Employers are required to complete the Employment Eligibility Verification (Form I-9) for each new employee . The I-9 Database is a university web-based application that captures information from the Form I-9 to verify employment eligibility. E-Verify is a federal government system that uses federal databases to validate individual identities and work eligibility from the information gathered in the Form I-9 . E-Verify is a federal requirement that is separate, but related to the I-9 requirement. E-Verify requirements apply to faculty, staff, and temporaries that receive pay from a funding source that requires e-verification.
The request form can be found on SeaNet, under the New EPAF options. The form will guide you through the process, ensuring all required information is gathered. Form I-9 allows employers not only to determine the eligibility of employees to work in the United States but also to prevent discrimination against people of foreign origin and citizenship.
Examples Of Completed Form I
An application for initial work authorization or an extension of expiring work authorization is not acceptable. A representative of the employer is responsible for physically examining the original document and accurately completing Section 2 of the I-9 Form in a timely manner. The new employee should not complete any portion of this section. Employee Address and Contact Information – enter the physical address you are located in at the time you complete the form I-9. If you do not have a functioning phone number at this time, you may enter N/A.
The translator must also provide his or her name, address, signature, and date. Federal law requires employers to verify the identity and employment authorization of new employees and to re-verify employment authorization only in certain instances later.
The Homeland Security Act
Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine readable immigrant visa. An equal opportunity/access/affirmative action/pro-disabled and veteran employer. Completion of the I-9 form is required by Princeton University for all graduate students. The Form I-9 is not required for employees working outside of the United States.
A new or revised eARM form is not needed for current I-9 verifiers in order to complete the Compliance Training. Follow all instructions on the form exactly – omissions or even minor clerical errors can result in potential sanctions. An individual who knowingly commits or participates in document fraud may be fined between $375 and $3,200 per document for the first offense and between $3,200 and $6,500 per document for subsequent offenses.
Form & Instructions
In recent years, enforcement efforts have increased, making it more important now than ever for employers to keep Form I-9s updated to avoid civil fines and criminal penalties. Performing regular self-audits and correcting any problems before the government gets involved. While performing a Form I-9 self-audit may seem tedious and time-consuming, it can help companies avoid possible penalties. Plus, this is a good step in creating policy within the HR department to achieve and maintain I-9 compliance.
- If the employee is successful in resolving the mismatch, SSA or DHS will update its records and the case in E-Verify.
- An important part of the process is presenting the proper documentation for the I-9 at the HR Service Center.
- For employees who do not yet have a Social Security Number, their Form I-9 information cannot run through E-Verify®.
- Statistics show that 98.93% of E-Verify cases are automatically confirmed as work authorized, and for the ones that aren’t, only 0.27% remain unresolved.
The employee provided incorrect information on the Form I-9, Employment Eligibility Verification form. Provide the employee a copy of the signed Further Action Notice and keep the original with the employer’s records. The E-Verify photo tool prevents document fraud and ensures the documents’ genuineness.
The employee must present the employer with unexpired original documentation that shows identity and employment authorization. It is important to note that the employee chooses which documentation to present. An employer cannot specify which documentation the employee uses because doing so would subject the employer to a claim of unlawful discrimination. Section 1 is filled by employees who need to list their full legal name, middle initial, and maiden name, if applicable.
- 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.
- Compliance with the E-Verify requirement requires the cooperation of all units and campuses receiving contract funding.
- Employees must be allowed to present any valid combination of documents listed on Form I-9.
- Document Title – Enter the title of the List C document or receipt in this field.
- Instead, the notaries are acting as authorized representatives of employers and therefore should not provide notary seals on Form I-9.
- Please contact Emptech or another subject matter professional prior to acting on any information provided in this document.
The Form I-9 is required only if you are physically present in the U.S. Even if you already have a U.S. address, a key component required for Duke Visa Services to complete the I-9 is the I-94 form, which cannot be acquired until you enter the U.S. 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.
University Human Resources
Duke Visa Services must complete Section 2 of the I-9 within 3 business days of the start date of employment. The I-9 processor will use Tracker I-9 Complete to complete Section 3 of the Form I-9. Section 3 may be used to re-verify or update work authorization I-9 form for existing employees and for rehires. I-9 processors may complete this section if this section has not already been utilized and is still accessible. Otherwise, a new Form I-9 should be used for re-verification and for updating in the I-9 Complete system.
Therefore, the I-9 verification process, which is usually perceived as complex and daunting, becomes simple, secure, and efficient. All U.S. citizens, lawful permanent residents, and work-authorized individuals are protected from national origin discrimination. The Equal Employment Opportunity Commission has jurisdiction over employers with fifteen or more employees.
Extension Of Employment
The employer may either scan and upload an image of the document or send a copy of the document via express mail at the employer’s expense. E-Verify is the only free, fast, online service of its kind that electronically confirms an employee’s information against millions of government records and provides results in a few seconds. Unexpired employment authorization document issued by the Department of Homeland Security. This does not include Form I-766, Employment Authorization Document, from List A. Employers must maintain their I-9 records for possible inspection by the federal government.
This person will be responsible for verifying the physical copies of your documentation. The information contained within this document is general in nature and is not intended and should not be construed as legal, HR, or opinion by Emtpech. Please contact Emptech or another subject matter professional prior to acting on any information provided in this document. We recommend caution when contemplating acting on any information provided in this document as it may not be applicable or suitable for the specific viewer’s needs.
As an employer it is your responsibility to see that this form from the U.S. https://www.bookstime.com/ Citizenship and Immigration Services is completed by the employee and you.
This can happen for a number of reasons, including if an employee has lost the document that was presented for I-9 verification and has applied for a replacement document. The employee must contact DHS and attempt to resolve the TNC before DHS can put a case in continuance. If the employee does not take the required action to resolve the TNC within 10 Federal Government working days after the case is referred, E-Verify will automatically change the employee’s case status to SSA or DHS Final Nonconfirmation. Only after an employee receives an SSA or DHS Final Nonconfirmation may the employer terminate the employee based on E-Verify. Once the employer refers the case in E-Verify, the employee has eight Federal Government working days to visit an SSA field office or call DHS. When visiting SSA or contacting DHS, the employee should have the Further Action Notice along with any required documents.
These requirements apply to all staff and student employees including contract covered, classified non-union, temporary hourly, and professional staff, Hall Health physicians, and Intercollegiate Athletics contract employees. Certain individuals who have a contingent worker relationship with the UW and stipend recipients complete the Form I-9 because those individuals may move into a UW paid position and would, therefore, need an I-9 on file. For departments hiring temporary employees or student employees, please submit an I-9 and Criminal Background Check update request.