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. Well help reduce costs & mitigate risks. Anyone who has never held a Hawaii driver's license or instruction permit, must apply in-person and provide documentary proof of legal name, date of birth, social security number, legal presence and Hawaii principal residence address. For instance, the issuing authority may be Seattle Passport Agency, National Passport Center, etc. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. . The Department encourages all eligible customers to conduct their driver license services online. 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 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. 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). Women who experienced belittling at work are now stepping up to fight microaggressions. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. 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. You may accept a driver's license if it contain a photograph or, if it does not contain a photograph, it includes identifying information such as name, date of birth, gender, height, eye color, and address. 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). Secure .gov websites use HTTPS NOT VALID FOR EMPLOYMENT 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. 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. See how our solutions help you reduce risk, save time, and simplify compliance management. Lets create value across your portfolio. 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). A signature on the card is not required for the card to be valid. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. Read these case studies to see why. When normal operations resume, employees who were. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. Then the Warning message #2 will appear letting you know that you must print Section 2. This information is contained all in the spaces under "List B". Hire skilled nurses and manage PBJ reporting. Its time to be agents of change. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. Review, reimburse, and report on employee expenses in one location. The best way to correct the form is to: An employer should not conceal any changes made on the Form I-9for example, by erasing text or using correction fluid, nor should the employer backdate the Form I-9. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. 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. Last Reviewed/Updated: 07/06/2021 Was this page helpful? The most common error is failing to complete the I-9 form. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. You may ask if the employee has other documentation that would satisfy Form I-9. The issuing authority varies, even among the same types of documents. Verifies that and employee is authorized to work in the United States. 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. Can we stop doing this? The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. The range of possible penalties is regularly increased and now stands at: If employers try to trick ICE, or ignore credible warnings, they risk serious fines. At USCIS, the Employment Authorization Document is known as Form I-766. o Enter the new preparer and/or translator information (and indicate for corrections). Indiana residents who have not already made application for a Real ID should do so during their next renewal. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Why Should I Hire an E Verify Employer Agent? However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. It can usually be found in the top row of the computer-generated data at the bottom or on the back of the card. Both documents should be treated as a group; reverification should not be completed each time one of the documents in the group expires. Affix your unexpired stamp/seal in the space provided. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. Enter N/A if there is not document number. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? 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. See whats new today. 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). Please consult with the I-9 Compliance Specialist if you need assistance completing the form. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? You must enter exactly eight alphanumeric characters (letters and numbers). The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Employees must complete every applicable field in Section 1 of the Form I-9 with the exception of the fields requesting the employees' telephone number, e-mail address, and Social Security number. A photograph must also be taken. Full Name of List B Documents and List B Documents Abbreviations: List C Documents establish employment authorization. similarly all state has a Office from where ur passport gets printed after a clear Rep. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Our customers are our heroes. Required fields must be completed with either the information requested or N/A. Missing Permanent Resident Card or Employment Authorization Document Number: In addition to the Alien Number, the Permanent Resident Card Document Number or Employer Authorization Document Number is also required for verification. Our popular webinars cover the latest HR and compliance trends. Part B: Fill in the new hire date. Control costs and make every dollar count with reporting. 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. Some states may place restrictive notations on their licenses. A magnifying glass. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. Does Calif DMV have the authority to suspend driver's licenses? Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. 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. You can download the current version from our home page at verifyi9.com. Do not backdate this field. Making copies and keeping them can help your case in the event of an ICE inspection. A .gov website belongs to an official government organization in the United States. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) 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. An Employment Authorization Document (EAD) is an identification card that U.S. What is your policy for working with outside contractors? You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. For hard copy form, review the document thoroughly to obtain the issuing authority. The employer should attach a note to the employees Form I-9 explaining the discrepancy. How to Complete Form I-9 with Examples. 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. Discrepancies that E-Verify employer must notate when participating in the IMAGE program. Policies|Privacy Policy|Data Security. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. The confirmation receipt printed from the USCIS website states that it is not a receipt notice and cannot be used as evidence of a pending application. Enter N/A if there is not document number. In California and Oregon, employers are required to post notices for employees if there is an inspection. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. Issuing Authority Issuing Authority Issuing Document Number Document Number Document Number Expiration Date (if any) (mm/dd/yyyy) . 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. 