List B Documents Issuing Authority Driver's License Learner's Permit . DHS is proposing this process change become permanent. 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). This means youll always be informed of any inspection and youll have at least 3 days to produce documents. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. Expired I-9 Form:It is a violation of federal law to verify an employee on an expired form. 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. Yes No 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. 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. 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. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. Organize your team, manage schedules, and communicate info in real-time. Following are some of the most common Form I-9 errors and how to correct them. Citizenship and Immigration Services website, arent required to review employees identity and authorization documentation in person, Turn Manufacturing Frontline Workers Into Leaders, Questions to Ask Before Purchasing a New Payroll System, Employers must not knowingly hire undocumented workers or continue to employ them after learning of their undocumented status, Employers must verify employment eligibility through Form I-9. 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. They can . First Name of the Employer or Authorized Representative Enter your full legal first name. Seeing is believing. 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. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. They are the issuing authority and responsible for issuing a license. Making copies and keeping them can help your case in the event of an ICE inspection. A. Increase engagement and inspire employees with continuous development. Document Number Enter the List A document or receipt document number. 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. Form I-9 is used to verify an individual's identity and eligibility to work. In addition, copies of these documents must be made and retained. If you think this might mean you, dont panic. This is the date that DHS uses to determine whether or not the form was timely submitted. Share sensitive information only on official, secure websites. A letter from the Social Security Administration cannot be accepted. 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). Measures 8.5" x 11". 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. E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify. *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. 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. Skills test if upgrading a license or first-time applicant (test by appointment only; $20 skills test fee). Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. U.S. Coast Guard Merchant Mariner Card U.S. Coast Guard Native American Tribal Document Native American Tribe from which the document was issued (Ex: Choctaw, Dakota Sioux, Navajo, etc.) If you are using a computer, then use the drop-down menu. Paycor has the right defenses in place to protect your data. Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). See our vetted tech & services alliances. Social Security cards are issued by the United States Social Security Administration ("SSA"). Is an unsigned Social Security card valid? You have physically examined each original unexpired document(s) presented by the employee. 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. Paycors compliance solutions help ensure accurate filing and mitigate risk. Employment Eligibility Document Title. 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 Click the Click to Finish button at the bottom of the form. 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. Can an H-1B employee present a driver's license and Form I-94 card only (no passport) for reverification? However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Re-verification is not required for permanent residence cards, green cards, passports or drivers licenses. 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. Existing employees should not complete a new Form I-9 as long as they have a valid I-9 already on file. Under 18 and Under 21 indicators display below the portrait. Pro tip: write the company name and ID on the top of every document, in case they get separated. Document Title Enter the title of the List C document or receipt in this field. 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. 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. By signing the Certification Section, you are attesting that you are the person that physically examined the above-named employees original documents in person; the document(s) listed above appear to be genuine and to relate to the above-named employee; and to the best of your knowledge, they employee is authorized to work in the United States. Our team of experienced sales professionals are a phone call away. Most companies will have a paragraph in their handbook about immigration compliance, but this just isnt enough. Enter N/A if there is no expiration date. If an Illinois Drivers License is presented, it should be listed as Document Title: "Drivers License", Issuing authority: "Illinois Department of Motor. Identification Card . What is the issuing authority of an ID? A photograph must also be taken. 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. 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 guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. 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. For more information, please visit our webpage on Driver License Services, Extensions, Waivers, and Covid-19 Information. 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. Engage new hires with onboarding and control costs with timekeeping. The payroll system you select is an important decision for your business. The examples below illustrate properly completed, printed I-9s for commonly presented document types. These cookies make advertising and communications more relevant to you and your interests, and further help us to improve the site. tony dokoupil ex wife the bachelorette. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. The employer should attach a note to the employees Form I-9 explaining the discrepancy. How often you should complete an audit depends mostly on your company size. Official websites use .gov Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List C document or receipt. If the employee provides a Social Security card, it must be unrestricted. 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). How can I add an electronic signature field to Form I-9? Here is a quick reference for common documents: U.S. Passport. HR solutions purpose-built to help leaders create great places to work. 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. So, Section 1 errors should be fixed by employees. Official websites use .gov You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them. Paycors always in the news for innovation, hiring and more. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. My company currently keeps copies of documentation presented by my employees for Form I-9. Today's Date (mm/dd/yyyy) Share sensitive information only on official, secure websites. Is a confirmation receipt an acceptable receipt for a lost Employment Authorization Document (EAD) (Form I-766)? 