I-9 form

Normally, the start and end date on your visa documents (I-20 or DS-2019) designates the period of time you can work at Duke. Your hiring Payroll Administrator can assist you with these forms. Duke Visa Services Advisors can only assist you with the Form I-9. Please be sure to bring ALL of these forms Completed and signed before reporting to Duke Visa Services for the Form I-9 completion. At UCSF, Form I-9s are created and processed through an online system, Tracker I-9 Complete. If you are a new UCSF employee, you will receive a personalized link to your online I-9 Form from your HR contact.

I-9 form

When you hire a new employee, you must verify that the person is legally eligible to work in the United States. Once you’ve made a job offer , the new employee must demonstrate eligibility to work in the U.S. by completing the https://www.bookstime.com/, Employment Eligibility Verification. You can also acquire citizenship through the naturalization process. If you do not have a social security number, you can check the “Applied for” if you have not yet applied but intend to apply for the number. F-1 and J-1 students and scholars will require an additional letter from the Duke Visa Services Office to request this number from the Social Security Administration. Note that employees in F-1 and J-1 status normally do not have the documentation appropriate for these categories. List A documents can be found below to establish Identity and Employability.

Forms & Guides

The nonimmigrant visa stamp in your passport is a travel document that allows you to enter the U.S. Today’s Date – Enter the date you reviewed the form for accuracy and completed Section 2. If you are using a hard copy Form I-9, use mm/dd/yyyy date format. Employee’s First Date of Employment – Enter the employee’s employment start date that they should provide to you as a two-digit month, two-digit day and four-digit year (mm/dd/yyyy).

All individuals hired at the university must complete a federal I-9 form within three days of hire. Individuals that will be paid from a funding source that requires e-verification must be e-verified. Federal law provides for imprisonment or fines for making false statements or using false documents in connection with the completion of the I-9.

I-9 form

These fields help to ensure that the two pages of the employee’s Form I-9 remain together. This section will auto-populate if you are using a computer to complete the form. A newly required appointment is one that goes from unpaid to paid or from Postdoctoral Fellow to regular paid employee.

According to the latest version of Form I-9, issued on January 31, 2020, employers may designate anyone to be an authorized representative to complete Section 2. However, employers are still liable for any violations in connection with the form or the I-9 verification process, including any violations of the employer sanctions laws committed by the person designated to act on their I-9 form behalf. To ensure the University of California stays compliant with the law, hiring authorities must verify an employee’s identity and work authorization by completing the Form I-9 as noted above. This pertains to all staff, faculty, academic appointees and student hires. Employing unit/departments must initiate the e-verify process in a manner to meet federal timelines.

Form I

This service is only available for employees who identify as Aliens Authorized to Work. The employee must bring original supporting, acceptable I-9 documents to the scheduled appointment. If you are working remotely from outside the United States, you must inform the I-9 office of your current work location and when you plan to be on campus. When you arrive in the U.S., you will need to complete your verification using the on campus method above. If you are working on campus, you must verify your supporting documents in person by appointment at the Atlas Service Center. If a remote authorized representative cannot be found or is unwilling to complete Form I-9, contact the I-9 coordinator or administrator. Ohio State’s Form I-9 retention scheduled dictates that we must retain the Form I-9 for three years after the date of termination.

I-9 form

In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. If you are using a computer, you can click on the drop-down menus to select List C document and when you click on the same drop-down menu, the embedded USCIS instructions will display. There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields. Document Title – Enter the title of the List C document or receipt in this field.

University Life

Therefore, it can be used as the main source of I-9 compliance information and instruction. A new version of the Handbook was issued in conjunction with the new Form I-9, which became mandatory on May 1, 2020. It offers clarification on several I-9 verification procedures, such as revised guidance for completing Form I-9 in specific situations. This includes F-1 foreign students changing status to H-1B and foreign workers with an automatic extension of a USCIS Employment Authorization Document . Furthermore, the new Handbook explains how an individual can serve as an authorized representative to complete Form I-9 on behalf of an employer. It describes the documents that the employer has reviewed to verify eligibility of employment. The employer should take this action within three days of the first day of employment.

If the mismatch is resolved, an Employment Authorized result will be returned. Otherwise, a final non-confirmation will be sent and the employee can be terminated based on E-Verify. If it has been more than three years since the original I-9 was completed, employers must complete a new Form I-9, treating the employee as a new hire for I-9 purposes. I-9 records may be stored at the worksite or other locations, but the storage choice must make it possible for the documents to be transmitted to a central location quickly.

Dhs Announces Flexibility In Requirements Related To Form I

An employer has up to three business days following hire to get the I-9 form filled out. Employees who cannot produce documentation to complete the Form I-9 within three days of hire must not work or be paid. If documentation is not produced by the end of the third day, employees must not be permitted to work.

  • When visiting SSA or contacting DHS, the employee should have the Further Action Notice along with any required documents.
  • However, a company could still find itself liable if it contracts work to a contractor it knows either is or employs unauthorized workers.
  • Employers are required to complete the Employment Eligibility Verification (Form I-9) for each new employee .
  • Please be mindful of phishing attempts regarding CARES Act Funding and Student Employment opportunities.
  • Also, employers cannot assume that the employee is unauthorized to work just because the individual either could not bring proof of employment authorization or has brought unacceptable documents until the start date of the employment.

