25 Dec 2020

I-9 form

Although these documents are evidence of both identity and employment eligibility, they are not found in List A because List A documents are limited to those designated by Congress in the law. An employee can establish both identity and employment eligibility by presenting one of these documents. All new faculty, staff, temporary and student employees will receive an email from Human Resources with instructions for Form I-9 completion. It is against the law for an employer to allow you to work unless Form I-9 has been completed and verifiedwithin three business days of beginning work. Every individual who is employed in the United States is required by federal law to provide evidence that he or she is eligible for employment. This is accomplished by the completion and verification of Form I-9, Employment Eligibility Verification. Section 2 must be completed no later than the third business day after your start date.

Employers may not specify what documents an employee must submit. Employees must be allowed to present any valid combination of documents listed on Form I-9. The University is subject to periodic audits by the US Federal Government and is subject to fines for incorrect I-9s. Fines could be incurred for mistakes like information omissions, completing an I-9 after the date of hire as well as more egregious offenses like not having an I-9 on file for an employee or hiring an illegal immigrant to work . The Office of Human Resources will contact employees and provide steps necessary to contest and resolve an E-Verify® Tentative Nonconfirmation.


The address on the I-9does notnecessarily need to match the address on the tax forms (W-4, W2, etc.). The employee should indicate the address of where s/he is staying at that point in time when completing the I-9. Therefore, it can be a hotel address, the address of a friend’s house, etc. However, the address on the I-9 should never be the place of employment.

  • However, all recruiters and referrers for a fee must still complete I-9s for their own employees hired after November 6, 1986.
  • The earliest you may complete the Form I-9 is as soon as you have accepted your job offer.
  • Note that employees in F-1 and J-1 status normally do not have the documentation appropriate for these categories.
  • For example, an employer could not refuse to hire a candidate because his I-9 revealed that he was a non-citizen rather than a U.S. citizen.
  • Under federal law, all U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States.
  • Reverify your supporting documents by following these instructions.

Citizenship and Immigration Services, will help you verify your employee’s identity and employment authorization. This form is part of Duke’s SuccessFactors Employment system and your hiring department will send you a link to this system. Federal law requires that the employee complete this form on or before the first date of employment. Duke Visa Services must complete Section 2 of the I-9 within 3 business days of the start date of employment.

Recruitment & Employment

See US Citizenship and Immigration Services I-9 Central for information about the form and the I-9 process. 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. For example, an employer could not refuse to hire a candidate because his I-9 revealed that he was a non-citizen rather than a U.S. citizen. For this reason some immigration lawyers advise companies to avoid requiring an I-9 until a candidate is hired rather than risk a lawsuit. As another example, a company could not insist that an employee provide a passport rather than, say, a driver’s license and social security card. Another anti-discrimination provision requires that employers must enforce I-9 compliance in a uniform manner. For example, an employer must not require some employees to complete an I-9 before being hired, but allow others to complete the form after starting employment.

I-9 form

ICEPIC helps to identify suspicious identities and discovers possible non-obvious relationships among individuals and organizations. Allows a state and local law enforcement entity to enter into a partnership with ICE, under a joint MOA to receive delegated authority. Get information about how to check in with your local ICE Office here.

For Students, Faculty, And Staff

Rehired employees may already have a Form I-9 on file in Human Resources. To verify, please contact Human Resources with the employee’s name, date of birth, and last four digits of Social Security number. All new employees and current employees with an incomplete or invalid Form I-9 will receive an email from Human Resources with detailed instructions for updating their Form I-9. Columbia University representative fully completes Section 2 “Employer Review and Verification” with the pertinent information from the employee’s documents, including document numbers, issuing authority and expiration dates, if any.

I-9 form

E-Verify is an Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify compare the information an employee provides on Form I-9 and is processed through Tracker I-9 Complete. For locations using E-Verify, an E-Verify case will be created with the information from the I-9. The E-Verify page will appear and interact with the necessary records. 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. Otherwise, a new Form I-9 must be used, and Section 1 and Section 2 must be completed. Remote hires are employees who cannot be physically present at their home location to complete Section 2 of their I-9.

Is the same date as an Alien Authorized to work expiration date Add 180 days to the expired EAD, if STEM application is still pending. DO NOT complete Section 1 of the Form I-9 if you are not physically in the U.S. You will not have the I-94 information and we will not be able to process the Form I-9. For certain VISA types the work authorization document must be recorded as a third document. Please refer to column E of the I-9 Document Matrix for more information. Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine readable immigrant visa.

Employing unit/departments must initiate the e-verify process in a manner to meet federal timelines. Executive Order requires federal contractors that hold contracts with the federal government containing the FAR E-Verify clause to use the E-Verify system. Compliance with the E-Verify requirement requires the cooperation of all units and campuses receiving contract funding. Failure to comply can jeopardize the contract funding received university-wide. The university utilizes Form I-9 and E-Verify to comply with requirements of the United States government. 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.

Verify Completed Form I

This percentage may change depending on whether the offense being evaluated is the employer’s first offense, second offense, or a third or higher offense. 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 I-9 form 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. 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.

  • If the prospective employee does not bring documents needed to complete the I-9 verification process by the first day of work, the person cannot begin work and cannot be put on payroll.
  • Section 2 of the Form I-9 must be completed within 3 business days of the individual’s hire date.
  • Citizenship and Immigration Services, will help you verify your employee’s identity and employment authorization.
  • Citizenship status discrimination which is otherwise required to comply with law, regulation, executive order or government contract is permissible by law.
  • 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.

