Paper Form I-9 Processing Guide

Transcription

1 Paper Form I-9 Processing Guide SECTION 1 It is the responsibility of the Employee to complete section 1 of the I9. It is your responsibility to be sure that Section 1 has been completed properly. Do not complete section 1 of the I9 for the employee. To Audit section 1 of the I9. 1. Check the revised I9 date in the lower left hand corner it should read 07/17/17 2. First and Last name Fields. These are required fields and should be reviewed to be sure that the employee has entered in their first and last name correctly. From time to time the employee will enter in their first name in the last name field. 3. Middle Initial Field. This is a required field. If the employee does not have a middle initial the must write in N/A. 4. Other Last Names Used Field, this is a required field and can not be left blank. The employee should write in any and all other legal last names that they have ever been known by. If the employee has not been known by any other legal last names they will need to write in N/A 5. The Address field No PO Boxes, street address only. This is a required field along with the City, State and Zip fields. 6. Apartment number. This is a required field. The employee will need to enter in their current apartment number, if the employee does not have an apartment number the need to write in N/A 7. Just below the Address field is the Date of Birth this is a required field and must be in MM/DD/YYYY format. 8. Next to the Date of Birth Field is for the Social Security Number in almost every case this is required. 9. The address and phone number fields are optional. If the employee elects not to provide their address or phone number they must write in N/A in the corresponding fields. 10. Below the Social Security Number are 4 boxes for citizenship status. Make sure the employee selects 1 box, this is required.

2 11. Next about ¾ of the way down the page it will ask for the employee s signature. This will need to be signed by the employee. If the employee has E-Signed (electronically signed) the document, do not have them sign. 12. Next to the employee's signature is the date that the document was signed. This date is required and must be in MM/DD/YYYY format. 13. Just beneath the employee s signature are two check mark boxes. If the employee entered in their information into Section 1 of the Form they should make the first box. 14. The last part of section 1 is the Preparer / Translator certification section. This should be left blank, unless someone completed Section 1 on behalf of the employee. If this is the case the person who complete the Form on behalf of the employee must sign date and complete this section. 15. Final review: a. All dates should be in MM/DD/YYYY format b. Section 1 does not have any write overs, cross outs, scribble throughs, corrections or attempt at corrections. 16. Making corrections: a. Have the employee draw one single line though the error b. Have the employee initial the error and date (with today s date) the initial in MM/DD/YYYY format c. Have the employee write in the correction. Section 1 is now complete. SECTION 2 To begin with Section 2 you will be on page 2 of 3. You will want to look for the gray box at the top of the page that says Section 2. Employer or Authorized Representative (that s you) Review and Verification.. Just below the box the form requires you to enter in the Employee's Last Name, First Name and Middle initial as it appears in section 1.

3 In the citizenship/immigration status box enter in the corresponding number selected by the employee in Section 1 citizenship/immigration portion: Citizenship/Immigration Status Number to enter A Citizen of the United States 1 A noncitizen national of the United States 2 A lawful permanent resident 3 An alien authorized to work 4 Now comes the tricky part. In order to complete section 2 correctly the employee must provide 1 List A document. Alternately the can provide you with 1 Document from List B and 1 Document from List C, from the list of acceptable documents (page 9 of the I9). It is not acceptable to use a List A document and a List B document. It is not acceptable to use a List A document and a List C document. It is not acceptable to use 2 List B documents. It's not acceptable to use 2 List C document. It is acceptable to use 1 List A document. It is acceptable to use 1 List B document and 1 List C document. All ID(s) must be original and unexpired (if applicable). Using copies of ID to complete the form is a major violation of Federal Law and can result in a $2,400 fine to the employer. If the employee does not provide proper original ID do not complete Section 2 of the I9.

4 ID TERMINOLOGY CHEAT SHEET List A Documents: List A document and the only document you will need to complete the I-9. Any additional documentation should not be used, as over documentation is just as bad as under documentation. Type of ID: Original US Passport: Under List A enter the following US Passport US Dept of State The 9 digit Passport number The expiration date of the passport in MM/DD/YYYY format Type of ID: Original US Passport Card :. Under List A enter the following US Passport Card US Dept of State The 9 digit Passport number The expiration date of the passport in MM/DD/YYYY format Type of ID: Original Permanent Resident Alien Card. Under List A enter the following Form I-551 USCIS Look at the back of the card. About halfway down you will see 3 lines of alphanumeric and special characters. On the top line half way through the line there will be 3 Alpha characters. Beginning with the 3 Alpha characters and continuing with the remaining numeric digest on the top line is the document number. Be sure that you include the 3 alpha characters The expiration date on the card in MM/DD/YYYY format Type of ID: Foreign Passport: Please call

5 Type of ID: Original Employment Authorization Document that contains a photograph. Under List A enter the following Form I-766 USCIS Look at the back of the card. About halfway down you will see 3 lines of alphanumeric and special characters. On the top line half way through the line there will be 3 Alpha characters. Beginning with the 3 Alpha characters and continuing with the remaining numeric digest on the top line is the document number. Be sure that you include the 3 alpha characters List B Documents: When using a List B document for section 2 of the I9 the employee must also provide a List C document in order for the I9 to be completed correctly. So a List A and B document is a no no. A List B and B document is another no no. Only a List B and C document is acceptable, when the employee is not providing a list A document. Type of ID: Drivers License: Under List B enter the following Drivers License State of: And then enter the State abbreviation for whatever state the Driver's License was issued in. The Drivers License number The expiration date of the Drivers License in MM/DD/YYYY format Type of ID: State ID Card: Under List B enter the following State ID Card State of: And the State abbreviation for whatever state the State ID Card was issued in. The State ID Card number The expiration date of the State ID Card in MM/DD/YYYY format

6 Type of ID: School ID Card: Under List B enter the following School ID Card The School that Issued the card The Card number The expiration date of the Card in MM/DD/YYYY format, or N/A if there is not an expiration date. Please call for assistance with all other List B Ids and if any Id says temporary. List C Documents: When using a List C document for section 2 of the I9 the employee must also provide a List B document in order for the I9 to be completed correctly. So a List A and C document is a no no. A List C and C document is another no no. Only a List C and B document is acceptable, when the employee is not providing a list A document. Type of ID: Social Security Card: Under List C enter the following Social Security Card SSA The Social Security Card number N/A Type of ID: Original or Certified Copy of a Birth Certificate. Few rule on this one. Fist if the Birth Certificate is issued by a Hospital it can not be used. Second feel the Birth Certificate to determine if it has a raised seal, if it does its acceptable. A certified copy of a Birth Certificate is acceptable as well as long as its not a copy of a copy, and is not issued by a Hospital.

7 Under List C enter the following Scan the document for its proper title. Usual its along the lines of Certificate of Live Birth The state county or city that issued it. Be sure that the proper jurisdiction precedes the name of the state, county, or city. I.e. State of CA or County of Orange, or City of Portland. There should be a file number, birth number or registration number on the Berth Certificate. If not N/A. N/A Please call for assistance with all other List C Ids and if any Id says temporary. Now that the ID information has been entered about ¾ of the way down the page and still in Section 2 locate where it asks for the Signature of Employer or Authorized representative, this is where you will sign Next to that date with the date you are completing section 2 in MM/DD/YYYY format Enter in your title as Authorized Agent And just beneath where you signed you will need to print your name. One final step. Just above where you singed in Section 2 it asks for the Employee's first date of employment. If this is blank as the employee for their start date and enter it in MM/DD/YYYY format. If it is already pre populated do nothing. The I9 should now be completed properly. From here: Collect the I9 Copies of ID if available (never take pictures of someone ID when contracting with N3 Notary. What many folks do not know is that once you take a picture it will be stored on your phone until you wipe the hard drive clean. Deleting the picture only deletes the path to the picture not the picture). Completed the Remote Hire Agency Form

8 And Upload or Fax the documents into our system. DO NOT THE DOCUMENTS. is not a secure way to send private information, and anyone who knows what they are doing can intercept the and view the I9 and Id copies. We can not stress this enough. Please do not in the documents. Finally reefer to your signing confirmation for shipping or document destruction instructions. Follow these instructions and policies and you do not need to call in for the at the table walk through process.