Official websites use .gov You must enter exactly eight alphanumeric characters (letters and numbers). No. Document Number - Enter the List B document or receipt document number. The second Document # Line in Section 2 under List A is used only for additional information relating to international employees. If you think this might mean you, dont panic. Well help reduce costs & mitigate risks. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. 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. 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. 2023 Paycor, Inc | Refer Paycor | Privacy Policy | 1-800-501-9462 | 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? Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? These fields help to ensure that the two pages of the employees Form I-9 remain together. 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). 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. Document Title Enter the title of the List C document or receipt in this field. Enter the employees name as it is listed on the employees Social Security Card. Enter N/A if there is not document number. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. HR solutions purpose-built to help leaders create great places to work. In California and Oregon, employers are required to post notices for employees if there is an inspection. 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. 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). You dont need to put every document under a blacklight. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. You did not specify which acceptable document(s) the employee may present to you. The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence. We are NOT the E-Verify program nor any government agency. Usually, this section will be left blank. Were growing and want to hear from you. We use a digital fax service so that we can see the form exactly as you send it. The new card is a credit card type document. The good news is, HR teams arent expected to be detectives. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Both the size of fines and the number of inspections have risen fast in previous years. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. *Unrestricted Social Security cards that are acceptable List C documents are only issued to: An official website of the U.S. Department of Homeland Security, An official website of the United States government, To protect your privacy, please do not include any personal information in your feedback. 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. Form I-9 is used to verify an individual's identity and eligibility to work. Review our. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. 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. 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. 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). Who is an issuing authority? Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? For NAU use only. The form auto-populated the List A column fields with N/A. Attract top talent, develop employees, and make better decisions with actionable data. L. No. Military dependent's ID card 7. How often you should complete an audit depends mostly on your company size. A good alternative is scanning the form and sending it as an email attachment to forms@verifyi9.com. This section will auto-populate if you are using a computer to complete the form. One document matches the name entered in Section 1. Leave payroll and taxes to the experts so you can focus on your business. If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. By signing the Certification Section, you are attesting that you are the person that physically examined the above-named employees original documents in person; the document(s) listed above appear to be genuine and to relate to the above-named employee; and to the best of your knowledge, they employee is authorized to work in the United States. 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). The most common error is failing to complete the I-9 form. 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. If you are using a computer, then use the drop-down menu to make a selection. 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. Enter the document type (name), document number and document expiration date. This article lists the most common issues and problems related to the completion and submission of the I-9 form. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. 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. If you enter document information in the List B column, you must also enter document information in the List C column as well. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? If not, your company could be sitting on a massive liability. You may use either common abbreviations for the document title or issuing authority, for example, "DL" for driver's license and "SSA" for Social Security Administration, or the suggestions in the form instructions. 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. Official websites use .gov Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Paycor has the right defenses in place to protect your data. 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. Looking for U.S. government information and services? Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. For a driver's license or state identification card (List B), you must include the state of issue and the expiration date. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. Vertical license and ID cards are currently used in 46 other states. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. 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.