If an original document has been lost, stolen, or damaged, a receipt showing the employee has applied for a replacement https://www.bookstime.com/ document can be accepted. The person must show the original replacement document within 90 days of hire.

Student Exchange And Visitor Program

The Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. For employees who attend New Employee Orientation, the I-9 is completed at that time, so you must bring documentation from the List of Acceptable Documents to that program. All other employees working on the Ann Arbor campus should have the Form I-9 completed at a Regional I-9 Center. Employees of Michigan Medicine and the Flint and Dearborn campuses should follow the instructions provided by human resources in order to complete Form I-9.

  • A. You may not accept a laminated Social Security Card as evidence of employment eligibility if the card states on the back “not valid if laminated.” Lamination of such cards renders them invalid.
  • Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment within the United States.
  • The University is subject to periodic audits by the US Federal Government and is subject to fines for incorrect I-9s.
  • See I-9 Process for Foreign National Faculty, Staff and Student Workers for more information on the document choices that fulfill I-9 requirements for foreign national employees.
  • However, the fact that an illegal alien was on your payroll before November 7, 1986, does not give him or her any right to remain in the United States.

Certain academic officers, including part-time faculty, officers of research, and student officers are marked as “terminated” in PAC at the end of their current appointment even though they will be reappointed for the following academic year. Federal regulations require employers to conduct E-Verify searches on all employees (currently employed and newly-hired) assigned to work under such federal contracts. The I-9 Database is a university web-based application that captures employee information from the Form I-9 to complete employment eligibility and verification in E-Verify®. A newly required appointment is one that goes from unpaid to paid or from Postdoctoral Fellow to regular paid employee. Newly required employees must complete Form I-9 following the steps for new employees above.

For more information about the Remote I-9 Process, review these guidelines or contact the Employment Team located at the Shared Services Center. Form I-9 can be completed as soon as, but not before, a job offer has been extended and accepted. Form I-151 has been withdrawn from circulation and is no longer an acceptable “List A” document. However, Form I-551 remains an acceptable “List A” document. If Section 1 is not completed by the first day, the issue will be escalated to the designated I-9 managers or groups assigned by each campus location. These videos provide instruction on how to complete Form I-9, Employment Eligibility Verification.

The examples below illustrate properly completed, printed I-9s for commonly presented document types. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. For employees who do not yet have a Social Security Number, their Form I-9 information cannot run through E-Verify®. Therefore, they do not have to be entered into the I9Db until a permanent Social Security Number is issued. Units should complete the Form I-9 process with the employee and wait to enter the Form I-9 information into the I9DB.

Failure to timely complete the Form I-9 can result in serious penalties. All new employees must complete the Employment Eligibility Verification Form I-9 and present original document that establish their identity and employment authorization within three business days of their first day of employment. Employees rehired more than three years after completing the Form I-9 must complete a new Form I-9. With respect to hiring, firing, recruitment or referral for a fee by employers with four or more employees, employers may not treat individuals differently because they are or are not U.S. citizens or work-authorized individuals. U.S. citizens, recent permanent residents, temporary residents, asylees and refugees are protected from citizenship status discrimination. However, permanent residents who do not apply for naturalization within six months of eligibility are not protected from citizenship status discrimination. Citizenship status discrimination which is otherwise required to comply with law, regulation, executive order or government contract is permissible by law.

It will have detailed information on how to fill out Section 1 and provide a Receipt Code that the new hire will have to provide to the I-9 Completer. The percentage from this calculation is the violation percentage that will determine the minimum and maximum civil penalty base fine amount.

I-9 form

If the department has a question about whether or not an individual requires a new I-9 or not, please contact Kathryn Viola (). Columbia University representative electronically signs, dates and completes Section 2 “Employer Certification” including the date of employment. You will receive a task in yourWorkdayinbox to complete your I-9.

A. You will need to reverify on the I-9 in order to continue to employ the person. Reverification must occur not later than the date that work authorization expires.

No action outside of PeopleAdmin is required to initiate an I-9 for these individuals. However, you are still liable for any violations of the employer sanctions laws. If the agreement is for a multi-employer bargaining unit, certain rules apply. The association must track the employee’s hire and termination dates each time the employee is hired or terminated by an employer in the multi-employer association.

However, the fact that an illegal alien was on your payroll before November 7, 1986, does not give him or her any right to remain in the United States. Unless the alien obtains permission from the INS to remain in the United States, he or she is subject to apprehension and removal. If the employee’s work authorization has expired, you also need to examine a document that reflects that the employee is authorized to work in the U.S., and record the document title, number, and expiration date in Section 3. A. You must complete both Sections 1 and 2 of the I-9 at the time of the hire. This means the I-9 must be fully completed when the person starts to work. Ensure that the employee completes the above responsibilities on or before his or her first day of employment.

Noncitizen National Of The U S

Current employees or student workers whose work authorizations are due to expire, and who are continuing employment, are required to reverify their I-9. Reverify your supporting documents by following these instructions. For more information about the Remote I-9 Process, consult the Shared Service Center. The university is required to use the federal government’s E-Verify system to confirm the identity and work eligibility of faculty and staff working on contracts that contain the FAR E-Verify requirement. Federal law and Cornell University require all new student employees to complete an I-9 Employment Eligibility Verification Form.

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