Errors or information missing from the I-9 form can delay the successful completion of a verification. 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. 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. Lets create value across your portfolio. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. 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 . Learn more about our product bundles, cost per employee, plans and pricing. The employer should attach a note to the employees Form I-9 explaining the discrepancy. 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). Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. No, Form I-94 and Form I-20 do not establish employment authorization for reverification in the case of F-1 students seeking employment under optional practical training (OPT), STEM OPT extension, or off-campus employment based on severe economic hardship. 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 Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. Do not accept expired document(s). This is not a complete list of documents. A decision is expected by the end of 2023. 109-13, 119 Stat. Employers are not required to record information from the student's Form I-20 in Section 2. The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. Only Certified copies of birth certificates that are photocopied are acceptable. By continuing to use this site, you are accepting our use of cookies. This information is contained all in the spaces under "List B". You should scan or digitally photograph the document and return the image to us for matching. Reduce tedious admin and maximize the power of your benefits program. Reduce risk, save time, and simplify compliance management. Enter the document type (name), document number and document expiration date. 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. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. The Role Of An Issuing Authority There are two issuing authorities: the Ministry of Foreign Affairs, Ministry of Interiors, Mayor's Office, Immigration Department, etc., which verify documents and issue passports or travel documents directly to their citizens. When normal operations resume, employees who were. Employers may choose to scan and upload the original, signed forms to retain them electronically. COVID-19: FMS Updates Related to COVID-19. We are an Employer Agent of the E-Verify program. How to Complete Form I-9 with Examples. This article lists the most common issues and problems related to the completion and submission of the I-9 form. The payroll system you select is an important decision for your business. Drive engagement and increase retention with talent development and continuous learning. Get real-time analytics to HR & Payroll data. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. 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. The instructions state when an employee may use N/A or must use N/A. To meet the reverification requirements, the employee may present any document of his or her choice from List A or List C. If the document that the employee chooses to present consists of a combination of documents (e.g., foreign passport with Form I-94 indicating the employee's nonimmigrant classification that is work authorized incident to status for a specific employer), then all documents must be recorded in Section 3. Pay employees from any location and never worry about tax compliance. 1. Were growing and want to hear from you. The Driver Services Division is responsible for testing and issuing driver licenses as well as offering voter registration and issuance of driving records Change of Address If your residence address changes, even if you have not physically relocated, you are required by state law to notify the Department of Safety and Homeland Security within . Employees may also use or ask for a preparer/translator to assist them in completing the form. 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. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. Who is in charge of immigration compliance? An employee may provide documentation to support his or her name change, but is not required to do so. Enter N/A if there is not document number. 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. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? 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. When there are multiple errors, its best to complete a new form and attach it to the old copy. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. You may not enter any special characters. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. If you are using the computer, select the issuing authority form the drop-down menu. 231, 302-323 (2005)], which in part sets . Issuing Authority Enter the issuing authority of the List A document or receipt. See more about I-9 compliance here. Who should be contacted in the event of an ICE Notice of Inspection? For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. My new employee presented two documents to complete Form I-9, each containing a different last name. The issuing authority is the specific entity that issued the document(s). If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Since 2007. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. In addition, copies of these documents must be made and retained. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Last Name of the Employer or Authorized Representative Enter your full legal last name. [15] 4 Add the date the employee began. Pro tip: write the company name and ID on the top of every document, in case they get separated. 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. 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). For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. 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. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. 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). A magnifying glass. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. Yes. $66.25 to purchase class "A" license. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Document Title Enter the title of the List A document or receipt in this field. mhhauto registration code Regardless of requirements, its always recommended to retain supporting documentation. 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. Whether the employee completes Section 1 of Form I-9 on the older version of Form I-9, the employer should complete Section 2 on the same version of the form, even if this occurs on or after the required start day for use of the new Form I-9. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. 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? No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Some List A documents (or acceptable document receipt) are combination of documents that must be presented together to be considered a List A document, such as a foreign passport together with Form I-94 containing an endorsement of the aliens nonimmigrant status. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. You may verify new hires who were hired on the date that you enrolled. If you entered List A document(s), you must not enter document information in List B or List C columns. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. We make E-Verify easy! Claim hiring tax credits and optimize shift coverage. Learn a lot in a little bit of time with our HR explainers. If you enter document information in the List B column, you must also enter document information in the List C column as well. 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. Our popular webinars cover the latest HR and compliance trends. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . Drivers Age 75 or Older. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. If you think this might mean you, dont panic. 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. Build a great place to work where employees show up, make a difference and win together. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security 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). Along with the form, your new hire must show proof that confirms their identity and confirms . Here is a quick reference for common documents: U.S. Passport. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Why Should I Hire an E Verify Employer Agent? 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. No. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. 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. My company currently keeps copies of documentation presented by my employees for Form I-9. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. 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. It is not an acceptable receipt for a lost EAD. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Employers who wish to implement an electronic Form I-9 with an electronic signature function may re-create a Form I-9 that includes such a function, as long as the resulting form is legible; there is no change to the name, content, or sequence of the data elements and instructions; no additional data elements or language are inserted; and the standards specified under 8 CFR 274a.2(e) through (i), as applicable, are met. No. 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. The form must be accompanied by acceptable supporting I-9 documents. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. An expired OPT EAD with an endorsed Form I-20 is also an acceptable List A document in the case of the F-1 OPT student with a pending STEM extension application. Specific I-9 documents can be issued to certain person categories. 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. 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. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. The number consists of three letters followed by 10 numbers. This requirement applies to every employee, full-, Employers with any employees working remotely. Enter N/A if there is no expiration date or enter the text as shown on the document if it has text rather than a date such as D/S (which means Duration of Status). Issuing Authorities vary, even among the same types of documents. 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. If the List B and List C document are acceptable, then do not ask for a List A document. Payroll Form I-9 Section 2 Instructions. Policies|Privacy Policy|Data Security. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. Eliminate large down payments and end-of-year surprises. The "Additional Information" space is for Form I-9 notes, such as: Most drivers must obtain a commercial driver's license (CDL) through their home State (it is illegal to have a license from more than one State). Employees must be allowed to present any valid combination of documents listed on Form I-9. Your access of this information does not create an agency or other business relationship where one does not already exist. (In some states, this may be legally required). 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. Our customers are our heroes. Attach a note explaining why the changes were made. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. Who is in charge of your Form I-9 Retention Policy? An Employment Authorization Document (EAD) is an identification card that U.S. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. The employee is physically present at your place of business. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. Driver's license issued by a Canadian government authority 3. Contact us today so we can learn more about your business. In the case of a student, the Form I-94 and I-20 establish employment authorization. Manage all employee tasks and documents in one place. 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. 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. The penalties for I-9 violations have recently increased. May a notary public or any authorized representative attach an attestation to Form I-9 instead of providing a signature in the signature block of Section 2? Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card If you use E-Verify, you should also attach the Work Authorization document. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented