If the employee provides a Social Security card, it must be unrestricted. 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. issuing authority and expiration date in the Additional Information Field of Section 2 of the Form I-9, and then initial . It's a good idea to attach documentation of the extension, such as a printout of a webpage from the state . Join us at our exclusive partner conference. 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). 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. A. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. The U.S. Customs and Immigration Service (USCIS) lists documents that are acceptable as verification for identity and work authorization. Check out this guided tour to see for yourself how our platform works. HR teams in manufacturing need to create career paths for their employees. Employee Info from Section 1 Enter the employees Last Name (Family Name), First Name (Given Name), Middle Initial (enter N/A if no middle initial) and Citizenship/Immigration Status (1, 2, 3, or 4) exactly as what the employee has entered in Section 1. Ensure the note is signed and dated. In FY 2019, ICE delivered 6500 Notice of Inspections and reached $14.3 million in fines, penalties and forfeitures. How should I correct errors or omissions found on my employees Form I-9? Following are some of the most common Form I-9 errors and how to correct them. Part A: Fill in the employee's name if it includes a name change that is different from Section 1 of the form (i.e., marriage and divorce with a name change). This article is published as guidance for our E-Verify clients, but may be generally useful for all employers who participate in E-Verify. Pro tip: write the company name and ID on the top of every document, in case they get separated. When is an employee required to use "N/A" in Section 1? 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. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). If you enter document information in List C column, you must enter document information in the List B column as well. A photograph must also be taken. 1. Theres never been a better time to join. These fields help to ensure that the two pages of the employees Form I-9 remain together. 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. Instruct the new hire to present the SS card when he/she receives it. Only if no other method is available should you fax the card to us. Manage all employee tasks and documents in one place. Document Title Enter the title of the List C document or receipt in this field. Enter the visa number exactly as it appears on the document. 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 employee's foreign passport establishes identity and therefore does not trigger reverification when it expires. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. If you are using a computer, then use the drop-down menu to make a selection. Employers may inspect Section 2 of the document remotely (for example over video, fax, or email) within 3 business days of hiring. 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). Leave Section 3 blank. Track critical documentation and control labor expenses. We are an Employer Agent of the E-Verify program. DHS provides refugees electronic or paper Forms I-94, Arrival-Departure Record, as evidence of their status and employment authorization. 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. 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. 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? Paycors leadership brings together some of the best minds in the business. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Today's Date (mm/dd/yyyy) Enter N/A if there is no expiration date. 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. When keeping documents, store them with I-9 itself, separate from personnel files. Can my employee leave any part of Section 1 of the Form I-9 blank? 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. similarly all state has a Office from where ur passport gets printed after a clear Rep. Do not shred previously retained copies of documents. For Form I-9 purposes, you may accept these licenses. This requirement applies to every employee, full-, Employers with any employees working remotely. Reduce labor spend, manage overtime, and maximize productivity across your workforce. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. Is an expired Permanent Resident Card with a valid sticker on the back extending the expiration date considered a valid List A document? 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. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). Its important to note that, while the form says it expires October 31, 2022, it is still in use until further notice. Issuing Authorities vary, even among the same types of documents. It is located in the south of Middle Franconia, 50 kilometres south of Nuremberg. Does this card need to be reverified? Paycor delivers deep product functionality, standard integrations, and certified expertise in sales and service to meet the needs of the industries and organizations we serve. 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. Who is an issuing authority? Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? Claim hiring tax credits and optimize shift coverage. Issuing authority refers to any government agency or office that has the . Both the size of fines and the number of inspections have risen fast in previous years. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. Incorrect I-9 Form:Form I-9 is available in English and Spanish. 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. 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. To do otherwise could be an unfair immigration-related employment practice. If you are using the computer, select the issuing authority form the drop-down menu. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Initially a short-term measure, this change has since been extended through the end of July 2023. Is an F-1 student's Form I-20 information required for Form I-9 when he/she is participating in on-campus employment? Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. The examples below illustrate properly completed, printed I-9s for commonly presented document types. If youre adding missing information, add your initials and the date in a different color ink. Were growing and want to hear from you. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. E-Verify and Professional Employer Organizations (PEOs). 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. Control costs and make every dollar count with reporting. What is my responsibility concerning the authenticity of document(s) presented to me? This article lists the most common issues and problems related to the completion and submission of the I-9 form. 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 an employer fails to make a copy of a List A document (subject to photo match) and they identify this error during a self-audit, what should the employer do if the document is no longer available to copy? The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. Employment authorization extension for Temporary Protected Status beneficiaries, etc. Any inconsistency could imply discrimination. If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. Driver's license issued by a Canadian government authority 3. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. Get familiar with the following lists of acceptable documents: Frequent mistakes found in I-9 form Section 2 include: Section 3 is also the responsibility of the employer and relates to re-verification of expired documents. 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. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. The F-1 student's Form I-20 bears the latest date by which studies are to be completed. "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 . 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. For former employees, they must be retained for 1 year from the date of termination or 3 years from the date of the original hire, whichever is later.