2013 Webinar Series                                        Form I‐9:                                                      ...
Legal Foundation of I‐9’sImmigration Reform and Control Act of  1986 (IRCA)•   Individual who is not a U.S. citizen or U.S...
Form I‐9: Introduction    Form I‐9: Introduction•   Purpose: to verify an employee’s:     – Identity and Employment eligib...
Form I‐9: Introduction    Form I‐9: Introduction•   Purpose: to verify an employee’s:     – Identity     – Employment elig...
Form I‐9: Introduction    Form I‐9: Introduction•   Purpose: to verify an employee’s:     – Identity     – Employment elig...
Form I‐9: IntroductionForm I‐9: Introduction•   Purpose: to verify an employee’s:     – Identity     – Employment eligibil...
Form I‐9: Introduction (cont.)                        (     )• I-9 obligations are triggered on  hiring; not interviewing....
Section 1: Employee Information and Verification •       Must be completed by the employee on or        before their date ...
Section 1: Employee Information and Verification •   Form Rules     – The employee may not leave any       blank spaces (e...
Section 1: Employee Information and VerificationSection 1: Employee Information and Verification•   If the employee requir...
Section 2:  Employer Review and Verification•    Must be completed by the employer     on or before the 3rd day of     emp...
Section 2:  Employer Review and Verification –     Important Changes     Important Changes• Section 2 explicit instruction...
Section 2:  Employer Review and Verification (cont.)•   The employee must provide            p y       p    either:     – ...
Section 2:  Employer Review and Verification (cont.)•   The employee must provide            p y       p    either:     – ...
Section 2:  Employer Review and Verification (cont.)•   Sample List A Documents:       p    1. U.S. Passport (current and ...
Section 2:  Employer Review and Verification (cont.)•   Sample List A Documents:       p    2. U.S. Passport Card         ...
Section 2:  Employer Review and Verification (cont.)•   Sample List A Documents:    3. Permanent Resident Card (old       ...
Section 2:  Employer Review and Verification (cont.)•   Sample List A Documents:       p    4. Employment Authorization   ...
Section 3:  Updating and Reverification•   The employer completes Section 3 only if:              y                       ...
Section 3:  Updating and Reverification (cont.)•   The employer reviews the document (same criteria as Section 2) and     ...
Making Corrections to the Form I‐9                                                JS           Smith              Joe     ...
Making Corrections on Form I‐9•    ONLY the employer may     make technical corrections in     Section 2, as follows:     ...
Additional Resources•   M-274, Handbook for Employers    http://www. uscis.gov/files/nativedocuments/m-274.pdf       p    ...
Contact Us !• .                            Copies of the presentation                             hrsc@alphstaff.com      ...
Upcoming AlphaStaff Webinar      U    i Al h St ff W bi     Please mark your calendars !!!       Date:  Thursday  April 18...
Conclusion Questions?         Thoughts?                        Napping?       Simplifying business. Benefiting people.   26
Thank you for your participation!        Simplifying business. Benefiting people.   27
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Welcome to the New I-9 Form

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USCIS updated the I-9 Employment Verification Form on March 8, 2013 and all employers will be required to use the new form starting May 7, 2013. AlphaStaff is here to help! On this webinar we’ll review the I-9 basics and the most common mistakes made in the I-9 process; and how to properly make corrections on the I-9 form.

Presented by AlphaStaff VP of Employment Relations, Carrie Cherveny, Esq.

Published in: Business, Technology
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Welcome to the New I-9 Form

  1. 1. 2013 Webinar Series Form I‐9:  g Back to Basics and Changes Thursday, April 4, 2013  Presented by Norm Baker Client Relations Director Client Relations Director AlphaStaff 800 Corporate Drive, Ste 600  Ft. Lauderdale, FL 33334  |  888.335.9545 Toll‐Free  |  alphastaff.com
  2. 2. Legal Foundation of I‐9’sImmigration Reform and Control Act of 1986 (IRCA)• Individual who is not a U.S. citizen or U.S. permanent resident (green card holder) cannot visit or reside in the U.S. without permission. – Individual cannot work in the U.S. without permission.• Employer is required to complete Form I-9 for all new hires.• Employer cannot specify which documents must be provided• Typical documentation shown by the new hire is a driver’s license and social security card. Next frequent is Passport• Who is eligible to work in the U.S.: – U.S. Citizens – Permanent Residents (Green card holders) – Other aliens with time-limited work authorization 2
  3. 3. Form I‐9: Introduction Form I‐9: Introduction• Purpose: to verify an employee’s: – Identity and Employment eligibility (to work in the U.S.) – Contains 3 Sections. Now 2 pages (instead of 1 page) Simplifying business. Benefiting people. 3
  4. 4. Form I‐9: Introduction Form I‐9: Introduction• Purpose: to verify an employee’s: – Identity – Employment eligibility (to work in the U.S.)• The I 9 contains three sections: I-9 – Section 1: Employee Information and Verification Simplifying business. Benefiting people. 4
  5. 5. Form I‐9: Introduction Form I‐9: Introduction• Purpose: to verify an employee’s: – Identity – Employment eligibility (to work in the U.S.)• The I 9 contains three sections: I-9 – Section 1: Employee Information and Verification – Section 2: Employer Review and Verification Simplifying business. Benefiting people. 5
  6. 6. Form I‐9: IntroductionForm I‐9: Introduction• Purpose: to verify an employee’s: – Identity – Employment eligibility (to work in the U.S.)• The I 9 contains three sections: I-9 – Section 1: Employee Information and Verification – Section 2: Employer Review and Verification – Section 3: Updating and Reverification f Simplifying business. Benefiting people. 6
  7. 7. Form I‐9: Introduction (cont.) ( )• I-9 obligations are triggered on hiring; not interviewing.– Hiring: An employee has been “hired” as of their actual commencement of employment.– The first date of employment is the employee’s “date of hire.”– Employers can ask applicants if they are eligible to work in the U.S. or include this question on their employment application application. Do not use I-9s to screen applicants pp Simplifying business. Benefiting people. 7
  8. 8. Section 1: Employee Information and Verification • Must be completed by the employee on or before their date of hire. The employee must: – Enter full name as it appears on the social security card or List A document, – Note “Maiden Name” has been changed to “Other” – Enter address and date of birth; – Enter Social Security Number (SSN)1; – Enter Email and Telephone # - Optional (NA) – Check one of the four employment eligibility boxes – If permanent resident (3rd Box) provide a Alien resident, Registration Number – If authorized to work until certain date (4th Box) provide date of expiration, then provide Alien Registration # OR I-94 # 1 Social Security Numbers (SSNs) are NOT required unless – CBP issued admissions provide Foreign Passport # the employer is participating in E-Verify. and Country of Issuance – Sign and date the form. If an employee refuses to sign, the employer should not proceed to Section 2, and may not continue to employ the individual , y p y The must review Section 1 to ensure proper completion. l ti Simplifying business. Benefiting people. 8
  9. 9. Section 1: Employee Information and Verification • Form Rules – The employee may not leave any blank spaces (ex: for “Middle Initial” or “Maiden Name”). For items that do not apply, the employee should insert a dash (“ N/A”). – Ensure all ‘address’ fields have been completed (including state, zip code). – DO NOT request documentation to verify any information provided i if i f ti id d in Section 1 (ex: utility bills). – Do not enter any information in Section 1 for the employee, unless p y , the employee requires ‘Preparer/Translator’ assistance (see next slide). Simplifying business. Benefiting people. 9
  10. 10. Section 1: Employee Information and VerificationSection 1: Employee Information and Verification• If the employee requires either translation or preparation assistance (physically entering information in Section 1), the individual providing assistance must complete the ‘P i l h ‘Preparer and/or T d/ Translator C ifi i ’ l Certification’ information underneath the employee information area. Note the new clarification that informs the employee and preparer to STOP and instructs the employer to complete the next page and section i h l l h d i Simplifying business. Benefiting people. 10
  11. 11. Section 2:  Employer Review and Verification• Must be completed by the employer on or before the 3rd day of employment (the date of hire is day ) one).• Employee CANNOT remain employed if I-9 not fully and correctly completed by Day 3• To complete this section, the employee must present documents that verify his/her identity and employment eligibility eligibility.• The employer will review the documents and record the relevant information from each. each Simplifying business. Benefiting people. 11
  12. 12. Section 2:  Employer Review and Verification – Important Changes Important Changes• Section 2 explicit instructions for the employer• Inclusion of the employee’s name in Section 2;• Specifically labeled lines for document information• Revised “Certification” controls for certifying individual: • that may know that an employee is not legal but was able to produce documents • no sticking heads in the sand • makes clear that the certifying individual inspected the d th documents, appear to be genuine and to the t t b i d t th “best of my knowledge” is authorized to work in the US• Separate section for date of hire rather than included in the Certification paragraph • controls for common mistake of leaving blank• Reorganized Certification section – note the signature and date sections have been moved to the t t th top of the box f th b Simplifying business. Benefiting people. 12 12
  13. 13. Section 2:  Employer Review and Verification (cont.)• The employee must provide p y p either: – ONE document from List ; OR Simplifying business. Benefiting people. 13
  14. 14. Section 2:  Employer Review and Verification (cont.)• The employee must provide p y p either: – ONE document from List A; OR – TWO other documents (ONE from List and ONE from List ).• Lists A, B and C are shown on page 9 of the I-9:• Over-documentation is as Over documentation serious as under-documentation Remember – no expired documents Simplifying business. Benefiting people. 14
  15. 15. Section 2:  Employer Review and Verification (cont.)• Sample List A Documents: p 1. U.S. Passport (current and old) Current Old Simplifying business. Benefiting people. 15
  16. 16. Section 2:  Employer Review and Verification (cont.)• Sample List A Documents: p 2. U.S. Passport Card Simplifying business. Benefiting people. 16
  17. 17. Section 2:  Employer Review and Verification (cont.)• Sample List A Documents: 3. Permanent Resident Card (old and current) Old Current Simplifying business. Benefiting people. 17
  18. 18. Section 2:  Employer Review and Verification (cont.)• Sample List A Documents: p 4. Employment Authorization Document (Form I-766) Simplifying business. Benefiting people. 18
  19. 19. Section 3:  Updating and Reverification• The employer completes Section 3 only if: y y 1. the employee’s work authorization expires (must be completed on or before the expiration date listed in Section 1); 2. or the employee is rehired• Special Documentation Rules for Recertification: • the employee must provide new documentation of their employment eligibility, either: ONE document from List A or ONE document from List C. Simplifying business. Benefiting people. 19
  20. 20. Section 3:  Updating and Reverification (cont.)• The employer reviews the document (same criteria as Section 2) and y ( ) records: – New name (if applicable) – Date of rehire (if applicable) – Document title, number and expiration date• The employer then signs, dates and prints employer rep’s name in Section 3, copies the document and attaches to the I-9. Simplifying business. Benefiting people. 20
  21. 21. Making Corrections to the Form I‐9 JS Smith Joe Joseph 1/5/2013 10 Main St. Margate FL 33063 6/15/1975 5 5 5 55 5 5 5 5 jsmith@aol.com 954-111-1111 954 111 1111• The employee may make technical corrections ONLY in Section 1, provided that that…• The incorrect information is crossed out (in red ink)• The Th correct i f t information recorded (i red i k) and ti d d (in d ink), d• The change is initialed and dated (in red ink) as of the change. Simplifying business. Benefiting people. 21
  22. 22. Making Corrections on Form I‐9• ONLY the employer may make technical corrections in Section 2, as follows: U.S. Passport• The incorrect information is U.S. Dept. of State crossed out (in red ink) ink), 123456789 MJ 1/10/2015 1/10/2020 1/5/2013• The correct information is recorded (in red ink), and• The change is initialed and dated (in red ink), as of the g change. 1/3/2013 Mary Jones 1/3/2013 Office Manager Jones Mary Jones’ Women’s Health, LLC 111 NE 5th St. Boca Raton FL 33433 Simplifying business. Benefiting people. 22
  23. 23. Additional Resources• M-274, Handbook for Employers http://www. uscis.gov/files/nativedocuments/m-274.pdf p g p• The I-9 Process in a Nutshell http://www.uscis.gov/files/article/EIB102.pdf• General Information About the Form I-9 http://www.uscis.gov/files/article/EIB101.pdf• I-9 Document Review http://www.uscis.gov/files/article/OBL_103.pdf• Penalties for Prohibited Practices http://www.uscis.gov/files/article/EIB111a.pdf Simplifying business. Benefiting people. 23
  24. 24. Contact Us !• . Copies of the presentation  hrsc@alphstaff.com h @ l h ff 888‐335‐9545 (Option 8)  Simplifying business. Benefiting people.
  25. 25. Upcoming AlphaStaff Webinar  U i Al h St ff W bi Please mark your calendars !!! Date:  Thursday  April 18, 2013Topic: Importance of Drug and Background Topic: Importance of Drug and Background Screening  Date:  Thursday, May 16, 2013  T i W k C Cl i R ti Topic: Workers Comp. Claims Reporting  42
  26. 26. Conclusion Questions? Thoughts? Napping? Simplifying business. Benefiting people. 26
  27. 27. Thank you for your participation! Simplifying business. Benefiting people. 27

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