The I-9 Nine Item Checklist

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Summary of the most common errors of the I-9 form used for Employment Verification

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The I-9 Nine Item Checklist

  1. 1. While correctly filling out an I-9 form may not be the most excitingpart of your job, it does have important implications for yourcompany. The I-9 form verifies a person’s identity and his/her legalright to work in the United States. Fines for simple I-9 form violationsrange from $110-$1,100 dollars per violation. Additionally, forms filledout incorrectly will be returned so that they can be corrected. Weknow that you have many other responsibilities besides filling outpaperwork. Therefore, we would like to help you better understandthe I-9 so that you can spend less time filling it out and/or correctingit, and more time on things that are important to you. There arenumerous ways that filling out the I-9 form can go wrong, but tolighten the burden, the attached PowerPoint focuses only on the mostcommon issues. We hope this information helps to make filling outthe I-9 form easier for you. For more information visitwww.uscis.gov/i-9.
  2. 2.  The I-9 Nine Item Checklist
  3. 3. Section One Employee Information and Verification 1. Name in correct order. Make sure the new hire’s name is entered in the correct order with their last name first, followed by their first name, and then their middle initial. 2. Sign and date. After filling in the rest of the Section One, the new hire must sign and date the I-9 form for it to be a valid document.
  4. 4. Section Two Documents for Verification: List A Pr o o f o f I d e n t i t y + E mp l o y me n t Ve r i f i c a t i o n 1 d o c u me n t i n L i s t A 3. One document verifying BOTH identity and employment authorization. The majority of the I-9 forms reviewed used a Passport for List A. The purpose of List A is to verify BOTH proof of identity AND employment authorization. Therefore, if the new hire gives you a passport, you do not need any more documents for List B or List C. For a list of other acceptable documents for List A, click here.
  5. 5. Section Two Documents for Verification: List B and List C E mp l o y me n t Pr o o f o f Au t h o r i z a t i I d e n t i t y o n (L i s t B) Pr o o fo f I d e n t i t y+ (L i s t C)E m p .A u t h o r i z a t i on 2 d o c u me n t s 4. Two documents verifying identity and employment authorization. If the new hire does not give you a document for LIST A, you need TWO documents: one for List B (proof of identity) and one for List C (employment authorization). The majority of the I-9 forms reviewed used a Driver’s License (proof of identity) that goes in List B and a Social Security Card (employment authorization) that goes in List C. Other acceptable documents for List B can be found here. Other acceptable documents for List C can be found here. 5. Attach copy of documents. Scan, print, and attach the documents used in Section Two to the I-9 Form.*It is illegal for you to influence the new hire on the type of document(s) they use for Section Two .
  6. 6. Certification6.7.8.  6. Include date of hire. Because I-9 Forms must be kept for a specific amount of time after an employee is hired, it is important to include the date of hire.  7. Sign and date the form. The person who viewed the documents must sign and date the form in order for it to be complete. Your signature does not mean that the documents presented are valid, it just ensures that you inspected the documents and that they appear to be genuine and related to the person presenting them.  8. Include company name and address. It is important to know which Crane Company your employee works for in order file the form properly. *To avoid suspicion, do NOT use white out! If there is an error draw a line through it , correct it and then initial and date the correction.
  7. 7. Section Three Updating and Reverification UPDATE9. Update I-9 if: 1. An employee’s employment authorization or documentation of employment authorization has expired 2. An employee is rehired within three years of the date that Form I-9 was originally completed 3. An employee changes his or her name
  8. 8. UPDATE
  9. 9. The I-9 Nine Item ChecklistSection One: Employee Information: Fill out section completely paying special attention to:  Name in correct order  Sign and date-New HireSection Two: Documents for Verification: Fill out section completely paying special attention to:  One document verifying BOTH identity and employment authorization listed in Column A OR:  Two documents: one verifying identity in Column B and one verifying employment authorization in Column C  Attach copy of documents • Certification: Fill out section completely paying special attention to:  Include date of hire  Sign and date-Employee  Include company name and addressSection Three: Updating and Reverification:  Update if: • An employee’s employment authorization or documentation of employment authorization has expired • An employee is rehired within three years of the date that Form I-9 was originally completed • An employee changes his or her name Remember *If there is an error draw a line through it , correct it and then initial and date the correction. *It is illegal for you to influence the employee on the type of document(s) they use for Section Two. *To continue working, valid documents must be received within three days of hire.
  10. 10. I-9 FAQs1. My new employee presented two documents to complete Form I-9, each containing a dif-ferent last name. One document matches the name she entered in Section 1. The employee explained that she had just gotten married and changed her last name, but had not yet changed the name on the other document. Can I accept the document with the different name? – You may accept a document with a different name than the name entered in Section 1 provided that you resolve the question of whether the document reasonably relates to the employee. You also may wish to attach a brief memo to Form I-9 stating the reason for the name discrepancy, along with any supporting documentation the employee provides. An em-ployee may provide documentation to support his or her name change, but is not required to do so. If, however, you determine that the docu-ment with a different name does not reasonably appear to be genuine and to relate to her, you may ask her to provide other documents from the Lists of Acceptable Documents on Form I-9.2. May I accept an expired document? – No. Expired documents are no longer accept-able for Form I-9.However, you may accept Employment Authorization Documents (Forms I-766) and Permanent Resident Cards (Forms I-551) that appear to be expired on their face, but have been extended by USCIS.3. May I accept a photocopy of a document pre-sented by an employee? – No. Employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.4. If an employee writes down an Alien Number or Admission Number when completing Section 1 of Form I-9, may I ask to see a document with that number? – No. Although it is your responsibility as an employer to ensure that your employees fully complete Section 1 at the time employment begins, the employee is not required to present a document to complete this section. When you complete Section 2, you may not ask to see a document with the employee’s Alien Number or Admission Number or otherwise specify which document(s) an employee may present.5. May an employer review the documents that the employee is presenting via webcam to complete Form I-9? – When completing Section 2 of the Form I-9, the employer or authorized representative of the employer must physically examine each original document to determine if it reasonably appears to be genuine and to relate to the employee presenting it. Document examination or review via webcam is not permissible.*For more information on the I-9 form visit www.uscis.gov/I-9

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