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For Form I-9 purposes, the combination of the I-20/DS-2019, passport and I-94 are considered List A documents, evidencing both identity and employment authorization. The Duke Visa Services Office is located at Smith Warehouse, 114 S. It is imperative that you report to Duke Visa Services within 3 business days and bring your employment letter and any documentation showing you are eligible to work in the U.S. If an employee fails to provide appropriate document or Section 2 is otherwise not completed within the three day requirement, the issue will be escalated to the designated I-9 managers or groups assigned by each campus location. For employees who do not yet have a Social Security Number, their Form I-9 information cannot run through E-Verify®.
You are not required to complete I-9s for employees hired before November 7, 1986. For these employees, you should do so for all your current employees hired before November 7, 1986. If an original document has been lost, stolen, or damaged, a receipt showing the employee has applied for a replacement document can be accepted. The person must show the original replacement document within 90 days of hire. Starting August 20, you will again be required to review I-9 documentation in the presence of the employee.
You should review the previously completed I-9, and if the employee’s work authorization has not expired, note the date of rehire in the Updating and Reverification Section on the I-9 , and sign in the appropriate space. 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.
Dhs Announces Flexibility In Requirements Related To Form I
Form I-9 is used to verify the identity and employment authorization of individuals employed in the United States. As required by federal law, the university must complete Form I-9 for each individual employed in the United States.
If you previously worked for and have only completed an I-9 with BonAppétit, the USF bookstore, or another off-campus, non-USF employer, you must file an I-9 with the USF Student Employment Office before beginning on-campus employment. Returning student employees must contact the Office of Student Employment to confirm whether they have a valid Form I-9 on file. In the line provided for the end date of your authorization to work in the United States, provide the end date on your I-20 if you are an F-1 visa student. Provide the expiration date on your DS if you are a J-1 visa student. 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 .
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The form will guide you through the process, ensuring all required information is gathered. Section 1 can be completed before employment or no later than the first day of employment. Forms I-9 must be fully completed within three business days after the employee begins working for pay.
- For example, if the employee began working on Monday then the Form I-9 must be completed by Thursday.
- Department I-9 coordinators, the employee’s manager, and the head of the hiring department will be contacted in the event that an audit returns any noncompliance.
- This does not apply to already presented and accepted non-expired U.S.
- If a remote authorized representative cannot be found or is unwilling to complete Form I-9, contact the I-9 coordinator or administrator.
- 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.
- Faculty, staff, and temporaries who are newly hired at the university and immediately paid from a funding source that requires e-verification must be e-verified within 3 days of date of hire.
If Form I-9 is not completed within seven business days of hire, employment will be terminated. Click here for a full list of acceptable I-9 form documents by citizenship status. You can also visit USCIS I-9 Centralfor more information and an exhaustive document list.
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It is used by employers to verify an employee’s identity and to establish whether that worker is eligible to be employed in the United States. Upon hire, the employee will be prompted to use Tracker I-9 Complete to complete Section 1 of the Form I-9. At the University of California, I-9 processors are required to ensure that an employee record exists in Tracker I-9 Complete and that Section 1 is complete no later than the employee’s first day of employment. 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. Section #2 must be completed by an authorized university representative on or before the third day of employment. In preparation for completing the remainder of the Form I-9, please gather the necessary documents to complete your I-9 on or before your first day.
New employees as well as unit/department administrators share a responsibility for completing sections of the I-9 Form. Physical review of documentation to complete Section 2 is required, including for remote workers. If physical review by UW staff is not feasible, completion by an agent of the UW or a notary public may be permissible. It is the responsibility of both the employee and the hiring department to ensure timely completion. If you are a native or naturalized US citizen, check the first box.
You should not discharge present employees, refuse to hire new employees, or otherwise discriminate on the basis of foreign appearance, accent, language, or name. Upon admission to the United States, a refugee will receive Form I-94/Form I-94A with an unexpired refugee admission stamp. If an employee presents this document to complete Form I-9, the employer must accept it as a receipt establishing both employment authorization and identity for 90 days. In the meantime, USCIS will be processing an Employment Authorization Document (Form I-766) for the refugee.
Documents No Longer Accepted
Virgin Islands, and Commonwealth of Northern Mariana Islands, is currently the best means available to electronically confirm employment eligibility. If your question isn’t addressed here, contact Student Employment. You should contact the Student Employment office in person, by email or phoneprior to beginning work. If you do not have a Social Security Number, the temporary SSN entered in the “Edit Government IDs” task, will be included in the Form I-9. This ID allows you to be added to USF payroll while youobtain a valid U.S.
To complete the Form I-9 remotely, you must provide scanned copies of documents evidencing your identity and employment authorization. As required by US Citizenship and Immigration Services , the Form I-9 is used to verify the identity and employment authorization of citizens and noncitizens hired for employment in the United States. Employees who are unable to meet federal I-9 requirements cannot lawfully be employed. 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.
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In addition, the employee must present the actual document to you within 90 days of the hire. The employee must have indicated on or before the time employment began, by having checked an appropriate box in Section 1, that he or she is already eligible to be employed in the United States. This document is considered a List C document that demonstrates employment authorization in the United States and does not expire. If the asylee chooses to present this document, he or she also will need to present a List B identity document, such as a State-issued driver’s license or identification card. 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.
Before sharing sensitive information, make sure you’re on a federal government site. The next area of Section I, Preparer and/or Translator Certification, should be completed only if a professional preparer has completed the form for you or someone has translated the form for you.
The I-9 Database is a university web-based application that captures information from the Form I-9 to verify employment eligibility. As of September 1, 2021, departments are no longer permitted to complete I-9 forms using the virtual process.
If you are a non-citizen national of the United States (see page 2 of Form I-9 instructions), check the second box. If you are a lawful permanent resident, check the third box and enter your Alien Registration Number/USCIS Number on the line provided. If you are working remotely within the United States, you must verify your supporting documents using an authorized representative at your location. After completing Section 1, you have3 business days from beginning work at MIT to present original supporting documentation.
Recruitment & Employment
The existence of a future expiration date does not preclude continuous employment authorization for an employee and does not mean that subsequent employment authorization will not be granted. 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. The employee must present a document that shows either an extension of the employee’s initial employment authorization or new work authorization.
Purpose Of And Completion Of Form I
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.
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. If your organization is still transitioning from paper to digital forms, the HireRight solution allows you to update paper-form images, so your documentation remains in a central location. 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.
Agricultural associations, agricultural employers, and farm labor contractors are still required to complete I-9s on all individuals who are recruited or referred for a fee. However, all recruiters and referrers for a fee must still complete I-9s for their own employees hired after November 6, 1986. The Social Security Administration issues Social Security numbers and cards to aliens https://www.bookstime.com/ only if they can present documentation of current employment authorization in the U.S. Lawful permanent residents, refugees, and asylees are issued unrestricted Social Security cards that are the same as those issued to U.S. citizens. The Immigration Reform and Control Act requires that all new employees provide documents which establish identity and employment eligibility.
The Form I-9 provides space for you to record the document number and expiration date for both the passport and the INS Form I-94. 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. Metal or plastic reproductions of Social Security Cards are not acceptable.