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. This information is contained all in the spaces under "List B". Transform open enrollment and simplify the complexity of benefits admin. Submission Pre-Dates Enrollment in E-Verify:You are not permitted to verify workers who were in your employ at the time that you signed the Memorandum of Understanding (MoU). 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, 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. 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. The most common error is failing to complete the I-9 form. Employee termination dates and form retention dates. 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. The latest form was made mandatory on May 1, 2020. 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. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . 231, 302-323 (2005)], which in part sets . All rights reserved. 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. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. E-Verify is a registered trademark of U.S. Department of Homeland Security.
Driver's licenses in the United States - Wikipedia Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. View our product demos to get a deeper dive into the technology. Get insights into your workforce to make critical business decisions. Employees must be allowed to present any valid combination of documents listed on Form I-9. It is not the same as the drivers license number. Paycors always in the news for innovation, hiring and more. Lets create value across your portfolio. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. School ID card with a photograph 6. Gather and convert employee feedback into real insights. Secure .gov websites use HTTPS
Department of Transportation | DriversLicense If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. COVID-19: FMS Updates Related to COVID-19. 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. Both the size of fines and the number of inspections have risen fast in previous years. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. You may not enter any special characters. Document Number Enter the List A document or receipt document number. o Enter the new preparer and/or translator information (and indicate for corrections). 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.
RMV REAL ID Info Center | Mass.gov Can I accept the document with the different name? Were growing and want to hear from you. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. If you are using a computer, then use the drop-down menu. Enter the document type (name), document number and document expiration 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 . Beware: If your company has an honesty policy, it should be applied consistently. 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 Issuing authority refers to any government agency or office that has the power to issue a specific official document. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. 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. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. A U.S. visa number, circled below, usually contains eight numeric characters. First Name of the Employer or Authorized Representative Enter your full legal first name. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Claim hiring tax credits and optimize shift coverage. This law created two primary obligations for employers: The current Form I-9, dated 10/21/2019, is available on theU.S. This date can be used as the date by which the employers should reverify the student's employment authorization and should be entered by the employee in Section 1. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. List B identity documents include driver's licenses and state ID cards. If you enter document information in the List B column, you must also enter document information in the List C column as well. There are three lists of documents. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. (Ex: U.S. . A refugee's Department of State-issued Transportation Boarding Letter is an acceptable List B #2 identity document if it contains a photograph or identifying information (name, date of birth, gender, height, eye color and address) and appears to be genuine and to relate to the person presenting it. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. The paroled entrepreneurs foreign passport and Form I-94, Arrival/Departure Record, bearing the same name as the passport and unexpired endorsement of the entrepreneurs parole (PE-1) are acceptable as a List A document. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. mhhauto registration code
Looking for U.S. government information and services? If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. How should I correct errors or omissions found on my employees Form I-9? One document matches the name entered in Section 1. Leverage AI to automate sourcing and increase candidate diversity. The penalties for I-9 violations have recently increased. 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). Employers are not required to record information from the student's Form I-20 in Section 2. 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. Find quality candidates, communicate via text, and get powerful analytics. Enter your expiration of commission date. If you are using a computer, then use the drop-down menu to make a selection. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). The examples below are of properly completed I-9s in an effort to maintain I-9 compliance.
I-9 Compliance FAQs: Everything You Need to Know for 2023 - Paycor . If you think this might mean you, dont panic. This provides a quick reference that the cardholder is a minor. Duplicate Driver's License or ID Card. The new card is a credit card type document. If you use a computer, List A column will auto-filled with N/A in each field. To protect your privacy, please do not include any personal information in your feedback. 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 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? Affix your unexpired stamp/seal in the space provided. No. On-campus employment is authorized until the completion of the student's course of study. If you enter document information in List C column, you must enter document information in the List B column as well. This section will auto-populate if you are using a computer to complete the form. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. 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. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. 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. If you are using the computer, select the issuing authority form the drop-down menu. 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. Section 2 List. 109-13, 119 Stat. Our team of experienced sales professionals are a phone call away. 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). For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). Who is in charge of immigration compliance? Any other comments or notations necessary for the employers business process. Last Reviewed/Updated: 07/06/2021 Was this page helpful? You'll need a valid credit card to pay the renewal fee, plus you'll need a printer available to print out your 30-day temporary license. List B Documents Issuing Authority Driver's License Learner's Permit . What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? 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. Section 3: Re-verification and Rehires This is the very last page of the Form I-9. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. 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. Any inconsistency could imply discrimination. Who is an issuing authority? If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. You must examine the document(s), and if they reasonably appear on their face to be genuine and to relate to the person presenting them, you must accept them. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. It indicates, "Click to perform a search".
General Information - Florida Highway Safety and Motor Vehicles The front of the card contains a photo, fingerprint, and signature of the rightful holder. Let an experienced and knowledgeable professional manage your E-Verify participation. 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. 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. The Department encourages all eligible customers to conduct their driver license services online. Notice that the form auto-populated the List A column with N/A only and not List C column fields. For NAU use only. This requirement applies to every employee, full-, Employers with any employees working remotely. You dont need to put every document under a blacklight. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. 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. Manage all employee tasks and documents in one place. 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). If that person no longer works for your company, its easiest to fill out a new I-9 (unless only a small change is required). 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. Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. 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. 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. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee. We use almost every bit of information from the form to complete the verification. E-Verify electronically compares information the employer enters from Form I-9 to records available to the Social Security Administration and the U.S. Department of Homeland Security. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. This could trigger an investigation by the Immigrant & Employee Rights team within the Department of Justice as it may show the intent to discriminate, Dont ask job applicants to fill out an I-9 until an, Dont tell employees which documents to present (even if youre just trying to be helpful). Receipts for documents are acceptable.
Who is the issuing authority of a DRIVER'S LICENSE? 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. Part B: Fill in the new hire date. The form should be used for all new hires and rehires. 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. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. Citizenship and Immigration Services website. Enter the employees name as it is listed on the employees Social Security Card. Issuing Authority Enter the issuing authority of the List C document or receipt. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. 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. 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). Additional documentation that certain non-immigrant employees may present. 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. Does Calif DMV have the authority to suspend driver's licenses? 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. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document.
Can We Currently Accept Expired Documents for the I-9? Regardless of requirements, its always recommended to retain supporting documentation. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. Organize your team, manage schedules, and communicate info in real-time. Site designed by Financial Management Services (FMS) in partnership with ImageX Media.
Learner's Permits & Driver's Licenses Overview - Licenses, Permits, & IDs 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. Contact us today so we can learn more about your business. Do you train employer representatives on completing I-9 forms? HR solutions purpose-built to help CFOs mitigate risk and control costs. Employment Eligibility Document Title. For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Review our. 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. Since its creation in 1986, new I-9 forms tend to be issued every several years. An employee may provide documentation to support his or her name change, but is not required to do so. If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. [15] 4 Add the date the employee began. 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. The Driver Services Division is responsible for testing and issuing driver licenses as well as offering voter registration and issuance of driving records Change of Address If your residence address changes, even if you have not physically relocated, you are required by state law to notify the Department of Safety and Homeland Security within . 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. The document is not acceptable if it has already expired. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986.
Where is the issuing authority on a UK passport? Stay ahead of recruiting and hiring regulations. Does your company retain supporting documentation? This verification confirms an employee's eligibility to work in the United States. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching.
Driver Services - Tennessee Get familiar with the following lists of acceptable documents: Frequent mistakes found in I-9 form Section 2 include: Section 3 is also the responsibility of the employer and relates to re-verification of expired documents. If you are using the computer, select the issuing authority form the drop-down menu. Paycor delivers deep product functionality, standard integrations, and certified expertise in sales and service to meet the needs of the industries and organizations we serve. The Department of Homeland Security (DHS) has issued a temporary policy to allow employers to accept expired List B documents when completing the Form I-9 beginning May 1. They can . Secure .gov websites use HTTPS How can I add an electronic signature field to Form I-9?
E-Verify and Form I-9 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 .