icemiller...icemiller.com section 2 – certification i attest, under penalty of perjury, that (1) i...
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I-9 Employment Verification
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Basic Obligations
1.
Employer must verify employment eligibility of every person hired after November 6, 1986, whether U.S. citizen or foreign national
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Basic Obligations (Cont'd)
2.
Employer must not hire or continue to employ an individual if employer has knowledge that the individual is not
authorized to work.
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Basic Obligations (Cont'd)
3.
Employer must not
discriminate on basis of
citizenship or national
origin, or committing
"document abuse"
by requiring more or
different documents in a
way that discriminates.
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List of Acceptable Documents
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When is I-9 Completed?
There are
SECTIONS
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Section 1
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Employee Signature and Attestation
You attest under penalty of perjury that the information
you provided, along with the citizenship or immigration
status you selected and all information and documentation
you provide to your employer, is complete, true and
correct, and you are aware that you may face severe
penalties provided by law and may be subject to criminal
prosecution for knowingly and willfully making false
statements or using false documentation when completing
this form. Further, falsely attesting to U.S. citizenship may
subject employees to penalties, removal proceedings and
may adversely affect an employee’s ability to seek future
immigration benefits.
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Section 2 – Document Responding Area
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Section 2 – Certification & Employer's
Information
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Section 2 – Certification
I attest, under penalty of perjury, that
(1) I have examined the document(s) presented by the above-named employee,
(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.
The employee's first day of employment (mm/dd/yyyy): _________ (See instructions for exemptions.)
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Section 2 – Certification & Employer's
Information
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Section 3 – Updates, Reverification & Rehires
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Section 3 - Name Changes
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May require documentation to confirm name change
Questions regarding identity and employment eligibility
Not required to be captured
May use margin above Section 1 to identify and track name changes
Employee should provide reasonable explanation for name change
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Section 3 - Reverification Requirements
For US citizens or non-citizen national,
For aliens authorized to work until date specific,
For lawful permanent residents,
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always
never
usually not
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Reverification Options
Section 3
Document Title
Document Number
Expiration Date
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New Form I-9
Section 1 and 2
OR
Section 3 only
OR
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Rehire
If an employee is re-hired within 3 years of initial completion of Form I-9 and employee remains eligible to work, no new I-9 required (unless form has been updated)
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List A – Documents that Establish Both
Identity and Employment Eligibility
Typically:
U.S. Passport
Alien Registration Receipt Card (Green Card, Form I-551)
Employment Authorization Card with photo (Form I-766)
Foreign Passport with I-94 Card Showing Employment Authorization
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List A
U.S.
Passport
Card
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Current
Permanent
Resident
Card
(Form I-551)
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List A
Older versions Permanent Resident Card I-551
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List A - Employment Authorization
Document (EAD)
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List B – Documents that Establish Identity
Driver’s
License with
photo
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Typically:
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List C – Documents that Establish
Employment Eligibility – Social Security Card
Typically:
U.S. Social Security Card (other than one stating "not valid for employment")
SSA or DHHS
Numbers
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List C – Documents that Establish
Employment Eligibility – U.S. Birth Certificates
Typically:
Birth Certificate: (Issued by a State, county, municipal authority or territory of the U.S. bearing an official seal)
Hospital birth certificates
Document Number
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When Are Expired Documents Acceptable?
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Reasons to Inquire Further
Name in §1 different than document presented
Document does not appear in I-9 Handbook
Descriptive information on document presented appears suspicious
Obvious forgery
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Should the Employer Keep Copies of I-9 Documents Presented?
– Shows bona fide attempt
to comply even if I-9 form
itself is incomplete
– Not legally obligated
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Should the Employer Keep Copies of I-9 Documents Separate from Personnel Files?
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Retention Requirements
I-9 File must be retained for all
current employees
For terminated employees,
I-9 file must be retained for
3 years from date of hire
OR
1 year from termination date
whichever is LATER
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How Long Should You Keep the I-9 Form?
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Hire Date: 03/16/2012
Date of Separation: 09/23/2012
Retention Date: 03/16/2015
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Retention Worksheet
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Storage Best Practices - RETAIN
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Retain I-9s for all current employees
in alpha order
Retain I-9s for all current employees
subject to reverification by date of
reverification
Retain I-9s for all terminated
employees by date of destruction
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Are Receipts Acceptable?
