Our popular webinars cover the latest HR and compliance trends. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Build a great place to work where employees show up, make a difference and win together. At USCIS, the Employment Authorization Document is known as Form I-766. Is an unsigned Social Security card valid? Are election judges and poll workers exempt from completing Forms I-9 in accordance with U.S. Department of Justice memo dated Feb 18, 1988 signed by John R. Schroeder? The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. 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. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Beginning May 7, 2025, a Real ID-compliant driver's license, permit, or identification card will be required to board commercial airplanes or enter certain federal facilities. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. The most common error is failing to complete the I-9 form. 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. Some states may place restrictive notations on their licenses. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? Control costs and make every dollar count with reporting. When there are multiple errors, its best to complete a new form and attach it to the old copy. 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. Reduce tedious admin and maximize the power of your benefits program. 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. Hire skilled nurses and manage PBJ reporting. Entering the visa number is optional. If the List B and List C document are acceptable, then do not ask for a List A document. See how were taking the right STEP toward inclusion and belonging. It is not an acceptable receipt for a lost EAD. How should I correct errors or omissions found on my employees Form I-9? Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. If you are a AAA member, you may visit a AAA office to renew your driver's . The instructions state when an employee may use N/A or must use N/A. Were growing and want to hear from you. Notice that the form auto-populated the List A column with N/A only and not List C column fields. In addition, copies of these documents must be made and retained. Seeing is believing. A decision is expected by the end of 2023. 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. Measures 8.5" x 11". Discrepancies that E-Verify employer must notate when participating in the IMAGE program. Document Title Enter the title of the List A document or receipt in this field. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. 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. Control costs and mitigate risk with accurate timekeeping. How to Complete Form I-9 with Examples. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Transform open enrollment and simplify the complexity of benefits admin. 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. If the preparer and/or translator who helped with a correction or noted omitted information completed the preparer and/or translator certification block when the employee initially completed the Form I-9, he or she should not complete the certification block again. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . NOT VALID FOR EMPLOYMENT Review our. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Form I-9 is required by the Department of Homeland Security. Vertical license and ID cards are currently used in 46 other states. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. You did not specify which acceptable document(s) the employee may present to you. No. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. What is your policy for working with outside contractors? [15] 4 Add the date the employee began. In addition to basic identification info, note the following special circumstances: Section 2, Describing the Identification Documents:You must record in Section 2 a complete description of the identification documents presented by the new hire. Maximize training and development with personalized content. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. 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. Employers in the United States and other U.S. territories may use the Spanish version as a translation guide for Spanish-speaking employees, but the English version must be completed and retained in the employers records. If you are using the computer, select the issuing authority form the drop-down menu. Paycors leadership brings together some of the best minds in the business. Be a Hero. Initial and date the correction or omitted information. Under 18 and Under 21 indicators display below the portrait. The payroll system you select is an important decision for your business. You dont need to put every document under a blacklight. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. These fields help to ensure that the two pages of the employees Form I-9 remain together. For Form I-9 purposes, you may accept these licenses. 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. See our vetted tech & services alliances. 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. 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. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . 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. No. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). mhhauto registration code The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. $66.25 to purchase class "A" license. Usually, this section will be left blank. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. Section 2 is a review of the documents the employee presents and must be signed. 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. This way, you wont need to worry about an ICE Notice of Inspection. They are the issuing authority and responsible for issuing a license. Do not backdate this field. If you are using the computer, select the issuing authority form the drop-down menu. You should scan or digitally photograph the document and return the image to us for matching. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. Yes No Who is an issuing authority? 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. Anyone who has never held a Hawaii driver's license or instruction permit, must apply in-person and provide documentary proof of legal name, date of birth, social security number, legal presence and Hawaii principal residence address. A vertical driver's license or identification card will be issued to anyone under age 21. An H-1B employee who is verifying continued H-1B employment authorization may choose to present his or her Form I-94 as List C #7 document. It is not the same as the drivers license number. Click the Click to Finish button at the bottom of the form. Employers should attach a signed and dated explanation of the corrective action taken. Following are some of the most common Form I-9 errors and how to correct them. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. One document matches the name entered in Section 1. Does Calif DMV have the authority to suspend driver's licenses? If you are using the computer, select the issuing authority form the drop-down menu. See how to turn frontline workers into leaders and face industry labor challenges. View our product demos to get a deeper dive into the technology. Enter N/A if there is not document number. In the case of a student, the Form I-94 and I-20 establish employment authorization. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. Lets create value across your portfolio. Who is in charge of re-verification procedures for employees with Employment Authorization documents? See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. If we experience continued problems reading your faxes, well let you know. Find quality candidates, communicate via text, and get powerful analytics. Citizenship and Immigration Services website. You may leave the section blank or you may use this space to notate any additional information required for Form I-9 such as: Certification section it is imperative that you follow these last part of the instructions very carefully to prevent any liability for errors made on the Form I-9. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. Submit the new hire for verification at that time. 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. 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. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. 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 may choose to scan and upload the original, signed forms to retain them electronically. Yes. 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). Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Can we stop doing this? If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. 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. Get the criteria to consider during your evaluation process. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Issuing Authority Enter the issuing authority of the List B document or receipt. An employee may have several U.S. visas in his or her passport. For NAU use only. Eliminate the stress of ACA filing with streamlined reporting. 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. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. If you enter document information in List C column, you must enter document information in the List B column as well. Initial and date the correction or omitted information next to the employees initials. 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 . Stay up to date with the latest HR trends. 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).
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