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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. Issuing authority refers to any government agency or office that has the . We use almost every bit of information from the form to complete the verification. 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. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Do you train employer representatives on completing I-9 forms? Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Additional documentation that certain non-immigrant employees may present. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. Document Number Enter the List C document or receipt document number. 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. Paycors HR software modernizes every aspect of people management, which saves leaders time and gives them the powerful analytics they need to build winning teams. o Enter the new preparer and/or translator information (and indicate for corrections). For NAU use only. A decision is expected by the end of 2023. In addition, copies of these documents must be made and retained. Document Title Enter the title of the List B document or receipt in this field. 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. Increase engagement and inspire employees with continuous development. All rights reserved. Secure .gov websites use HTTPS Site designed by Financial Management Services (FMS) in partnership with ImageX Media. This verification confirms an employee's eligibility to work in the United States. HR solutions purpose-built to help CFOs mitigate risk and control costs. Some List A documents (or acceptable document receipt) are combination of documents that must be presented together to be considered a List A document, such as a foreign passport together with Form I-94 containing an endorsement of the aliens nonimmigrant status. Since 2007. Who is in charge of your Form I-9 Retention Policy? Can we stop doing this? Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Creating an official immigration compliance policy will help you act consistently and put you in the best possible position in the event of an unexpected Notice of Inspection from ICE. Customers over the age of 75 seeking a REAL ID or a Standard driver's license or ID card may begin their application online at mass.gov/rmv but must present official required documentation in person to complete the renewal or issuance process. Initially a short-term measure, this change has since been extended through the end of July 2023. Stay ahead of recruiting and hiring regulations. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. 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. On-campus employment is authorized until the completion of the student's course of study. You have physically examined each original unexpired document(s) presented by the employee. 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. My new employee presented two documents to complete Form I-9, each containing a different last name. The employee must present acceptable evidence of employment authorization (from List A or List C) to show they are still authorized to work. In the case of a student, the Form I-94 and I-20 establish employment authorization. *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. The reverse contains a standard bar code, magnetic strip, and a two-dimensional . Regardless of requirements, its always recommended to retain supporting documentation. 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. 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. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. 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. 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. The document is not acceptable if it has already expired. 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). The U.S. Department of State issues U.S. visas to citizens of foreign countries who seek to enter the United States. Are you keeping up with I-9 compliance requirements? See how were taking the right STEP toward inclusion and belonging. Issuing Authorities vary, even among the same types of documents. This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Check out this guided tour to see for yourself how our platform works. Under 18 and Under 21 indicators display below the portrait. $66.25 to purchase class "A" license. 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). Let an experienced and knowledgeable professional manage your E-Verify participation. Eliminate large down payments and end-of-year surprises. 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. 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). Twitter. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. 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. Pay employees from any location and never worry about tax compliance. Forms I-9 should be retained for all current employees. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. The number consists of three letters followed by 10 numbers. Contact us today so we can learn more about your business. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. Track critical documentation and control labor expenses. 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. Looking for U.S. government information and services? Do not backdate this field. 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. Section 2 List. We make E-Verify easy! See whats new today. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. We use a digital fax service so that we can see the form exactly as you send it. Proof of insurance. Share sensitive information only on official, secure websites. 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. Drivers of large and heavy vehicles (i.e. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . 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? Do not shred previously retained copies of documents. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. If an employee presents a U.S. passport card, Permanent Resident Card (Form I-551), or the Employment Authorization Document (Form I-766), you must copy the front and back of these cards. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. An employer may not correct errors or omissions in Section 1. Enter N/A if there is no expiration date. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Looking for U.S. government information and services? Attach a note explaining why the changes were made. When there are multiple errors, its best to complete a new form and attach it to the old copy. Intuitive software to help pay employees accurately and on time. Review, reimburse, and report on employee expenses in one location. If the employee provides a Social Security card, it must be unrestricted. For Form I-9 purposes, you may accept these licenses. You did not specify which acceptable document(s) the employee may present to you. An employee may provide documentation to support his or her name change, but is not required to do so. 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. We help you stay updated on the latest payroll and tax regulations. Hire and retain staff with earned wage access. (Ex: U.S. . 