See whats new today. 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). This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. 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. Do I need to see a current DHS document? Hire and retain staff with earned wage access. No, Form I-94 and Form I-20 do not establish employment authorization for reverification in the case of F-1 students seeking employment under optional practical training (OPT), STEM OPT extension, or off-campus employment based on severe economic hardship. Employees may present a single document from List A (unless they are an alien authorized to work) OR one document each from List B and List C. 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. Since 2007. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. Be a Hero. The most common error is failing to complete the I-9 form. 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. The penalties for I-9 violations have recently increased. 3. How should I correct errors or omissions found on my employees Form I-9? Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. L. No. If you entered List A document(s), you must not enter document information in List B or List C columns. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. A .gov website belongs to an official government organization in the United States. Document Title Enter the title of the List B document or receipt in this field. Learn a lot in a little bit of time with our HR explainers. Indiana residents who have not already made application for a Real ID should do so during their next renewal. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Section 2 is a review of the documents the employee presents and must be signed. Get real-time analytics to HR & Payroll data. For NAU use only. The document is not acceptable if it has already expired. If not, your company could be sitting on a massive liability. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. Please contact your campus HR office for assistance in completing the form. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? How to Complete Form I-9 with Examples. 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. $66.25 to purchase class "A" license. No entry should be made in List A column. What is the issuing authority of an ID? Retain and coach your workforce with career planning. "List B documents are identity documents for I-9 purposesfor example, a common List B document is a driver's license," said Jorge Lopez, an attorney in the Miami office and chair of the Global . Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Our popular webinars cover the latest HR and compliance trends. 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. Document Number - Enter the List B document or receipt document number. Employment Eligibility Document Title. A state-issued temporary driver's license is an acceptable Form I-9 List B document if it contains a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. Eliminate large down payments and end-of-year surprises. 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. The form auto-populated the List A column fields with N/A. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. 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. Driver's license issued by a Canadian government authority 3. Making copies and keeping them can help your case in the event of an ICE inspection. 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. HR solutions purpose-built to help CFOs mitigate risk and control costs. 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. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Any other comments or notations necessary for the employers business process. Issuing Authority Enter the issuing authority of the List C document or receipt. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. A Form I-94, Arrival/Departure Record, stamped with "parole" is not evidence of employment authorization and, therefore, is not an acceptable List C document. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Enter the document(s) presented to you The employee is obligated under the law to present his/her original unexpired documents to show his/her identity and employment authorization in person within three business days of the employees employment start date. You have only accepted unexpired identification documents from the list of, You will refer a foreign national employee directly to NAU, You will refer an employee who is a minor (under age 18) or an employee with disabilities and his/her parent, legal guardian or representative has completed Section 1 for them, please contact NAU. What should I do if I discover that a Form I-9 for my employee was not completed or is missing? 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. Verify I-9 LLC. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. Last Reviewed/Updated: 07/06/2021 Was this page helpful? The "Additional Information" space is for Form I-9 notes, such as: 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. Submit the new hire for verification at that time. Manage all employee tasks and documents in one place. The payroll system you select is an important decision for your business. Before parolees can work, they must apply for employment authorization. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. Enter N/A if there is no expiration date. The Department encourages all eligible customers to conduct their driver license services online. Lets create value across your portfolio. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . Part C: Used to establish new (or previously expired) documentation different from that in Section 2 of the I-9 form. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. Save time, pay employees from wherever you are, and never worry about tax compliance. Share sensitive information only on official, secure websites. o Enter the new preparer and/or translator information (and indicate for corrections). 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. Drive engagement and increase retention with talent development and continuous learning. Additional documentation that certain non-immigrant employees may present. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. The employee's first day of employment (mm/dd/yyyy): (See instructions for exemptions) Signature of Employer or Authorized Representative . Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. 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). Is a Form I-94 stamped with "parole" an acceptable List C #7 document? Here is a quick reference for common documents: U.S. Passport. My new employee presented two documents to complete Form I-9, each containing a different last name. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. We are an Employer Agent of the E-Verify program. Eliminate the stress of ACA filing with streamlined reporting. Form I-9 is required by the Department of Homeland Security. An official website of the U.S. Department of Homeland Security, An official website of the United States government. If you enter document information in the List B column, you must also enter document information in the List C column as well. Its time to be agents of change. Notice that the form auto-populated the List A column with N/A only and not List C column fields. When normal operations resume, employees who were. Under 18 and Under 21 indicators display below the portrait. 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. Maximize training and development with personalized content. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. If you are using a computer, then use the drop-down menu. 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. Identification Card . An employer that made multiple errors in Section 2 or 3 of the form may redo the section(s) containing the errors on a new Form I-9, and attach it to the previously completed form. Regardless of requirements, its always recommended to retain supporting documentation. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. Today's Date (mm/dd/yyyy) 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. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Initial and date the correction or omitted information next to the employees initials. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. When there are multiple errors, its best to complete a new form and attach it to the old copy. 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. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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 . This means youll always be informed of any inspection and youll have at least 3 days to produce documents. 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. First Name of the Employer or Authorized Representative Enter your full legal first name. The issuing authority is the specific entity that issued the document(s). For hard copy form, review the document thoroughly to obtain the issuing authority. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. 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. Organize your team, manage schedules, and communicate info in real-time. Leave Section 3 blank. 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. Employers who wish to implement an electronic Form I-9 with an electronic signature function may re-create a Form I-9 that includes such a function, as long as the resulting form is legible; there is no change to the name, content, or sequence of the data elements and instructions; no additional data elements or language are inserted; and the standards specified under 8 CFR 274a.2(e) through (i), as applicable, are met. HR teams in manufacturing need to create career paths for their employees. 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? Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Acceptable documents that need to be re-verified: If an employee reveals that they do not have authorization to work or they have provided false documentation, their employment must be terminated. Women who experienced belittling at work are now stepping up to fight microaggressions. List B Documents Issuing Authority Driver's License Learner's Permit . 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.