We are an Employer Agent of the E-Verify program. 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). Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. How often do you conduct internal audits? Social Security cards are issued by the United States Social Security Administration ("SSA"). This policy is intended to account for the fact that many people are unable to renew their driver's licenses or state ID cards at this time due to stay-at-home orders. How should I correct errors or omissions found on my employees Form I-9? An official website of the U.S. Department of Homeland Security, An official website of the United States government. Any other comments or notations necessary for the employers business process. 231, 302-323 (2005)], which in part sets . You may verify new hires who were hired on the date that you enrolled. Do not shred previously retained copies of documents. The students expired OPT EAD, together with an endorsed Form I-20, are considered an acceptable List A documents for a student who is participating in OPT and whose F-1 status and employment authorization have been automatically extended as a result of a timely filed H-1B change of status petition (cap-gap). A card that includes any of the following restrictions is not an acceptable List C 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 . 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 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. No. 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 must obtain an unexpired document and submit as soon as possible. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Before parolees can work, they must apply for employment authorization. On-campus employment is authorized until the completion of the student's course of study. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Driver's license issued by a Canadian government authority 3. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. The good news is, HR teams arent expected to be detectives. Internal audits are the best way to determine your liability and uncover errors. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. If information has been written in the wrong list (e.g., a Social Security number is in List B or a drivers license in List C) draw an arrow to the correct list and add initials and the date, again preferably in different color ink. Issuing Authority Enter the issuing authority of the List C document or receipt. 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. We help you stay updated on the latest payroll and tax regulations. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. What is your policy for working with outside contractors? If you are using a computer to complete the form, you can click on the drop-down menu to select List B document and when you click on the same drop-down menu, the embedded USCIS instructions will display. Since its creation in 1986, new I-9 forms tend to be issued every several years. Enter the employees name as it is listed on the employees Social Security Card. 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. 2023 Paycor, Inc | Refer Paycor | Privacy Policy | 1-800-501-9462 | Control costs and make every dollar count with reporting. 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. Here is a quick reference for common documents: U.S. Passport. 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 may not enter any special characters. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. 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. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. 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). Instruct the new hire to present the SS card when he/she receives it. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. Hire skilled nurses and manage PBJ reporting. The best way to correct the error is to have the employee: Draw a line through the incorrect information; Enter the correct or omitted information; and. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. Employees must be allowed to present any valid combination of documents listed on Form I-9. This requirement applies to every employee, full-, Employers with any employees working remotely. When keeping documents, store them with I-9 itself, separate from personnel files. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. 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. How can I add an electronic signature field to Form I-9? Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. Leverage AI to automate sourcing and increase candidate diversity. For more guidance on reverification and F-1 STEM OPT extensions and cap-gap for students, see the Guidance for Completing Form I-9 Handbook (PDF). A. 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. All rights reserved. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. Receipt(s) for lost, stolen or damaged document(s) are acceptable. An employee may provide documentation to support his or her name change, but is not required to do so. They are the issuing authority and responsible for issuing a license. The issuing authority is the specific entity that issued the document(s). When normal operations resume, employees who were. 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. 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. VALID FOR WORK ONLY WITH INS AUTHORIZATION 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. Do you train employer representatives on completing I-9 forms? So, Section 1 errors should be fixed by employees. Do I need to see a current DHS document? Check out this guided tour to see for yourself how our platform works. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: Manage all employee tasks and documents in one place. Duplicate Driver's License or ID Card. No. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. Our team of experienced sales professionals are a phone call away. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. They can . Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. 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. You must enter exactly eight alphanumeric characters (letters and numbers). Issuing Authorities vary, even among the same types of documents. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. Required fields must be completed with either the information requested or N/A. Secure .gov websites use HTTPS If you are using the computer, select the issuing authority form the drop-down menu. 109-13, 119 Stat. E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. Our popular webinars cover the latest HR and compliance trends. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. An employer may not correct errors or omissions in Section 1. This information is contained all in the spaces under "List B". To do otherwise could be an unfair immigration-related employment practice. Some states may place restrictive notations on their licenses. If an employee presented a Form I-94 with an unexpired refugee admission stamp as a receipt, before the end of 90 days, the employee must present either an Employment Authorization Document or a combination of a List B document and an unrestricted Social Security card. HR teams in manufacturing need to create career paths for their employees. Enter N/A if there is no expiration date. This could be a combination of letters and numbers, but no symbols or hyphens. Part B: Fill in the new hire date. Do not complete. If you are using the computer, select the issuing authority form the drop-down menu. HR solutions purpose-built to help CFOs mitigate risk and control costs. It is located in the south of Middle Franconia, 50 kilometres south of Nuremberg. 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. 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 . The Department encourages all eligible customers to conduct their driver license services online. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . 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 are using a computer, then use the drop-down menu to make a selection. Well help reduce costs & mitigate risks. Eliminate the stress of ACA filing with streamlined reporting. If you are using a computer, then use the drop-down menu. Seeing is believing. Initial and date the correction or omitted information next to the employees initials. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. See whats new today. If you enter document information in the List B column, you must also enter document information in the List C column as well. Let an experienced and knowledgeable professional manage your E-Verify participation. The form auto-populated the List A column fields with N/A. 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. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. 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. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. 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 Document Number Enter the List B document or receipt document number. HR solutions purpose-built to help leaders create great places to work. Affix your unexpired stamp/seal in the space provided. 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. When there are multiple errors, its best to complete a new form and attach it to the old copy. If you are using a computer, then use the drop-down menu to make a selection. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Indiana residents who have not already made application for a Real ID should do so during their next renewal. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. NOT VALID FOR EMPLOYMENT Be a Hero. L. No. A magnifying glass. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. E-Verify is a registered trademark of U.S. Department of Homeland Security. Can I accept the document with the different name? Site designed by Financial Management Services (FMS) in partnership with ImageX Media. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Employers may not specify what documents an employee must submit. Along with the form, your new hire must show proof that confirms their identity and confirms . 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. See our vetted tech & services alliances. Official websites use .gov 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? Any inconsistency could imply discrimination. Ensure the note is signed and dated. 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). 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. Can an F-1 student eligible for on-campus employment or curricular practical training present a List B document, such as a driver's license or school ID, along with a Form I-94 and Form I-20 as a List C document when completing Form I-9? 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). If the employee provides a Social Security card, it must be unrestricted. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Paycor has the right defenses in place to protect your data. Identification Card . 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. 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. If you are using the computer, select the issuing authority form the drop-down menu. 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. Review, reimburse, and report on employee expenses in one location. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. Does Calif DMV have the authority to suspend driver's licenses? Following are some of the most common Form I-9 errors and how to correct them. 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). Paycors always in the news for innovation, hiring and more. 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. Issuing Authority Driver's License Learner's Permit State from which the Driver's License was issued (Ex: State of Florida, State of California, State of Pennsylvania, etc.) The payroll system you select is an important decision for your business. You also may wish to attach a brief memo to Form I-9 stating the reason for the name discrepancy, along with any supporting documentation the employee provides. 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? 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. How often you should complete an audit depends mostly on your company size. LIST B & C: o For a driver's license, the issuing authority is the state where the driver's license was Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? Last Updated: December 20, 2022 | Read Time: 20 min. Build a great place to work where employees show up, make a difference and win together. 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. As I-9 documents are kept on-site, rather than sent to the government, federal agents can only conduct an inspection in-person or by requiring that you send them evidence through certified mail. Can we stop doing this? Your access of this information does not create an agency or other business relationship where one does not already exist. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. If you are using the computer, select the issuing authority form the drop-down menu. Document Number - Enter the List B document or receipt document number. Employers must use only the newest version of Form I-9. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. 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. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. 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). 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 insights into your workforce to make critical business decisions. ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing 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. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. 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. 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. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. Submit the new hire for verification at that time. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Please contact your campus HR office for assistance in completing the form. Share sensitive information only on official, secure websites. 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. 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. Enter N/A if there is not document number. An exception exists for federal contractors. 1. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. Engage new hires with onboarding and control costs with timekeeping. An I-9 is a form from the U.S. Citizen and Immigration Services agency that confirms the employee's identity and right to work in the United States. Employers may choose to scan and upload the original, signed forms to retain them electronically. 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. Stay ahead of recruiting and hiring regulations. The most common error is failing to complete the I-9 form. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. 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). 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. Click the Click to Finish button at the bottom of the form. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Since 2007. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. Lets create value across your portfolio. 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. Pay employees from any location and never worry about tax compliance. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. If you use a computer, List A column will auto-filled with N/A in each field. Twitter. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. Both the size of fines and the number of inspections have risen fast in previous years. 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 The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. Claim hiring tax credits and optimize shift coverage. 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). 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. 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. Review our. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. Women who experienced belittling at work are now stepping up to fight microaggressions. 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.