Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. (Ex: U.S. . Issuing Authorities vary, even among the same types of documents. 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. This provides a quick reference that the cardholder is a minor. Measures 8.5" x 11". Indiana residents who have not already made application for a Real ID should do so during their next renewal. $56.25 to purchase class "B" license. Who is in charge of re-verification procedures for employees with Employment Authorization documents? Be a Hero. Let an experienced and knowledgeable professional manage your E-Verify participation. First Name of the Employer or Authorized Representative Enter your full legal first name. $66.25 to purchase class "A" license. Issuing Authority Enter the issuing authority of the List C document or receipt. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . 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. In March 2020, the Department of Homeland Security relaxed its standards for in-person I-9 verification, due to COVID-19. Section 2 List. [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: Secure .gov websites use HTTPS The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. If the document(s) do not reasonably appear on their face to be genuine or to relate to the person presenting them, you must not accept them. 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. Claim hiring tax credits and optimize shift coverage. 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. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. Initial and date the correction or omitted information. This tends to come up only with New York driver's licenses, so I am going answer assuming you are in New York. Read these case studies to see why. Any conditions on the temporary driver's license, such as that the expired license must accompany the temporary driver's license for it to be valid, must be followed. If not, your company could be sitting on a massive liability. Find quality candidates, communicate via text, and get powerful analytics. HR solutions purpose-built to help leaders create great places to work. 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. 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. Form I-94, in combination with Form I-20 is an acceptable List C #7 document. The employee is physically present at your place of business. Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. An official website of the U.S. Department of Homeland Security, An official website of the United States government. An employee must fill in their: Employers must ensure that employees sign their name and date the form. You may verify new hires who were hired on the date that you enrolled. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card For NAU use only. Can an F-1 student engaged in OPT, STEM, or off-campus employment other than curricular practical training present Form I-94 and Form I-20 as List C document during reverification? You can find instructions for creating a digital image in the Client area of our web site. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. 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. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. An employee may provide documentation to support his or her name change, but is not required to do so. Employee termination dates and form retention dates. The latest form was made mandatory on May 1, 2020. HR teams in manufacturing need to create career paths for their employees. Employees must be allowed to present any valid combination of documents listed on Form I-9. See how our solutions help you reduce risk, save time, and simplify compliance management. This means youll always be informed of any inspection and youll have at least 3 days to produce documents. An employee may have several U.S. visas in his or her passport. The student is authorized to work until USCIS makes a decision on his or her application, but not more than 180 days from the date of the initial OPT EAD expiration date. 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? Issuing authority refers to any government agency or office that has the power to issue a specific official document. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) 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. Since its creation in 1986, new I-9 forms tend to be issued every several years. Reduce labor spend, manage overtime, and maximize productivity across your workforce. If, however, you determine that the document with a different name does not reasonably appear to be genuine and to relate to her, you may ask her to provide other documents from the Lists of Acceptable Documents on Form I-9. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. Join us at our exclusive partner conference. 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). We are NOT the E-Verify program nor any government agency. The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. Maximize training and development with personalized content. Manage all employee tasks and documents in one place. At USCIS, the Employment Authorization Document is known as Form I-766. Our team of experienced sales professionals are a phone call away. They can . Gather and convert employee feedback into real insights. Note: A foreign entrepreneur paroled under the International Entrepreneur Rule Program is authorized employment incident to the grant of parole. 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. 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. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. 1. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. 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 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. Only if no other method is available should you fax the card to us. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. The number consists of three letters followed by 10 numbers. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. 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. 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. For hard copy form, review the document thoroughly to obtain the issuing authority. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. What is your policy for working with outside contractors? If you are using a computer, then use the drop-down menu. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. Verifying remote employeeshas long been a struggle for employers and its only going to continue as more businesses switch to aremote-first workforce. See whats new today. This requirement applies to every employee, full-, Employers with any employees working remotely. *Represents approximately 30,000 corporate clients covering 40,000 businesses employing people. 