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. Specific I-9 documents can be issued to certain person categories. Click the Click to Finish button at the bottom of the form. 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). The issuing authority varies, even among the same types of documents. So, Section 1 errors should be fixed by employees. 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. See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. If you are using the computer, select the issuing authority form the drop-down menu. Our team of experienced sales professionals are a phone call away. 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 . In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. If you use E-Verify, you should also attach the Work Authorization document. Signature of Employer or Authorized Representative Before you sign, review the form for accuracy and completeness. For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. Only Certified copies of birth certificates that are photocopied are acceptable. You can find instructions for creating a digital image in the Client area of our web site. Can my employee leave any part of Section 1 of the Form I-9 blank? (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Usually, this section will be left blank. Employers are not required to record information from the student's Form I-20 in Section 2. 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. School ID card with a photograph 6. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Yes, they have the authority to suspend a license. 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. Document Title Enter the title of the List C document or receipt in this field. 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 penalties for I-9 violations have recently increased. Theres never been a better time to join. Does this card need to be reverified? Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. This information is contained all in the spaces under "List B". Document Title Enter the title of the List A document or receipt in this field. See how to turn frontline workers into leaders and face industry labor challenges. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). 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. If you are using a computer, then use the drop-down menu. When is an employee required to use "N/A" in Section 1? Citizenship and Immigration Services website. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. 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. See more about I-9 compliance here. May a notary public or any authorized representative attach an attestation to Form I-9 instead of providing a signature in the signature block of Section 2? Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). Women who experienced belittling at work are now stepping up to fight microaggressions. Employees must be allowed to present any valid combination of documents listed on Form I-9. Employee termination dates and form retention dates. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. The front of the card contains a photo, fingerprint, and signature of the rightful holder. Paycors leadership brings together some of the best minds in the business. Errors or information missing from the I-9 form can delay the successful completion of a verification. Organize your team, manage schedules, and communicate info in real-time. Paycor has the right defenses in place to protect your data. Document Number - Enter the List B document or receipt document number. Our popular webinars cover the latest HR and compliance trends. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. Social Security cards are issued by the United States Social Security Administration ("SSA"). DHS is proposing this process change become permanent. 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). Share sensitive information only on official, secure websites. Receipts for documents are acceptable. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. An official website of the U.S. Department of Homeland Security, An official website of the United States government. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. 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 name, date of birth, gender, height, eye color, and address 9. The issuing authority is the specific entity that issued the document or receipt. The form auto-populated the List A column fields with N/A. The examples below illustrate properly completed, printed I-9s for commonly presented document types. (This should be a specific name, rather than just HR). The International Driving Permit, accepted in over 150 countries outside the United States, is a legal identification document that translates United States driver license information into 10 foreign languages. 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. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. If you enter document information in List C column, you must enter document information in the List B column as well. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Attract top talent, develop employees, and make better decisions with actionable data. 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. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. The instructions state when an employee may use N/A or must use N/A. Be a Hero. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. 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. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. An employer that made multiple errors in Section 2 or 3 of the form may redo the section(s) containing the errors on a new Form I-9, and attach it to the previously completed form. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. 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). If you are using the computer, select the issuing authority form the drop-down menu. When keeping documents, store them with I-9 itself, separate from personnel files. Employees First Date of Employment Enter the employees employment start date that they should provide to you as a two-digit month, two-digit day and four-digit year (mm/dd/yyyy). This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. Enter your expiration of commission date. 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. 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 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. Leave payroll and taxes to the experts so you can focus on your business. VALID FOR WORK ONLY WITH INS AUTHORIZATION Paycors always in the news for innovation, hiring and more. Beware: If your company has an honesty policy, it should be applied consistently. See how our solutions help you reduce risk, save time, and simplify compliance management. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. 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. Only if no other method is available should you fax the card to us. At USCIS, the Employment Authorization Document is known as Form I-766. 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. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. Is an unsigned Social Security card valid? 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.