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). (In some states, this may be legally required). Enter your expiration of commission date. Document Number Enter the List A document or receipt document number. Proof of insurance. Entering the visa number is optional. 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. In the case of a student, the Form I-94 and I-20 establish employment authorization. $66.25 to purchase class "A" license. Issuing authority refers to any government agency or office that has the . View our product demos to get a deeper dive into the technology. Only if no other method is available should you fax the card to us. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? 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. Drivers of large and heavy vehicles (i.e. Payroll Form I-9 Section 2 Instructions. 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. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Internal audits are the best way to determine your liability and uncover errors. Here is a quick reference for common documents: U.S. Passport. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. Are you keeping up with I-9 compliance requirements? Verify I-9 LLC. You can find instructions for creating a digital image in the Client area of our web site. You may leave the section blank or you may use this space to notate any additional information required for Form I-9 such as: Certification section it is imperative that you follow these last part of the instructions very carefully to prevent any liability for errors made on the Form I-9. 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. Typically there is a round seal on the front of the card that will have the issuing authority printed around the seal. This could be a combination of letters and numbers, but no symbols or hyphens. Does your company use E-Verify? Employment Eligibility Document Title. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. A good alternative is scanning the form and sending it as an email attachment to
[email protected]. Enter the visa number exactly as it appears on the document. Therefore, you may choose to begin or end the practice of keeping copies of documents at any time, as long as you do so for all employees, regardless of national origin or citizenship status, or you may be in violation of anti-discrimination laws. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card What should I do if I discover that a Form I-9 for my employee was not completed or is missing? An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. It is located in the south of Middle Franconia, 50 kilometres south of Nuremberg. 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). If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Plan, manage, and execute pay increases and rewards. Paycors compliance solutions help ensure accurate filing and mitigate risk. We are NOT the E-Verify program nor any government agency. All rights reserved. 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. Paycors leadership brings together some of the best minds in the business. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . Mitigate risk with proactive payroll and tax alerts. Enter the employees name as it is listed on the employees Social Security Card. Receipts for documents are acceptable. 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. Join us at our exclusive partner conference. We use a digital fax service so that we can see the form exactly as you send it. Document Title Enter the title of the List A document or receipt in this field. Employees must be allowed to present any valid combination of documents listed on Form I-9. Military dependent's ID card 7. Pro tip: write the company name and ID on the top of every document, in case they get separated. See our vetted tech & services alliances. 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. If the same employee begins work on Monday but does not provide the receipt to complete Section 2 until Thursday, the employer should still count Tuesday as Day 1 and count 90 days to determine the validity period of the receipt. I-9 documents must be obtained from the relevant issuing body. Leave payroll and taxes to the experts so you can focus on your business. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. [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: Official websites use .gov Build a great place to work where employees show up, make a difference and win together. 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. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. 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. 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. You may verify new hires who were hired on the date that you enrolled. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. Only Certified copies of birth certificates that are photocopied are acceptable. List B Documents Issuing Authority Driver's License Learner's Permit . Our team of experienced sales professionals are a phone call away. Manage all employee tasks and documents in one place. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? HR solutions purpose-built to help leaders create great places to work. Largest city and the administrative center . I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. (This should be a specific name, rather than just HR). If you keep the process in-house, make sure that the employee in charge of auditing your I-9 forms isnt the same one who filled them out in the first place. Vertical license and ID cards are currently used in 46 other states. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. If you operate in an industry with high staff turnover, like restaurants or manufacturing, youll likely require more regular audits than most. 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). Be a Hero. If you entered List A document(s), you must not enter document information in List B or List C columns. If you enter document information in the List B column, you must also enter document information in the List C column as well. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. How often you should complete an audit depends mostly on your company size. Official websites use .gov Last Updated: December 20, 2022 | Read Time: 20 min. Eliminate the stress of ACA filing with streamlined reporting. Employee termination dates and form retention dates. 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. 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. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . 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 the employee presents a U.S. passport, you must copy the front page and the back barcode page. 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). Address the varying challenges of women and together be a champion for business growth. 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? The document is not acceptable if it has already expired. Get real-time analytics to HR & Payroll data. 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. free gym pass virgin active. Learn a lot in a little bit of time with our HR explainers. 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). Intuitive software to help pay employees accurately and on time. This is not a complete list of documents. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. Before parolees can work, they must apply for employment authorization. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant.