The documents individually do not qualify. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. First Name of the Employer or Authorized Representative Enter your full legal first name. 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. If youre adding missing information, add your initials and the date in a different color ink. If not, your company could be sitting on a massive liability. In addition to basic identification info, note the following special circumstances: Section 2, Describing the Identification Documents:You must record in Section 2 a complete description of the identification documents presented by the new hire. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. COVID-19: FMS Updates Related to COVID-19. Some states may place restrictive notations on their licenses. Can my employee leave any part of Section 1 of the Form I-9 blank? Site designed by Financial Management Services (FMS) in partnership with ImageX Media. Any inconsistency could imply discrimination. The instructions state when an employee may use N/A or must use N/A. A vertical driver's license or identification card will be issued to anyone under age 21. 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). 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. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . Contact us today so we can learn more about your business. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. 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. 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). Accurate completion of Form I-9 is a key component of compliance. Let an experienced and knowledgeable professional manage your E-Verify participation. Hire skilled nurses and manage PBJ reporting. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. mhhauto registration code You did not specify which acceptable document(s) the employee may present to you. Please contact your campus HR office for assistance in completing the form. Then the Warning message #2 will appear letting you know that you must print Section 2. What is the issuing authority of an ID? 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. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. No entry should be made in List A column. An employee must fill in their: Employers must ensure that employees sign their name and date the form. You can find instructions for creating a digital image in the Client area of our web site. You should scan or digitally photograph the document and return the image to us for matching. Only Certified copies of birth certificates that are photocopied are acceptable. One document matches the name entered in Section 1. . Address the varying challenges of women and together be a champion for business growth. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Regardless of requirements, its always recommended to retain supporting documentation. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Verifies that and employee is authorized to work in the United States. 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. 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. If you think this might mean you, dont panic. Notice that the form auto-populated the List A column with N/A only and not List C column fields. Answer (1 of 31): Issuing Authority is nothing but RPO(REGIONAL PASSPORT OFFICE) as, i am a resident of west bengal & my RPO is Kolkata, Azhar is a resident of telengana & his Issuing authority/RPO is HYDRABAD. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card When there are multiple errors, its best to complete a new form and attach it to the old copy. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Employees must be allowed to present any valid combination of documents listed on Form I-9. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . Attach a note explaining why the changes were made. Learn more about our product bundles, cost per employee, plans and pricing. tony dokoupil ex wife the bachelorette. Well help reduce costs & mitigate risks. Its time to be agents of change. 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. A U.S. visa number, circled below, usually contains eight numeric characters. Leave payroll and taxes to the experts so you can focus on your business. Measures 8.5" x 11". A magnifying glass. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) How can I add an electronic signature field to Form I-9? Last Reviewed/Updated: 07/06/2021 Was this page helpful? The system used to generate and store the electronic Form I-9 also must comply with regulations found at 8 CFR 274a.2 (e)-(i). Review our. Paycors always in the news for innovation, hiring and more. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Most drivers must obtain a commercial driver's license (CDL) through their home State (it is illegal to have a license from more than one State). o Enter the new preparer and/or translator information (and indicate for corrections). Document Title Enter the title of the List B document or receipt in this field. 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. 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. 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. 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. Form I-9 is required by the Department of Homeland Security. What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? Issuing authority refers to any government agency or office that has the power to issue a specific official document. 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). All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. Entering the visa number is optional. U.S. Passport or U.S. Passport Card . Stay ahead of recruiting and hiring regulations. Any other comments or notations necessary for the employers business process. This could be a combination of letters and numbers, but no symbols or hyphens. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. Get real-time analytics to HR & Payroll data. Looking for U.S. government information and services? An employee may provide documentation to support his or her name change, but is not required to do so. Tell us about your organization and what you want to accomplish and well recommend a custom solution. Do not complete. Social Security cards are issued by the United States Social Security Administration ("SSA"). 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 letter from the Social Security Administration cannot be accepted. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. 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 purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Military dependent's ID card 7. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. We use a digital fax service so that we can see the form exactly as you send it. HR solutions purpose-built to help CFOs mitigate risk and control costs. 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. The form auto-populated the List A column fields with N/A. However, if they prove that they now have the correct documentation and their status has been regularized, an employer can continue their employment, even if they originally provided false documentation. The size of penalties depends on several factors including company size and number of violations. Ensure the note is signed and dated. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. This section will auto-populate if you are using a computer to complete the form. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. Read these case studies to see why. You have physically examined each original unexpired document(s) presented by the employee. To protect your privacy, please do not include any personal information in your feedback. [PDF] Acceptable Documents and Issuing Authorities For Form I-9 Author: www.consumerdirectwa.com Post date: 14 yesterday Rating: 4 (394 reviews) Highest rating: 5 Low rated: 1 Summary: Do not accept expired document(s). 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. 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). DHS is proposing this process change become permanent. Official websites use .gov 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. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. Employers may choose to scan and upload the original, signed forms to retain them electronically. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Last Updated: December 20, 2022 | Read Time: 20 min. 4 FORM I-9 FAQ 6/2016 Q: My employee's Employment Authorization Document (Form I-766) expired and the employee now wants to show me a driver's license (List B) and a Social Security card (List C). State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) This is not a complete list of documents. Drive engagement and increase retention with talent development and continuous learning. 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. Document Title Enter the title of the List A document or receipt in this field. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. Intuitive software to help pay employees accurately and on time. Reverification is triggered by the document with the earlier end date. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). Section 2 is a review of the documents the employee presents and must be signed. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. 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. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. Employers must retain Forms I-9 for three years after the date of hire or one year after the date the individual's employment is terminated, whichever is later. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Engage new hires with onboarding and control costs with timekeeping. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. Who should be contacted in the event of an ICE Notice of Inspection? (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. 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. 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 you entered List A document(s), you must not enter document information in List B or List C columns. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. The permit is valid for up to one year from the date of issue and must be accompanied by a valid United States driver license at all times. Do I need to see a current DHS document? 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. In California and Oregon, employers are required to post notices for employees if there is an inspection. Do not shred previously retained copies of documents. Yes No Manage all employee tasks and documents in one place. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. 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. Can we stop doing this? 109-13, 119 Stat. 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.

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