Form I-9 Training 1 Revised March 2013

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1 Form I-9 Training 1

2 Form I-9 Basics Employers are required by law to complete for each employee Used to verify employment eligibility Produced by the Dept. of Homeland Security Periodically updated Handbook provided to aid in completion of form HOWEVER: This form is far from basic 2

3 3

4 OPTIONAL OPTIONAL OPTIONAL OPTIONAL Section 1 4

5 Citizenship Status One of these boxes MUST be checked If Lawful Permanent Resident or Alien Authorized to Work, MUST have his or her Alien/Admission number listed 5

6 Preparer or Translator Should only be completed if the employee cannot complete this section for a legitimate reason 6

7 Section 2» Please ensure that the employee s name is transferred to the top of Page 2 7

8 List A Documents U.S. Passport/Passport Card Permanent Resident Card/Alien Registration Receipt Card (I-551) Foreign Passport with I-551 stamp or Temporary I-551 on Visa Employment Authorization Document (I- 766) Foreign Passport with I-94/I-94A Passport from FSM or RMI with I-94 or I-94A ***All documents must be unexpired*** 8

9 U.S. Passport 9

10 Permanent Resident Card 10

11 Foreign Passport w/ I-551 & 11

12 Employment Authorization Card 12

13 Foreign Passport & I-94 13

14 Foreign Passport, I-94 & I-20 14

15 Tips/Suggestions Dates on Foreign Documents Typically read DD/MM/YYYY If you cannot tell, e.g. 01/02/2010, try looking for other clues (DOB, etc.) Document Numbers Use your best judgment to determine what the document number is, as some have multiple numbers 15

16 List B Documents Driver s license or ID card issued by a State or possession of U.S. containing photograph or name, DOB, gender, height, eye color & address ID Card issued by Federal/State/Local govt. containing photograph or name, DOB, gender, height, eye color & address School ID with photograph Voter registration card U.S. Military card/draft record Military Dependent s ID Card ***Document provided must be unexpired*** 16

17 List B Documents Cont. U.S. Coast Guard Merchant Mariner Card Native American Tribal Document Canadian Driver s License **For Employees under age 18 unable to present ID** School Record/report card Clinic, doctor or hospital record Day-care or nursery school record 17

18 Completing List B First Line = Document Title Second Line = Issuing Authority Third Line = Document # Fourth Line = Expiration Date (if any) 18

19 19

20 List C Documents Social Security Card unless it states Not Authorized for Employment Certification for Birth Abroad issued by State Dept. Certification of Report of Birth issued by State Dept. Original/Certified Birth Certificate issued by state, county, municipal authority or territory of U.S. with official seal Native American Tribal Document U.S. Citizen ID Card (Form I-197) ID Card for Use of Resident Citizen (Form I-179) Employment Authorization Document issued by DHS ***Document provided must be unexpired*** 20

21 Completing List C First Line = Document Title Second Line = Issuing Authority Third Line = Document # Fourth Line = Expiration Date (if any) Must be in format MM/DD/YYYY 21

22 List C Examples 22

23 Tips and Suggestions Common abbreviations allowed USA, Any state (ST), SSA, DHHS, etc. Make sure the information is on the correct line The OR and dark line are on the form for a reason! 23

24 Receipt Rules 24

25 Receipts Only receipts establishing that the employee has applied for a replacement document is acceptable. However, the employee MUST provide you with the actual document within 90 days of the First Day of Work (FDOW). If they do not, the employee has not established proof of employment eligibility and must be terminated. If an employee presents a receipt, you must note that on the Form I-9 When the employee presents you with the actual document, you must document that as well. 25

26 Receipt Example 26

27 Certification 27

28 Employer Information Must be completed fully Use street address of the building in which the employee completing the form works, not PO Box UW-Milwaukee is the Business Name 28

29 Completing Section 3 Used when an employee has a name change Used when rehiring an employee, including breaks in service There is NO break in service if the employee has a reasonable expectation of continued employment ONLY fill in Date of Rehire, Sign & Date Used when a non-citizen s employment authorization has expired U.S. citizens and Lawful Permanent Residents have employment authorization that NEVER EXPIRES 29

30 Expectation of Continued Employment Non-students When the employee has a contract for future employment prior to the end of the current contract When the employee has been told that he/she will have a job when he/she returns for a break in employment There is NO expectation if employment after a break has not been clearly established Students When the student has told his/her supervisor that he/she will return to work after a break When the student has not indicated that he/she is ending employment 30

31 Section 3 Can I fill out this section on the form completed at the time of initial hire? YES but ONLY if the initial form has not expired If the form has expired, simply use the most upto-date form AND: Put Employee s name in Section 1 and on top of Page 2; Complete Section 3; AND Staple to the initial form 31

32 Section 3 Name Change 32

33 Section 3 - Rehire 33

34 Section 3 - Reverify 34

35 Penalties for Violations Technical $110 to $1100 Generally typographical errors Good Faith defense available Substantive or Pattern $250 to $5000 Not properly verifying employment Timeliness issues Not correcting errors 35

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