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. What do I put for issuing authority? The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. Employers may choose to scan and upload the original, signed forms to retain them electronically. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Making copies and keeping them can help your case in the event of an ICE inspection. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Stay ahead of recruiting and hiring regulations. 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. Enter the document type (name), document number and document expiration date. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. We are NOT the E-Verify program nor any government agency. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Build a great place to work where employees show up, make a difference and win together. Review, reimburse, and report on employee expenses in one location. Employment authorization extension for Temporary Protected Status beneficiaries, etc. 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). This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. If the employee provides a Social Security card, it must be unrestricted. Official websites use .gov If you use E-Verify, you should also attach the Work Authorization document. Leverage AI to automate sourcing and increase candidate diversity. Share sensitive information only on official, secure websites. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. 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. You'll need to fill in the employee's name in the second section, as well as their employment status. 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. An employee may provide documentation to support his or her name change, but is not required to do so. 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. The new card is a credit card type document. Join us at our exclusive partner conference. *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. Claim hiring tax credits and optimize shift coverage. See how our solutions help you reduce risk, save time, and simplify compliance management. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. 1. The latest form was made mandatory on May 1, 2020. Our popular webinars cover the latest HR and compliance trends. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). It indicates, "Click to perform a search". The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. Document Title Enter the title of the List B document or receipt in this field. 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? Lets create value across your portfolio. Were growing and want to hear from you. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. 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. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. See whats new today. Do you train employer representatives on completing I-9 forms? Connect with new hires and make a lasting first impression. I-9 documents must be obtained from the relevant issuing body. The employee is physically present at your place of business. 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. 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. They can . 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 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). To meet the reverification requirements, the employee may present any document of his or her choice from List A or List C. If the document that the employee chooses to present consists of a combination of documents (e.g., foreign passport with Form I-94 indicating the employee's nonimmigrant classification that is work authorized incident to status for a specific employer), then all documents must be recorded in Section 3. A. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented Paycors leadership brings together some of the best minds in the business. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card My company currently keeps copies of documentation presented by my employees for Form I-9. Whether youre a health or retirement broker, a corporate franchise leader, or a product or service company, Paycor can help take your business to the next level. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. If you enter document information in the List B column, you must also enter document information in the List C column as well. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. The "Additional Information" space is for Form I-9 notes, such as: 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. Can we stop doing this? 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. 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. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. First Name of the Employer or Authorized Representative Enter your full legal first name. This requirement applies to every employee, full-, Employers with any employees working remotely. Stanford University, Stanford, California 94305. https://fingate.stanford.edu/paying-people/resource/examples-completed-form-i-9, iProcurement - SmartMart Catalog Suppliers, List B: Driver's License + List C: Social Security Card, List B: Driver's License + List C: Birth Certificate, Passport from FSM or RMI, with Form I-94 (List A), List A: Foreign Passport + Form I-94 and an I-20, List A: Foreign Passport + Form I-94 and a DS-2019, List A: Foreign Passport + Form I-94 with TN/E/O/H-1B Status, List A: Employment Authorization Card (EAD Card). Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Paycor has the right defenses in place to protect your data. Plan, manage, and execute pay increases and rewards. (This should be a specific name, rather than just HR). 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 a drivers license or state identification card (List B), you must include the state of issue and the expiration date. Read these case studies to see why. 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. 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). It is not an acceptable receipt for a lost EAD. NOT VALID FOR EMPLOYMENT Eliminate large down payments and end-of-year surprises. If you use a computer, List A column will auto-filled with N/A in each field. How to Complete Form I-9 with Examples. 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. When the employer determines the document is unexpired, appears to be genuine, and relates to the employee, they must record the document title, document number, and expiration date, if any, in Section 3, then sign and date Section 3. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. Drive engagement and increase retention with talent development and continuous learning. Some states may place restrictive notations on their licenses. Issuing Authority Enter the issuing authority of the List A document or receipt. To do otherwise could be an unfair immigration-related employment practice.