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. Seeing is believing. To protect your privacy, please do not include any personal information in your feedback. Vertical license and ID cards are currently used in 46 other states. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. 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. Reduce tedious admin and maximize the power of your benefits program. Who is in charge of your Form I-9 Retention Policy? 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. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. Any missing information could result in a violation. At USCIS, the Employment Authorization Document is known as Form I-766. The new card is a credit card type document. 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. A .gov website belongs to an official government organization in the United States. 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). Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. 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. Increase engagement and inspire employees with continuous development. Connect with new hires and make a lasting first impression. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. Test drive Paycor Payroll, Onboarding, HR, and Time for 14 days. $66.25 to purchase class "A" license. Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. A refugee's electronic Form I-94 contains the admission code of "RE" and a paper Form I-94 has a refugee admission stamp. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. The number consists of three letters followed by 10 numbers. 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? 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. If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. Along with the form, your new hire must show proof that confirms their identity and confirms . Check out this guided tour to see for yourself how our platform works. 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. Identification Card . Stanford University, Stanford, California 94305. https://fingate.stanford.edu/paying-people/resource/examples-completed-form-i-9, iProcurement - SmartMart Catalog Suppliers, List B: Driver's License + List C: Social Security Card, List B: Driver's License + List C: Birth Certificate, Passport from FSM or RMI, with Form I-94 (List A), List A: Foreign Passport + Form I-94 and an I-20, List A: Foreign Passport + Form I-94 and a DS-2019, List A: Foreign Passport + Form I-94 with TN/E/O/H-1B Status, List A: Employment Authorization Card (EAD Card). 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. My new employee presented two documents to complete Form I-9, each containing a different last name. Does Calif DMV have the authority to suspend driver's licenses? You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . An official website of the U.S. Department of Homeland Security, An official website of the United States government. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Yes No Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. 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 You must examine the document(s), and if they reasonably appear on their face to be genuine and to relate to the person presenting them, you must accept them. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. You may verify new hires who were hired on the date that you enrolled. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. The good news is, HR teams arent expected to be detectives. Read these case studies to see why. 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). An action plan to help you achieve HR excellence based on Paycors proprietary data and research. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. Can I require that the former employee complete Form I-9 before I issue him or her a final paycheck or a W-2? On-campus employment is authorized until the completion of the student's course of study. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. 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. How often you should complete an audit depends mostly on your company size. Employers may not specify what documents an employee must submit. On an EAD, the Card # is on the front. Social Security Card Required:You are required to review original identification documents including, if presented, the Social Security card. If you entered List A document(s), you must not enter document information in List B or List C columns. If we approve their application, we will issue an Employment Authorization Document, which is an acceptable List A document. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. A U.S. visa number, circled below, usually contains eight numeric characters. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). trucks, buses, and tractor-trailers) or a vehicle of any size with at least 16 passengers (including the driver) or hazardous materials must have a commercial driver's license, commonly abbreviated as CDL.The minimum age for a commercial driver's license is generally 18 years old, but federal law requires commercial drivers to be at least 21 years of . Document Number - Enter the List B document or receipt document number. Some states may place restrictive notations on their licenses. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Enter N/A if there is no expiration date. L. No. Forms I-9 should be retained for all current employees. The purpose of Form I-9 is to ensure employers are only hiring people who are legally allowed to work in the United States. Do not accept expired document(s). 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. 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. Notice that the form auto-populated the List A column with N/A only and not List C column fields. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. If you have previously terminated employees when shown evidence of a lie, you may be forced to do this same in this case. o Enter the new preparer and/or translator information (and indicate for corrections). You may not enter any special characters. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. The document is not acceptable if it has already expired. Plan, manage, and execute pay increases and rewards. The form must be accompanied by acceptable supporting I-9 documents. Initial and date the correction or omitted information. Verifies that and employee is authorized to work in the United States. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. (In some states, this may be legally required). 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). Last Updated: December 20, 2022 | Read Time: 20 min. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). Although we are very experienced in this area of E-Verify law and processes, the information herein is not legal advice, neither expressed nor implied. Issuing Authority Enter the issuing authority of the List A document or receipt. 