Photo Matching Required:When an employee presents either a Permanent Resident Card (Form I-551), Employment Authorization Card (Form I-766) or Unexpired U.S. Passport for his or her Form I-9 documentation, we are required to match the photo on the document to the photo in DHS records. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. 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? 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. One document matches the name entered in Section 1. 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. List A Documents Issuing Authority U.S. Passport The issuing authority will be listed on the lower right of the photo page in the passport. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. 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. Document Number Enter the List A document or receipt document number. 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. If youre adding missing information, add your initials and the date in a different color ink. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. 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. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields (see in List C example below). Engage new hires with onboarding and control costs with timekeeping. The instructions state when an employee may use N/A or must use N/A. If you are using the computer, select the issuing authority form the drop-down menu. DHS is proposing this process change become permanent. Citizenship and Immigration Services website. (This should be a specific name, rather than just HR). Submission Pre-Dates Enrollment in E-Verify:You are not permitted to verify workers who were in your employ at the time that you signed the Memorandum of Understanding (MoU). A magnifying glass. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. 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. If you use a computer, List A column will auto-filled with N/A in each field. 231, 302-323 (2005)], which in part sets . For instance, you may have forgotten to write down the expiration date of a drivers licensekeeping a copy of the license means this is only a technical, rather than substantive error, and youd avoid a penalty. Measures 8.5" x 11". (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. This information is contained all in the spaces under "List B". A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. 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. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. Since 2007. 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. 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. For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. 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. 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. 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 . I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. DHS regulations state that once you make copies of documents, you must retain them with the Forms I-9 or store them with the employee's records. Receipt(s) for lost, stolen or damaged document(s) are acceptable. Employee termination dates and form retention dates. Can I accept the document with the different name? Increase engagement and inspire employees with continuous development. Issuing Authorities vary, even among the same types of documents. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. 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 . Reverification is triggered by the document with the earlier end date. 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 . 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. 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 Review, reimburse, and report on employee expenses in one location. VALID FOR WORK ONLY WITH INS AUTHORIZATION Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: Tell us about your organization and what you want to accomplish and well recommend a custom solution. Both the size of fines and the number of inspections have risen fast in previous years. What is the issuing authority of an ID? You'll need to fill in the employee's name in the second section, as well as their employment status. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. tony dokoupil ex wife the bachelorette. 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. This requirement applies to every employee, full-, Employers with any employees working remotely. The documents individually do not qualify. 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. Who is in charge of immigration compliance? Employers must use only the newest version of Form I-9. Notice that the form auto-populated the List A column with N/A only and not List C column fields. 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. The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Since 2007. 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). How often you should complete an audit depends mostly on your company size. Learn a lot in a little bit of time with our HR explainers. Secure .gov websites use HTTPS If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Using a remote company representative, a trusted agent or lawyer, Allowing two remote employees to verify each others documents, Inviting remote employees for on-site training, For 1-9 paperwork violations in 2022, the penalties range, Missing Social Security number (if using E-Verify), List A (Documents that establish both identity and employer authorization), List B (Documents that establish identity), List C (Documents that establish employment authorization), Examine acceptable document(s) that establish the employees identity and employment eligibility, Not accept expired documents (although soon to be expiring documents are OK). 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. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? 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. Attach a note explaining why the changes were made. If we experience continued problems reading your faxes, well let you know. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. I-9 documents must be obtained from the relevant issuing body. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. Initial and date the correction or omitted information. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. By continuing to use this site, you are accepting our use of cookies. Only if no other method is available should you fax the card to us. Enter the employees name as it is listed on the employees Social Security Card. Track critical documentation and control labor expenses. Initial and date the correction or omitted information next to the employees initials. If you are using the computer, select the issuing authority form the drop-down menu. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Find quality candidates, communicate via text, and get powerful analytics. A card that includes any of the following restrictions is not an acceptable List C document: Women who experienced belittling at work are now stepping up to fight microaggressions. If you enter document information in List C column, you must enter document information in the List B column as well. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. 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? The most common error is failing to complete the I-9 form. $56.25 to purchase class "B" license. 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. Yes. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. 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). 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. No. Then the Warning message #2 will appear letting you know that you must print Section 2. Your access of this information does not create an agency or other business relationship where one does not already exist. Enter N/A if there is not document number. Specific I-9 documents can be issued to certain person categories. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. A .gov website belongs to an official government organization in the United States. Drivers Age 75 or Older. Seeing is believing. 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. Here is a quick reference for common documents: U.S. Passport. On-campus employment is authorized until the completion of the student's course of study. The payroll system you select is an important decision for your business. 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. 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. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. 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. 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). Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. The form should be used for all new hires and rehires. 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. Share sensitive information only on official, secure websites. $66.25 to purchase class "A" license. The new card is a credit card type document. Join us at our exclusive partner conference. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. 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. If you are a AAA member, you may visit a AAA office to renew your driver's . Official websites use .gov If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama.

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