An endorsement of the alien’s nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form. If the employee has terminated his or her employment with the University or is no longer employed by your department, please attach a memo on department letterhead documenting that the employee is no longer employed with your department. Employee Name and Identification – enter your name as it appears on your identification documents and your date of birth – these are required fields. The Office of Human Resources will contact employees and provide steps necessary to contest and resolve an E-Verify® Tentative Nonconfirmation. HR Professionals from the employing unit may be called upon to assist in reaching an employee. Human Resources Professionals access to the I9Db is granted according to the HR Roster, a database maintained by SHRPs that captures staff across the university who complete HR-related work. For those working outside of driving distance of a U-M campus, the Remote I-9 process must be initiated by the unit or department administrator.

Cornell employers will not send electronic payroll checks by email and will not ask students to make gift card purchases on their behalf. Our electronic Form I-9 solution features automated error checking, which helps with accurate form completion – necessary in the face of potentially costly fines for even unintended errors. And in the case of an audit, the HireRight I-9 Solution offers an audit trail, management reports, a dashboard, and an electronic signature feature – all of which helps alleviate the burden of what can be a time-consuming experience. Section 1 must be completed by the new employee no later than their first day of employment. On or before their first day of work, employees and student workers must complete Section 1 of Form I-9 in MIT’s online system. When rehiring an employee, Section 3 of the Form I-9 may be used if the employee was rehired within three years from the date of the previous Form I-9.

Citizenship And Supporting Documentation

Effective March 19, 2020, any employers who were served NOIs by DHS during the month of March 2020 and have not already responded will be granted an automatic extension for 60 days from the effective date. At the end of the 60-day extension period, DHS will determine if an additional extension will be granted. Any audit of subsequent Forms I-9 would use the “in-person completed date” as a starting point for these employees only. DHS will continue to monitor the ongoing national emergency and provide updated guidance as needed. Employers should monitor the DHS and ICE websites for additional updates regarding the status of Form I-9 completion flexibilities.

  • ICE identifies and apprehends removable noncitizens, detains these individuals and removes illegal noncitizens from the United States.
  • After being granted asylum in the United States, the asylee will receive a Form I-94/Form I-94A with a stamp or notation indicating asylee status, such as “asylum granted indefinitely” or the appropriate provision of law (8 CFR 274a 12 or INA 208).
  • Furthermore, such solutions ensure electronic I-9 verification that meets the necessary guidelines, followed by the management, preparation, document storage, and auditing of the Form I-9.
  • Remote hires are employees who cannot be physically present at their home location to complete Section 2 of their I-9.

Using an electronic I-9 solution integrated with E-Verify will enable automatic bulk closing of resolved cases and save you hours of in-house work dedicated to maintaining compliance. E-Verify features a case status alert that will notify the employer of an update in a case when the employer logs in to E-Verify. If the employee chooses not to contest a TNC, the case then results in Final Nonconfirmation, and the employer may terminate the employee based on E-Verify. At this point, the employer must close the case in E-Verify and indicate whether the employee was terminated.

Newly required employees must complete Form I-9 following the steps for new employees above. The process must be completed within 3 days of becoming newly required. After completing Section 1, you have3 business days from beginning work at MIT to present original supporting documentation.

U.S. citizens who have lost their social security card can apply for a duplicate at the Social Security Administration. One document that establishes identity together with another document that establishes employment eligibility . If an employee cannot read or cannot write in English, a translator or preparer may complete the form and sign it on behalf of the employee. The University of Washington employs only individuals authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986.

Once the documents have been physically inspected, the employer should add “documents physically examined” with the date of inspection to the Section 2 additional information field on the Form I-9, or to section 3 as appropriate. Employers must retain Form I-9 for a designated period and make it available for inspection by authorized government officers. The employee is required to present original document that establish identity and employment eligibility within 3 business days of the first day of employment. Acceptable documents that establish this are listed below and on page 9 of the I-9 Form.

Prerequisites For Employees

In this case, an employer is given ten business days to make corrections. E-Verify is an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility. One of the changes introduced with the newest version of Form I-9 is that an authorized representative can be any person the employer authorizes to complete and sign the form on their behalf. This proved to be especially useful during the COVID-19 pandemic when many employers opted for the authorized representative model instead of the traditional I-9 process.

E-Verify is available at any time and anywhere with a computer and internet access. Also, the employer can outsource E-Verify to a designated third-party agency. If the information matches, E-Verify will return an Employment Authorized result if the information matches. If a mismatch appears, E-Verify will return a Tentative Nonconfirmation result. Once all of the appropriate information has been put into the system, E-Verify compares the data to the records in the Social Security Administration and Department of Homeland Security’s databases. Yarilet Perez is an experienced multimedia journalist and fact-checker with a Master of Science in Journalism.

The I-9 processor must use Tracker I-9 Complete to complete Section 2 of the form within three business days of the employee’s first day of employment. Every employee hired after November 6, 1986 must complete an I-9 form at the time of hire. Employees must complete Section 1 of the form upon commencing employment. The employer must complete Section 2 within three days of the employee’s starting date at work. The employer is responsible for ensuring that the forms are completed properly and in a timely manner.