 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. 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. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Forms I-9 should be retained for all current employees. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. 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). Since 2007. No. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. We use a digital fax service so that we can see the form exactly as you send it. No entry should be made in List A column. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. 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 insights into your workforce to make critical business decisions. 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. Do not accept expired document(s). In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Policies|Privacy Policy|Data Security. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. Does this card need to be reverified? Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? 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. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. 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. There are three lists of documents. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Learn more about our product bundles, cost per employee, plans and pricing. If information has been written in the wrong list (e.g., a Social Security number is in List B or a drivers license in List C) draw an arrow to the correct list and add initials and the date, again preferably in different color ink. A. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. Employees must be allowed to present any valid combination of documents listed on Form I-9. Last Updated: December 20, 2022 | Read Time: 20 min. 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. 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. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. How often you should complete an audit depends mostly on your company size. Proof of insurance. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. This section will auto-populate if you are using a computer to complete the form. Check out this guided tour to see for yourself how our platform works. Do not backdate this field. The payroll system you select is an important decision for your business. Employees may present a single document from List A of Form I-9 or one document each from List B and List C. Employers may not specify what documents an employee must submit. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. How often do you conduct internal audits? Eliminate the stress of ACA filing with streamlined reporting. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. Ensure the note is signed and dated. Last Name of the Employer or Authorized Representative Enter your full legal last name. ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing A citizen of the United States. Document Number - Enter the List B document or receipt document number. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. Review, reimburse, and report on employee expenses in one location. Issuing authority refers to any government agency or office that has the . To protect your privacy, please do not include any personal information in your feedback. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). 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. A vertical driver's license or identification card will be issued to anyone under age 21. If you entered List A document(s), you must not enter document information in List B or List C columns. A card that includes any of the following restrictions is not an acceptable List C document: Frequently Asked Questions: I-9 Compliance, Verify Completed Form I-9 and Original Documents, Complete Form I-9 for Employment Eligibility Verification, Employment Eligibility Verification (I-9) Compliance, I-9 Employment Eligibility Verification Form Paper Version, Remote Hire Authorized Agent Instruction Sheet, Request New or Change Existing Expenditure Type Codes, Request New or Change Existing Object Codes, Signature Versus Financial Approval Authority, Authority to Create Financial Transactions, Authority to View or Access Financial Data, Grant or Update Financial Authority Assignments, Delegate or Share Oracle Approval Worklist, Setting Up a New Supplier or Visitor Payee, Managing the Supplier Relationship and Record, Intermediate Sanctions for Paying Disqualified Persons, Payroll for Foreign Non-Resident Employees, Payroll for Employees Working Outside of California, Managing Aging and Outstanding Expense Transactions, Account Balance Reconciliation Attestation, Issuing Refunds to Credit and Debit Cards, Topic Overview: Verify Eligibility for Employment (I-9), consult with the I-9 Compliance Specialist, See the example of a completed Section 1 of Form I-9, See the example of a completed Section 2 of Form I-9, About Financial Management Services (FMS), Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee, Select Section 1 and/or Section 2 to see the examples of a completed Form I-9. Increase engagement and inspire employees with continuous development. DHS is proposing this process change become permanent. 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. 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. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. How should I correct errors or omissions found on my employees Form I-9? An Employment Authorization Document (EAD) is an identification card that U.S. Yes. Only Certified copies of birth certificates that are photocopied are acceptable. 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 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. An employee may provide documentation to support his or her name change, but is not required to do so. 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). Along with the form, your new hire must show proof that confirms their identity and confirms . Document Title Enter the title of the List B document or receipt in this field. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? 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). Transform open enrollment and simplify the complexity of benefits admin. Citizenship and Immigration Services website. 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). State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . 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. HR staff may list 'Driver's license' for the title space, the state motor vehicles agency for the issuing authority, the document number and the expiration date. For more information click, USCIS Instructions for Form I-9. 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. However, if they prove that they now have the correct documentation and their status has been regularized, an employer can continue their employment, even if they originally provided false documentation. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social This is not a complete list of documents. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. [15] 4 Add the date the employee began. Only if no other method is available should you fax the card to us. You may ask if the employee has other documentation that would satisfy Form I-9. List B Documents Issuing Authority Driver's License Learner's Permit . When normal operations resume, employees who were. If you think this might mean you, dont panic. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. "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 . Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. 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.