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). Usually, this section will be left blank. Before parolees can work, they must apply for employment authorization. A photograph must also be taken. Do not shred previously retained copies of documents. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. Employers should attach a signed and dated explanation of the corrective action taken. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. These fields help to ensure that the two pages of the employees Form I-9 remain together. 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. Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . Address the varying challenges of women and together be a champion for business growth. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. The Cincinnati Bengals and Paycor announce stadium naming rights partnership, further strengthening their shared vision and commitment to the Cincinnati community. Last Reviewed/Updated: 07/06/2021 Was this page helpful? Get the criteria to consider during your evaluation process. Todays Date Enter the date you reviewed the form for accuracy and completed Section 2. Last Name of the Employer or Authorized Representative Enter your full legal last name. For example, in the United States, 3.4.0 Completing Section 2 of Form I-9 - USCIS Author: www.uscis.gov Post date: 11 yesterday Rating: 1 (643 reviews) Highest rating: 4 Low rated: 1 Summary: 4. Accurate completion of Form I-9 is a key component of compliance. Is a Form I-94 stamped with "parole" an acceptable List C #7 document? Review, reimburse, and report on employee expenses in one location. 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. If you are using the computer, select the issuing authority form the drop-down menu. Section 1 of the I-9 must be completed by the employee on or before their first day of employment. 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. This way, you wont need to worry about an ICE Notice of Inspection. 231, 302-323 (2005)], which in part sets . 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. Who is an issuing authority? 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. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. Lets create value across your portfolio. 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. Summary: An issuing authority is a government entity that is authorized to issue certain identification documents. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. If we experience continued problems reading your faxes, well let you know. 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. Maximize training and development with personalized content. E-Verify and Professional Employer Organizations (PEOs). 1. School ID card with a photograph 6. Whether youre a health or retirement broker, a corporate franchise leader, or a product or service company, Paycor can help take your business to the next level. Submit the new hire for verification at that time. Control costs and make every dollar count with reporting. 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 not, your company could be sitting on a massive liability. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. 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). To do otherwise could be an unfair immigration-related employment practice. How should I correct errors or omissions found on my employees Form I-9? Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) Review our. Since 2007. An employer may not correct errors or omissions in Section 1. If you use a computer, List A column will auto-filled with N/A in each field. Access collaboration tools and resources that help champion equality and promote DE&I best practices in the workplace. 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. Part B: Fill in the new hire date. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. Can I accept the document with the different name? Do not complete. This requirement applies to every employee, full-, Employers with any employees working remotely. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. The issuing authority is the specific entity that issued the document or receipt. 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. Frequently spotted errors in the first section of the I-9 include: Section 2 is the employers responsibility. Get expert advice and helpful best practices so you can stay ahead of the latest HR trends. Enter the visa number exactly as it appears on the document. Paycors leadership brings together some of the best minds in the business. A .gov website belongs to an official government organization in the United States. They are the issuing authority and responsible for issuing a license. E-Verify is a registered trademark of U.S. Department of Homeland Security. 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. 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). Yes, they have the authority to suspend a license. Issuing Authority Enter the issuing authority of the List C document or receipt. 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). 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. Indiana residents who have not already made application for a Real ID should do so during their next renewal. A. The visa number, also called a visa foil number, is a red number printed on the bottom right side of the document. (This should be a specific name, rather than just HR). VALID FOR WORK ONLY WITH INS AUTHORIZATION 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. 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. Verify I-9 LLC ("Verifyi9") is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. 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. 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. Specific I-9 documents can be issued to certain person categories. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. Internal audits are the best way to determine your liability and uncover errors. 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. 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. Making copies and keeping them can help your case in the event of an ICE inspection. Permanent Resident Card or Alien Registration Receipt Card (Form I-551) Foreign passport with with Arrival/Departure Record (Form I-94) Passport from the Federated States of Micronesia (FSM) or . This is not a complete list of documents. Be a Hero. An Employment Authorization Document (EAD) is an identification card that U.S. Document Number Enter the List B document or receipt document number. However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. 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). If you are using the computer, select the issuing authority form the drop-down menu.
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