231, 302-323 (2005)], which in part sets . mhhauto registration code [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: Duplicate Driver's License or ID Card. 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. The latest form was made mandatory on May 1, 2020. Issuing Authorities vary, even among the same types of documents. Find quality candidates, communicate via text, and get powerful analytics. What is your policy for working with outside contractors? Enter the employees name as it is listed on the employees Social Security Card. Transform open enrollment and simplify the complexity of benefits admin. The Department encourages all eligible customers to conduct their driver license services online. Penalties for incorrect or missing I-9 forms can be imposed by ICE, the U.S. Immigration and Customs Enforcement agency. 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. 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. Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee. You should consult with legal counsel or the appropriate government agency before acting on this information or for any employment law matter. 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. 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). Errors or information missing from the I-9 form can delay the successful completion of a verification. We use a digital fax service so that we can see the form exactly as you send it. Ideally, youll want to hire an immigration attorney or trained specialist to conduct your audit. The new card is a credit card type document. As I-9 documents are kept on-site, rather than sent to the government, federal agents can only conduct an inspection in-person or by requiring that you send them evidence through certified mail. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. 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. 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.) $66.25 to purchase class "A" license. Vertical license and ID cards are currently used in 46 other states. Title of Employer or Authorized Representative Enter your title, position or role with your business or organization. Are election judges and poll workers exempt from completing Forms I-9 in accordance with U.S. Department of Justice memo dated Feb 18, 1988 signed by John R. Schroeder? 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. Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). Accurate completion of Form I-9 is a key component of compliance. The penalties for I-9 violations have recently increased. I-9s were created by the passing of IRCA, the Immigration Reform and Control Act, which became law in 1986. Issuing authority refers to any government agency or office that has the power to issue a specific official document. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). 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? Manage all employee tasks and documents in one place. Get real-time analytics to HR & Payroll data. Eliminate the stress of ACA filing with streamlined reporting. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. Before parolees can work, they must apply for employment authorization. To meet the reverification requirements, the employee may present any document of his or her choice from List A or List C. If the document that the employee chooses to present consists of a combination of documents (e.g., foreign passport with Form I-94 indicating the employee's nonimmigrant classification that is work authorized incident to status for a specific employer), then all documents must be recorded in Section 3. 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. Affix your unexpired stamp/seal in the space provided. My new employee presented two documents to complete Form I-9, each containing a different last name. Identification Card State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) Telephone number and email address fields are optional. A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social To protect your privacy, please do not include any personal information in your feedback. To do otherwise could be an unfair immigration-related employment practice. If you enter document information in List C column, you must enter document information in the List B column as well. A magnifying glass. No entry should be made in List A column. Enroll in E-Verify via our agency and avoid the signup delays, tutorials and 31-question mastery test. Ensure the note is signed and dated. Employment authorization extension for Temporary Protected Status beneficiaries, etc. Unreadable Fax:Occasionally, I-9s sent by fax are unreadable because of their quality. Is a state-issued temporary driver's license an acceptable List B document? See how our solutions help you reduce risk, save time, and simplify compliance management. 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 . A signature on the card is not required for the card to be valid. 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. The Warning message #1 will appear letting you know that the form will be check to ensure that each field in Section 2 is filled out (see image below). There are three lists of documents. Its time to be agents of change. Employee termination dates and form retention dates. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List B document or receipt. For more information about completing the I-9 form, visit:http://www.uscis.gov/I-9Centralor view the instructions that accompanythe I-9 form. Any inconsistency could imply discrimination. We need you to attest to the following facts: List A Documents establish both identity and employment authorization. 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. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. Check out this guided tour to see for yourself how our platform works. Enter the visa number exactly as it appears on the document. A U.S. visa number, circled below, usually contains eight numeric characters. Can my employee leave any part of Section 1 of the Form I-9 blank? Yes. A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. In the case of a student, the Form I-94 and I-20 establish employment authorization. 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 The documents individually do not qualify. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . One document matches the name entered in Section 1. If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. Last Name of the Employer or Authorized Representative Enter your full legal last name. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. Driver's License issued by a Canadian Government Authority Province or Territory from which the driver's license was issued (Ex: Ontario, Alberta, etc.) What documents can a refugee present to complete Form I-9, Employment Eligibility Verification? Specific I-9 documents can be issued to certain person categories. E-Verify and Professional Employer Organizations (PEOs). Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. 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. 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.