Claim hiring tax credits and optimize shift coverage. You may accept a document with a different name than the name entered in Section 1 provided that you resolve the question of whether the document reasonably relates to the employee. The "Additional Information" space is for Form I-9 notes, such as: During the reverification process, can an employee reuse the same work authorization document they originally presented as a List A or C document, as long as it is still valid? Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. Reduce risk, save time, and simplify compliance management. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. If the preparer and/or translator did not previously complete the preparer and/or translator certification block, he or she should: If the certification block was previously completed by a different preparer and/or translator: o Draw a line through the previous preparer and/or translator information; and All minors under 18 years of age who are employed in the state of California are subject to California's child labor protections and must have a permit to work. 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. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. 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. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. Organize your team, manage schedules, and communicate info in real-time. Forms I-9 should be retained for all current employees. Yes. 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? In the example below, the employee has presented a U.S. Passport and the form auto-populated the List B and List C columns with N/A along with the extra fields under List A column. [15] 4 Add the date the employee began. It must be completed within 3 business days of a hire (i.e., if an employee starts on a Monday, Section 2 must be completed by Thursday). mhhauto registration code This verification confirms an employee's eligibility to work in the United States. Issuing Authority Enter the issuing authority of the List C document or receipt. You must obtain an unexpired document and submit as soon as possible. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. 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. 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. Issuing authority refers to any government agency or office that has the power to issue a specific official document. When there are multiple errors, its best to complete a new form and attach it to the old copy. Our popular webinars cover the latest HR and compliance trends. 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). Tell us about your organization and what you want to accomplish and well recommend a custom solution. Click the Click to Finish button at the bottom of the form. You have physically examined each original unexpired document(s) presented by the employee. Can my employee leave any part of Section 1 of the Form I-9 blank? Submit the new hire for verification at that time. 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. 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.) Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. When is an employee required to use "N/A" in Section 1? a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. 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. 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. Are you keeping up with I-9 compliance requirements? Do I need to see a current DHS document? Well help reduce costs & mitigate risks. Connect with new hires and make a lasting first impression. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Enter the visa number exactly as it appears on the document. Save time, pay employees from wherever you are, and never worry about tax compliance. 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. Form I-9 is used to verify an individual's identity and eligibility to work. Issuing Authorities vary, even among the same types of documents. Document Number - Enter the List B document or receipt document number. Employee termination dates and form retention dates. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. NOT VALID FOR EMPLOYMENT Only Certified copies of birth certificates that are photocopied are acceptable. Issuing Authority Enter the issuing authority of the List B document or receipt. Get insights into your workforce to make critical business decisions. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). 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 information required includes the document(s) title; issuing authority; document number and expiration date, if any. 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. 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. Indiana residents who have not already made application for a Real ID should do so during their next renewal. By continuing to use this site, you are accepting our use of cookies. Part A: Fill in the employee's name if it includes a name change that is different from Section 1 of the form (i.e., marriage and divorce with a name change). Identification Card . 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). 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. Then the Warning message #2 will appear letting you know that you must print Section 2. The Role Of An Issuing Authority There are two issuing authorities: the Ministry of Foreign Affairs, Ministry of Interiors, Mayor's Office, Immigration Department, etc., which verify documents and issue passports or travel documents directly to their citizens. The preparer or translator should: Make the correction or note the omitted information or help the employee make the correction or note the omitted information. Before parolees can work, they must apply for employment authorization. Online Driver's License Renewal You can renew your license online by accessing the Alabama Online Driver License Issuance page through the Alabama Law Enforcement Agency website. o Enter the new preparer and/or translator information (and indicate for corrections). Form I-797C, Notice of Action, which is mailed to the employee by USCIS is an acceptable receipt to acknowledge that an application for a replacement EAD has been submitted. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. Share sensitive information only on official, secure websites. If you are using the computer, select the issuing authority form the drop-down menu. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Initial and date the correction or omitted information next to the employees initials. 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). Social Security cards are issued by the United States Social Security Administration ("SSA"). Duplicate Driver's License or ID Card. Were growing and want to hear from you. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. The good news is, HR teams arent expected to be detectives. The employer should complete a fresh I-9 with the new documents and attach it to the old Form I-9 , with a signed and dated explanation. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. Track critical documentation and control labor expenses. This is not a complete list of documents. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. Gunzenhausen (German pronunciation: [ntsnhazn] (); Bavarian: Gunzenhausn) is a town in the Weienburg-Gunzenhausen district, in Bavaria, Germany.It is situated on the river Altmhl, 19 kilometres (12 mi) northwest of Weienburg in Bayern, and 45 kilometres (28 mi) southwest of Nuremberg.Gunzenhausen is a nationally recognized recreation area. 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. See whats new today. The issuing authority is the specific entity that issued the document or receipt. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. 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 you are using a computer, then use the drop-down menu to make a selection. My new employee presented two documents to complete Form I-9, each containing a different last name. You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them. 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. 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. For NAU use only. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Can we stop doing this? View our product demos to get a deeper dive into the technology. Required fields must be completed with either the information requested or N/A. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. 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. Secure .gov websites use HTTPS What is the issuing authority of an ID? Missing Alien Number or I-94 Number:Regardless of the type of identification documents presented, a non-citizen new hire must provide either an Alien (USCIS) Number or Form I-94 number. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. See how to turn frontline workers into leaders and face industry labor challenges. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. 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. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Employment Authorization Document (Current Form I-766) In January 1997 INS began issuing a new Employment Authorization Document. If the employee provides a Social Security card, it must be unrestricted. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Internal audits are the best way to determine your liability and uncover errors. The employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. Build a great place to work where employees show up, make a difference and win together. 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.