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. Here is a quick reference for common documents: U.S. Passport. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Forms I-9 should be retained for all current employees. In the example below, the employee has presented a U.S. Passport and the form auto-populated the List B and List C columns with N/A along with the extra fields under List A column. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. 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. My company currently keeps copies of documentation presented by my employees for Form I-9. Why Should I Hire an E Verify Employer Agent? Intuitive software to help pay employees accurately and on time. Then the Warning message #2 will appear letting you know that you must print Section 2. 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. 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. 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. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . The "Additional Information" space is for Form I-9 notes, such as: Initial and date the correction or omitted information. 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. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Find quality candidates, communicate via text, and get powerful analytics. The form should be used for all new hires and rehires. 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 your employee is under Age 18, please submit a work permit, HS diplomaor Stanford IDin addition to the Form I-9 documentsto remain in compliance. Answer (1 of 31): Issuing Authority is nothing but RPO(REGIONAL PASSPORT OFFICE) as, i am a resident of west bengal & my RPO is Kolkata, Azhar is a resident of telengana & his Issuing authority/RPO is HYDRABAD. The size of penalties depends on several factors including company size and number of violations. E-Verify and Professional Employer Organizations (PEOs). Social Security cards are issued by the United States Social Security Administration ("SSA"). Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: An official website of the U.S. Department of Homeland Security, An official website of the United States government. This way, you wont need to worry about an ICE Notice of Inspection. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. The issuing authority is the specific entity that issued the document(s). 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). This is not a complete list of documents. 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 employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? 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 Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Issuing Authority Enter the issuing authority of the List C document or receipt. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. 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. Please contact your campus HR office for assistance in completing the form. [15] 4 Add the date the employee began. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. Can my employee leave any part of Section 1 of the Form I-9 blank? Pay employees from any location and never worry about tax compliance. 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. 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. This provides a quick reference that the cardholder is a minor. The preparer or translator should: Make the correction or note the omitted information or help the employee make the correction or note the omitted information. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Paycors HR software modernizes every aspect of people management, which saves leaders time and gives them the powerful analytics they need to build winning teams. List B Documents Issuing Authority Driver's License Learner's Permit . 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. 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). 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. If you are using the computer, select the issuing authority form the drop-down menu. 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? 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. Enter the document type (name), document number and document expiration date. The Department encourages all eligible customers to conduct their driver license services online. All minors under 18 years of age who are employed in the state of California are subject to California's child labor protections and must have a permit to work. 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. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? The system used to generate and store the electronic Form I-9 also must comply with regulations found at 8 CFR 274a.2 (e)-(i). Some states may place restrictive notations on their licenses. tony dokoupil ex wife the bachelorette. Since 2007. 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. You must enter exactly eight alphanumeric characters (letters and numbers). Check out this guided tour to see for yourself how our platform works. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . (In some states, this may be legally required). What should I do if I discover that a Form I-9 for my employee was not completed or is missing? 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? Were growing and want to hear from you. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . For NAU use only. Paycor has the right defenses in place to protect your data. Your access of this information does not create an agency or other business relationship where one does not already exist. o Enter the new preparer and/or translator information (and indicate for corrections). If not, your company could be sitting on a massive liability. If you are using a computer, then use the drop-down menu to make a selection. Telephone number and email address fields are optional. Can we stop doing this? There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? See whats new today. 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. They are the issuing authority and responsible for issuing a license. Engage new hires with onboarding and control costs with timekeeping. A decision is expected by the end of 2023. The validity period begins on the employees first full day of employment and, in the case of reverification, it begins from the date reverification is required (in other words, when a document requiring reverification expires or the date employment authorization expires). Payroll Form I-9 Section 2 Instructions. 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. Get insights into your workforce to make critical business decisions. *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. They can . 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. A .gov website belongs to an official government organization in the United States. Employment authorization extension for Temporary Protected Status beneficiaries, etc. free gym pass virgin active. The employee is physically present at your place of business. Accurate completion of Form I-9 is a key component of compliance. 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. An employee may have several U.S. visas in his or her passport. What is your policy for working with outside contractors? No. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. Additional documentation that certain non-immigrant employees may present. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. School ID card with a photograph 6. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. 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. It is not the same as the drivers license number. Only Certified copies of birth certificates that are photocopied are acceptable. A citizen of the United States. Since its creation in 1986, new I-9 forms tend to be issued every several years. 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. Women who experienced belittling at work are now stepping up to fight microaggressions. Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. Control costs and mitigate risk with accurate timekeeping. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). In addition, copies of these documents must be made and retained. Is a state-issued temporary driver's license an acceptable List B document? 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 . This article lists the most common issues and problems related to the completion and submission of the I-9 form. No. You did not specify which acceptable document(s) the employee may present to you. 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. Tell us about your organization and what you want to accomplish and well recommend a custom solution. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. Indiana residents who have not already made application for a Real ID should do so during their next renewal. Section 3: Re-verification and Rehires This is the very last page of the Form I-9. HR solutions purpose-built to help leaders create great places to work. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Can I accept the document with the different name? Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. In arecent Paycor webinar on Form I-9 compliance,HR = expert Becky Becker gave attendees great insights into the risks facing employers who dont pay enough attention to their employment eligibility verification obligations. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. For example, in the United States, birth certificates are issued by the office of vital records from the state in which the individual was born. Do you train employer representatives on completing I-9 forms? Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. Drive engagement and increase retention with talent development and continuous learning. What is the issuing authority of an ID? 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. Well help reduce costs & mitigate risks. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. In some cases, a U.S. visa number contains one letter followed by seven numeric characters. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. During the reverification process, can an employee reuse the same work authorization document they originally presented as a List A or C document, as long as it is still valid? Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. 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). Looking for U.S. government information and services? 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. A card that includes any of the following restrictions is not an acceptable List C document: 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. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. If you are using the computer, select the issuing authority form the drop-down menu. 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. Yes. It indicates, "Click to perform a search". By continuing to use this site, you are accepting our use of cookies. Issuing authority refers to any government agency or office that has the power to issue a specific official document. Contact NAU HR if you have questions on what type of information to enter. How often do you conduct internal audits? 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. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? Entering the visa number is optional. Paycors leadership brings together some of the best minds in the business. 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. Seeing is believing. Claim hiring tax credits and optimize shift coverage. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. 1. My new employee presented two documents to complete Form I-9, each containing a different last name. Enter N/A if there is not document number. Connect with new hires and make a lasting first impression. Any missing information could result in a violation. Enter N/A if there is no expiration date. Before parolees can work, they must apply for employment authorization. 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. 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. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. Transform open enrollment and simplify the complexity of benefits admin. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). The information required includes the document (s) title; issuing authority; document number and expiration date, if any. 4 FORM I-9 FAQ 6/2016 Q: My employee's Employment Authorization Document (Form I-766) expired and the employee now wants to show me a driver's license (List B) and a Social Security card (List C). Our team of experienced sales professionals are a phone call away. 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). If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. 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 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). If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. Issuing authority refers to any government agency or office that has the .