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. Can we stop doing this? Address the varying challenges of women and together be a champion for business growth. A photograph must also be taken. Beware: If your company has an honesty policy, it should be applied consistently. If you are a AAA member, you may visit a AAA office to renew your driver's . Drivers of large and heavy vehicles (i.e. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Do not backdate this field. 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. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented 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. 231, 302-323 (2005)], which in part sets . Verifies that and employee is authorized to work in the United States. . Identification Card . 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. Learn a lot in a little bit of time with our HR explainers. The instructions state when an employee may use N/A or must use N/A. You dont need to put every document under a blacklight. Driver's license issued by a Canadian government authority 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.) Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Employers must accept original I-9 documents that reasonably appear to be genuine and relate to the individual presenting the document. 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. [15] 4 Add the date the employee began. Get insights into your workforce to make critical business decisions. State from which t he Driver's License was issued (Ex: State of Florida, State of California, State of . For a drivers license or state identification card (List B), you must include the state of issue and the expiration date. In addition, copies of these documents must be made and retained. Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display. Errors in Section 2 and Section 3 should be fixed by the employer and ideally the same person who received the documents and signed the certification. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Incorrect I-9 Form:Form I-9 is available in English and Spanish. Does your company retain supporting documentation? Any inconsistency could imply discrimination. All rights reserved. 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. 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). An Employment Authorization Document (EAD) is an identification card that U.S. Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. Whether the employee completes Section 1 of Form I-9 on the older version of Form I-9, the employer should complete Section 2 on the same version of the form, even if this occurs on or after the required start day for use of the new Form I-9. 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? A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. 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. When prompted to select which List B and C documents the employee presented, select "Driver's license or ID card issued by a U.S. state or outlying possession" when an employee has presented a U.S . See pages 28-29 of the Handbook for Employers (M-274) (PDF): Instructions for Completing Form I-9 for more information. For example, in the United States, birth certificates are issued by the office of vital records from the state in which the individual was born. Enter N/A if there is not document number. Document Title Enter the title of the List B document or receipt in this field. Specific I-9 documents can be issued to certain person categories. If you are using the computer, select the issuing authority form the drop-down menu. E-Verify is a registered trademark of U.S. Department of Homeland Security. Were growing and want to hear from you. Our popular webinars cover the latest HR and compliance trends. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. 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. The document name and issuing state determine what information is collected by E-Verify so it's important you enter the correct information. No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Last Updated: December 20, 2022 | Read Time: 20 min. If you are using the computer, select the issuing authority form the drop-down menu. If you enter document information in List C column, you must enter document information in the List B column as well. Check out this guided tour to see for yourself how our platform works. 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. Following are some of the most common Form I-9 errors and how to correct them. How often do you conduct internal audits? If Section 2 is not signed by the individual who reviewed the documents, Form I-9 is not complete. The form should be used for all new hires and rehires. A card that includes any of the following restrictions is not an acceptable List C 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). "List B documents are identity documents for I-9 purposesfor example, a common List B document is a driver's license," said Jorge Lopez, an attorney in the Miami office and chair of the Global . 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. Reduce risk, save time, and simplify compliance management. PHA+Q2hlY2sgeW91ciBpbmJveCBmb3IgYW4gZW1haWwgY29uZmlybWluZyB5b3VyIHN1YnNjcmlwdGlvbi4gRW5qb3khPC9wPg==, I-9 Compliance FAQs: Everything You Need to Know for 2023, recent Paycor webinar on Form I-9 compliance, U.S. It is not an acceptable receipt for a lost EAD. Enter the document type (name), document number and document expiration date. View our product demos to get a deeper dive into the technology. Telephone number and email address fields are optional. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) 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). 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. To complete Form I-9 for on-campus employment, the F-1 student employee is only required to present an unexpired foreign passport and an I-94 indicating F-1 nonimmigrant status. The new card is a credit card type document. Today's Date (mm/dd/yyyy) Hire and retain staff with earned wage access. 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). Last Reviewed/Updated: 07/06/2021 Was this page helpful? Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) This section will auto-populate if you are using a computer to complete the form. 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. 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. Employers are no longer allowed to accept expired List B documents for I-9 identity verification. 3. It is not the same as the drivers license number. Document Number Enter the List C document or receipt document number. Errors or information missing from the I-9 form can delay the successful completion of a verification. (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.