The form should be used for all new hires and rehires. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. So, Section 1 errors should be fixed by employees. If you use E-Verify, you should also attach the Work Authorization document. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . The instructions state when an employee may use N/A or must use N/A. 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. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. An employee may have several U.S. visas in his or her 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). ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing 3. Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. NOT VALID FOR EMPLOYMENT Employees must be allowed to present any valid combination of documents listed on Form I-9. List B identity documents include driver's licenses and state ID cards. At USCIS, the Employment Authorization Document is known as Form I-766. The issuing authority is the specific entity that issued the document(s). 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. By continuing to use this site, you are accepting our use of cookies. My new employee presented two documents to complete Form I-9, each containing a different last name. 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 A U.S. visa number, circled below, usually contains eight numeric characters. Employers should attach a signed and dated explanation of the corrective action taken. A signature on the card is not required for the card to be valid. Pay employees from any location and never worry about tax compliance. A .gov website belongs to an official government organization in the United States. Attach a note explaining why the changes were made. If you are using the computer, select the issuing authority form the drop-down menu. If the employee provides a Social Security card, it must be unrestricted. HR solutions purpose-built to help CFOs mitigate risk and control costs. The form will give you an error message if the Social Security Number does not match what the employee has entered in Section 1 (see image below). Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. 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). Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. 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. Is a state-issued temporary driver's license an acceptable List B document? Yes. You may verify new hires who were hired on the date that you enrolled. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? Tell us about your organization and what you want to accomplish and well recommend a custom solution. Social Security cards are issued by the United States Social Security Administration ("SSA"). Do I need to see a current DHS document? I-9 documents must be obtained from the relevant issuing body. Get insights into your workforce to make critical business decisions. 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. Your access of this information does not create an agency or other business relationship where one does not already exist. Paycors always in the news for innovation, hiring and more. Yes. We help you stay updated on the latest payroll and tax regulations. 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. Our team of experienced sales professionals are a phone call away. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. 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. Enter your expiration of commission date. trucks, buses, and tractor-trailers) or a vehicle of any size with at least 16 passengers (including the driver) or hazardous materials must have a commercial driver's license, commonly abbreviated as CDL.The minimum age for a commercial driver's license is generally 18 years old, but federal law requires commercial drivers to be at least 21 years of . Increase engagement and inspire employees with continuous development. Incorrect I-9 Form:Form I-9 is available in English and Spanish. 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. 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. One document matches the name entered in Section 1. Secure .gov websites use HTTPS Yes No You must enter exactly eight alphanumeric characters (letters and numbers). Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented Issuing Authority Enter the issuing authority of the List A document or receipt. Since 2007. Looking for U.S. government information and services? Who is an issuing authority? 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. Only Certified copies of birth certificates that are photocopied are acceptable. 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. Retain and coach your workforce with career planning. Check out this guided tour to see for yourself how our platform works. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Its time to be agents of change. 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. When normal operations resume, employees who were. 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. A. 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. Usually, this section will be left blank. What do I put for issuing authority? Verifies that and employee is authorized to work in the United States. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). 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. Well help reduce costs & mitigate risks. Who is in charge of immigration compliance? 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.) Official websites use .gov Who should be contacted in the event of an ICE Notice of Inspection? If youre creating an immigration compliance policy, here are the questions you want to answer: Paycor is not a legal, tax, benefit, accounting or investment advisor. Receipt(s) for lost, stolen or damaged document(s) are acceptable. 109-13, 119 Stat. See how to turn frontline workers into leaders and face industry labor challenges. 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. similarly all state has a Office from where ur passport gets printed after a clear Rep. Verify I-9 LLC. Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? The payroll system you select is an important decision for your business. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. If you are using a computer, then use the drop-down menu to make a selection. 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. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. Paycor has the right defenses in place to protect your data. Do not accept expired document(s). Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Employees needing assistance to correct or enter omitted information in Section 1 can have a preparer and/or translator help with the correction or omitted information. 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). How often do you conduct internal audits? Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Learn a lot in a little bit of time with our HR explainers. Full Name of List C Documents and List C Documents Abbreviations: Additional Information The Additional Information box is located below the List B document area. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. The document is not acceptable if it has already expired. Only if no other method is available should you fax the card to us. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. The latest form was made mandatory on May 1, 2020. L. No. An Employment Authorization Document (EAD) is an identification card that U.S. The penalties for I-9 violations have recently increased. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. 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? A magnifying glass. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. This way, you wont need to worry about an ICE Notice of Inspection. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. No. Employees may also use or ask for a preparer/translator to assist them in completing the form. Enter N/A if there is no expiration date. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. The document number is an 8 or 10 digit alphanumeric number found either on the back of the license or lower right hand corner (depending on the year of your license). Let an experienced and knowledgeable professional manage your E-Verify participation. Any inconsistency could imply discrimination. Leave Section 3 blank. Section 2 is a review of the documents the employee presents and must be signed. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. 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. Get real-time analytics to HR & Payroll data. Initially a short-term measure, this change has since been extended through the end of July 2023. 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. 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). 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. Does your company retain supporting documentation? Track critical documentation and control labor expenses. How often you should complete an audit depends mostly on your company size. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Identification Card . Control costs and mitigate risk with accurate timekeeping. 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. Paycors compliance solutions help ensure accurate filing and mitigate risk. To protect your privacy, please do not include any personal information in your feedback. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Drive engagement and increase retention with talent development and continuous learning. Driver's license issued by a Canadian government authority 3. For example, in the United States, birth certificates are issued by the office of vital records from the state in which the individual was born. . Form I-9 is required by the Department of Homeland Security. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). The size of penalties depends on several factors including company size and number of violations. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. If you are a AAA member, you may visit a AAA office to renew your driver's . This verification confirms an employee's eligibility to work in the United States. Along with the form, your new hire must show proof that confirms their identity and confirms . A receipt for a new Social Security card is an acceptable document, but the new card must be shown within 90 days, Fill in document title and number, issuing authority and expiration date in List A or Lists B and C, Certify examination of document(s) with signature, name of company rep and company information, Failure to complete List A or Lists B and C, Failure of company representative to sign Section 2, Failure to complete and sign form by 3 days after first day of employment, Over-documentation (e.g., completing List C despite a satisfactory List A). If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) Reduce risk, save time, and simplify compliance management. This section will auto-populate if you are using a computer to complete the form. 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. Regardless of requirements, its always recommended to retain supporting documentation. 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 is your policy for working with outside contractors? Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Control costs and make every dollar count with reporting. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. Any missing information could result in a violation. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? E-Verify is a registered trademark of U.S. Department of Homeland Security. E-Verify and Professional Employer Organizations (PEOs). Accurate completion of Form I-9 is a key component of compliance. You did not specify which acceptable document(s) the employee may present to you. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Save time, pay employees from wherever you are, and never worry about tax compliance. The form must be accompanied by acceptable supporting I-9 documents. It is not the same as the drivers license number. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. The F-1 nonimmigrant admission notation on Form I-94/I-94A usually states "D/S" which means duration of status. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . Stay up to date with the latest HR trends. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. On an EAD, the Card # is on the front. Instruct the new hire to present the SS card when he/she receives it. Form I-9 is used to verify an individual's identity and eligibility to work. 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 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. Leave payroll and taxes to the experts so you can focus on your business. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. o Enter the new preparer and/or translator information (and indicate for corrections). Theres never been a better time to join. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. The good news is, HR teams arent expected to be detectives. They are the issuing authority and responsible for issuing a license. A .gov website belongs to an official government organization in the United States. Initial and date the correction or omitted information. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. 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. 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. 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. 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. tony dokoupil ex wife the bachelorette. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. List B Documents 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. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. No entry should be made in List A column. Employees must complete every applicable field in Section 1 of the Form I-9 with the exception of the fields requesting the employees' telephone number, e-mail address, and Social Security number. Who is in charge of your Form I-9 Retention Policy? When is an employee required to use "N/A" in Section 1? 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. Does Calif DMV have the authority to suspend driver's licenses? Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. An employer should attach an explanation of the changes made to an existing Form I-9 or the reason a new Form I-9 was completed, and sign and date the explanation. This requirement applies to every employee, full-, Employers with any employees working remotely. It is not an acceptable receipt for a lost EAD. An exception exists for federal contractors. Review our. Vertical license and ID cards are currently used in 46 other states. 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). 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. 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. 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. 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. 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. Claim hiring tax credits and optimize shift coverage. 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. Before parolees can work, they must apply for employment authorization. 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? An employee must fill in their: Employers must ensure that employees sign their name and date the form. Share sensitive information only on official, secure websites. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. DHS is proposing this process change become permanent. We make E-Verify easy! When does the 90-day validity period begin for an employee presenting a receipt for the application for the replacement of any lost, stolen, or damaged List A, List B, or List C document? 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 6). Were growing and want to hear from you. Since its creation in 1986, new I-9 forms tend to be issued every several years. It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . If you entered List A document(s), you must not enter document information in List B or List C columns. 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. What should I do if I discover that a Form I-9 for my employee was not completed or is missing?