Yes, IF:
◦ Receipt is for replacement of List A, B or C
document because document was lost, stolen
or damaged
Actual document must be presented
within 90 days of date of hire
Receipts for initial EAD/extensions are
usually not acceptable (with several but
limited exceptions…)
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I-9 Completion for 180 day auto extension rule on EAD
Category on card vs. approved list (https://www.uscis.gov/working-united-states/automatic-employment-
authorization-document-ead-extension)
List A
◦ Expired EAD with I-797 Receipt Notice for timely
filed renewal application
Title: EAD/EAC
Issuing Authority: USCIS
Document Number: I-797 Receipt Number
Expiration Date: 180 days from EAD expiration
Must Reverify – 180 days from initial expiration (and
again by new EAD expiration)
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I-9 Completion for Foreign Student on CPT
List A
o Unexpired foreign passport (title, authority, number, expiration)
o Form I-94 indicating F-1 nonimmigrant status (title, authority, number, expiration D/S) (https://i94.cbp.dhs.gov/I94/request.html)
o Form I-20 with DSO endorsement on page 3 identifying employer (title, authority, number, expiration)
Must Reverify: See expiration date in Section 1
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I-9 Completion for Foreign Student on OPT
List A
oEmployment Authorization Document/Card
Title: EAD/EAC
Issuing Authority: USCIS
Document Number: USCIS-A#
Expiration Date
Must Reverify: See expiration date in Section 1
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I-9 Completion for Foreign Student on OPT STEM extension
List A
oExpired EAD and Form I-20 confirming STEM
Title: EAD/EAC
Issuing Authority: USCIS
Document Number: USCIS-A#
Expiration Date (past)
Additional Information: 180-day extension
Must Reverify 180 days from OPT expiration
(and again by STEM OPT expiration)
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I-9 Completion for Foreign Student on
Cap Gap
List A
oExpired EAD and I-20 confirming “cap gap”
Title: EAD/EAC
Issuing Authority: USCIS
Document Number: USCIS-A#
Expiration Date (past)
Additional Information: Cap Gap
Must Reverify by October 1 (and again by
H-1B expiration date)
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I-9 Completion for Employee with New H-1B
List A oUnexpired foreign passport
o Form I-94 indicating admission to work in work
authorized category (see I-797)
Must Reverify:
See expiration date
in Section 1
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I-9 Completion When an H-1B Employee
"Ports"
List A
oUnexpired foreign passport
o I-94 card issued to the previous employer
oWrite ‘AC21’ and the date the I-129 was filed with USCIS in ‘Additional Information’
Once H-1B Approved: update the I-9 Form in Section 3 by recording the new I-797 title, number and expiration date. Sign and date with current date.
Must Reverify by new expiration date
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I-9 Completion for 240 day auto extension rulE
No new documents required
Additional information: ‘240-day
extension’ and date extension was filed
Must reverify – 240 days from initial
expiration (and again by new expiration
date)
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Goals of the Correction Process
Putting the Employer
in the best position
possible should an
audit occur
Transcription errors
and omissions
Making all corrections
obvious and in good faith
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Establishing Priorities
Missing I-9 Forms – review current payroll
Corrections that the employer can make without
employee involvement
Corrections that require the employee to make a
correction but original documents are not required
Corrections that require the employee to present
original documents and correct and/or complete
I-9 Form
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General Correction Guidelines
Only the EMPLOYEE can make corrections to Section 1
Only the EMPLOYER can make corrections to Section 2
Never use white out, correction tape or stickers to correct an I-9 Form
Draw a single line through any incorrect information and enter the correct information as closely to the field as possible
Initial and Date ALL corrections
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What To Do If I-9s Are Missing Or Incomplete
If missing, complete a
new I-9 with
current date, adding:
"New
verification per internal
audit"
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If incomplete, correct with
proper information and date, adding:
"Corrected
per internal audit"
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I-9 Resources
I-9 Form and Instructions:
www.uscis.gov/i-9
M-274 Handbook for Employers
I-9 Central including Q&A:
https://www.uscis.gov/i-9-central
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ICE Audits & Raids
Call your Lawyer
Confirm ID
◦ Ask to see agents’ badges/credentials,
◦ Secure name(s), title(s), employer(s) and contact info
If AUDIT: request your right to a 3 day notice period
before an agent collects or reviews any of your I-9 forms
If RAID: request a copy of the warrant and confirm
signature, time, scope, and ask to make a copy
Other Do’s & Dont’s…
Regarding Your Employees…
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icemiller.com
A Successful Internal I-9 Audit
How many employees are involved
in conducting I-9 compliance?
When is the I-9 completed?
Do you properly store your I-9s according to the
retention requirements for current and terminated
employees?
Do you destroy those records that are no longer
required to be maintained?
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icemiller.com
A Successful Internal I-9 Audit (Cont'd)
• Are the I-9s being stored separate
from personnel files?
• Is each I-9 thoroughly and
properly completed?
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• Are you timely complying with
re-verification requirements for employees with
expiring work authorization?
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icemiller.com
A Successful Internal I-9 Audit (Cont'd)
Are you directing employees as to
which documents to present in
satisfaction of I-9?
Are you following prescribed
procedures in correcting errors
found within the I-9?
Are you mistakenly requiring reverification for
lawful permanent residents who presented
resident alien cards which have now expired?
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Copyright 2018 – Jenifer M. Brown