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? You can find instructions for creating a digital image in the Client area of our web site. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) 3. If you enter document information in List C column, you must enter document information in the List B column as well. Additional documentation that certain non-immigrant employees may present. An official website of the U.S. Department of Homeland Security, An official website of the United States government. You dont need to put every document under a blacklight. Reduce tedious admin and maximize the power of your benefits program. What do I put for issuing authority? 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? Accurate completion of Form I-9 is a key component of compliance. The issuing authority is the specific entity that issued the document(s). Employers are not required to record information from the student's Form I-20 in Section 2. Why Should I Hire an E Verify Employer Agent? For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. 231, 302-323 (2005)], which in part sets . 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. 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. Pay employees from any location and never worry about tax compliance. 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. If you are using a computer, then use the drop-down menu to make a selection. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. Organize your team, manage schedules, and communicate info in real-time. 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. 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. Many people refer to the card as a work permit. The employee is physically present at your place of business. 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 . See more about I-9 compliance here. Yes. Document Number Enter the List C document or receipt document number. The instructions state when an employee may use N/A or must use N/A. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Section 2 List. Contact NAU HR if you have questions on what type of information to enter. 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. Issuing authority refers to any government agency or office that has the power to issue a specific official document. When keeping documents, store them with I-9 itself, separate from personnel files. If you entered List A document(s), you must not enter document information in List B or List C columns. See how our solutions help you reduce risk, save time, and simplify compliance management. The penalties for I-9 violations have recently increased. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. 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 entries should be made in List A column, if the employee has presented acceptable List B and List C documents. 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. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. Under 18 and Under 21 indicators display below the portrait. 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. By signing the Certification Section, you are attesting that you are the person that physically examined the above-named employees original documents in person; the document(s) listed above appear to be genuine and to relate to the above-named employee; and to the best of your knowledge, they employee is authorized to work in the United States. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. Learner's Permits & Driver's Licenses Overview - Licenses, Permits, & IDs . Were growing and want to hear from you. Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. 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 . TOP 8 what does issuing authority mean on i9 BEST and NEWEST If you use E-Verify, you should also attach the Work Authorization document. Section 2 is a review of the documents the employee presents and must be signed. No. Find quality candidates, communicate via text, and get powerful analytics. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. It indicates, "Click to perform a search". 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. Secure .gov websites use HTTPS Documents You Can Use to Verify I-9 Eligibility - The Balance Small This provides a quick reference that the cardholder is a minor. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. Theres never been a better time to join. Stay up to date with the latest HR trends. NOT VALID FOR EMPLOYMENT USCIS Form I-9 - United States Department of Justice This means youll always be informed of any inspection and youll have at least 3 days to produce documents. 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. Document Title Enter the title of the List B document or receipt in this field. What is your policy for working with outside contractors? Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. issuing authority for driver's license i9 - ricepharmacy.com I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. 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. This requirement applies to every employee, full-, Employers with any employees working remotely. A .gov website belongs to an official government organization in the United States. E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. Who is an issuing authority? Is a Form I-94 stamped with "parole" an acceptable List C #7 document? Contact us today so we can learn more about your business. An employer may not correct errors or omissions in Section 1. I9 form samples: Driver's license and social security card 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. When there are multiple errors, its best to complete a new form and attach it to the old copy. Reduce labor spend, manage overtime, and maximize productivity across your workforce. 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. Instruct the new hire to present the SS card when he/she receives it. Payroll Form I-9 Section 2 Instructions. HR solutions purpose-built to help CFOs mitigate risk and control costs. The size of penalties depends on several factors including company size and number of violations. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. 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). Both the size of fines and the number of inspections have risen fast in previous years. Connect with new hires and make a lasting first impression. Secure .gov websites use HTTPS 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. 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). Build a great place to work where employees show up, make a difference and win together. The student is authorized to work until USCIS makes a decision on his or her application, but not more than 180 days from the date of the initial OPT EAD expiration date. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. They are the issuing authority and responsible for issuing a license. Who is Issued This Document? | USCIS 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. List B Documents Issuing Authority Driver's License Learner's Permit . After the retention period has expired you can purge these documents, but make sure to always get a second opinion, so youre never put in the position of having to explain to ICE why you accidentally purged the documents they are asking for. Issuing authority refers to any government agency or office that has the . *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. If you are using a computer, then use the drop-down menu to make a selection. Claim hiring tax credits and optimize shift coverage. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. This could trigger an investigation by the Immigrant & Employee Rights team within the Department of Justice as it may show the intent to discriminate, Dont ask job applicants to fill out an I-9 until an, Dont tell employees which documents to present (even if youre just trying to be helpful). 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. E-Verify and Professional Employer Organizations (PEOs). Specific I-9 documents can be issued to certain person categories. "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 . The new card is a credit card type document. 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. Track critical documentation and control labor expenses. The form will give you an error message if the Social Security Number does not match what the employee has entered in Section 1 (see image below). Usually, this section will be left blank. Who is in charge of your Form I-9 Retention Policy? The examples below illustrate properly completed, printed I-9s for commonly presented document types. 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. You may not enter any special characters. New Puerto Rican birth certificates & driver's licenses - Lexology 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 is not a complete list of documents. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. 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. If you have questions about completing the documents, or if you just want to check to be sure theyve been completed correctly, please contact NAU Human Resources by emailing HR.Contact@nau.edu or calling (928) 523-2223. I9 form samples: Driver's license and social security card - i9Check Are you keeping up with I-9 compliance requirements? So, Section 1 errors should be fixed by employees. Some states may place restrictive notations on their licenses. 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. 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). Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. A citizen of the United States. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. For NAU use only. Seeing is believing. Payroll - Form I-9 Section 2 Instructions | Human Resources Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. 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. For more information click, USCIS Instructions for Form I-9. 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? Affix your unexpired stamp/seal in the space provided. A U.S. visa number, circled below, usually contains eight numeric characters. We help you stay updated on the latest payroll and tax regulations. Yes, they have the authority to suspend a license. Form I-9 Acceptable Documents | USCIS 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. 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 the preparer and/or translator did not previously complete the preparer and/or translator certification block, he or she should: If the certification block was previously completed by a different preparer and/or translator: o Draw a line through the previous preparer and/or translator information; and Enter N/A if there is no expiration date. A card that includes any of the following restrictions is not an acceptable List C document: 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 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. PDF Tips for Entering Driver's Licenses and ID Cards in E-Verify Reverification is triggered by the document with the earlier end date. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. 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.) Yes No Lets create value across your portfolio. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . Proof of insurance. No. Where is the issuing authority on a UK passport? 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. Do not complete. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Examples of Completed Form I-9 - Stanford University You can download the current version from our home page at verifyi9.com. XII. List of Sample Documents | Office of Human Resources Paycors compliance solutions help ensure accurate filing and mitigate risk. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. The documents individually do not qualify. Learn a lot in a little bit of time with our HR explainers. Review our. When is an employee required to use "N/A" in Section 1? Hire skilled nurses and manage PBJ reporting. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? Drivers Age 75 or Older. Duplicate Driver's License or ID Card. Well help reduce costs & mitigate risks. Does this card need to be reverified? See our vetted tech & services alliances. In the case of a student, the Form I-94 and I-20 establish employment authorization. The document is not acceptable if it has already expired. U.S. Passport or U.S. Passport Card . Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. 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. If you use a computer, List A column will auto-filled with N/A in each field. 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. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. $66.25 to purchase class "A" license. 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 B document or receipt. Q&A: Expired List B documents temporarily okay for Form I-9 Internal audits are the best way to determine your liability and uncover errors. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Retain and coach your workforce with career planning. Driver Services - Tennessee Form I-94, in combination with Form I-20 is an acceptable List C #7 document. Last Updated: December 20, 2022 | Read Time: 20 min. 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. Let an experienced and knowledgeable professional manage your E-Verify participation. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Join us at our exclusive partner conference. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. There are three lists of documents. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Enter the visa number exactly as it appears on the document. See whats new today. They can . Review our. Employers should attach a signed and dated explanation of the corrective action taken. Driver License - Still have questions? Find your answers here. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. This page was not helpful because the content: Questions and Answers Related to COVID-19, Completing Section 1, Employee Information and Attestation, Completing Section 2, Employer Review and Attestation, Completing Section 3, Reverification and Rehires, Form I-9, Employment Eligibility Verification, Driver's License or ID card issued by a U.S. state or outlying possession, Citizens of the Republic of Marshall Islands, the Federated States of Micronesia, or the Republic of Palau admitted under a Compact of Free Association. We use a digital fax service so that we can see the form exactly as you send it. HR solutions purpose-built to help leaders create great places to work. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. Along with the form, your new hire must show proof that confirms their identity and confirms . 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. Do not backdate this field. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. How should I correct errors or omissions found on my employees Form I-9? 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. If the employee provides a Social Security card, it must be unrestricted.
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