However, if you wish to make photocopies, you should do so for all employees, and you should retain each photocopy with the I-9. Photocopying documents does not relieve you of your obligation to fully complete Section 2 of the I-9 nor is it an acceptable substitute for proper completion of the I-9 in general. Although these documents are evidence of both identity and employment eligibility, they are not found in List A because List A documents are limited to those designated by Congress in the law. An employee can establish both identity and employment eligibility by presenting one of these documents. Although it is your responsibility as an employer to ensure that your employees fully complete Section 1 at the time employment begins, there is no requirement that employees present any document to complete this section. The employee can choose which document he or she wants to present from the lists of acceptable documents.

• For official Form I-9 instructions, see the USCIS I-9 webpage.
• This pertains to all staff, faculty, academic appointees and student hires.
• During this meeting a new Form I-9 is completed and information from the I-9 form is submitted to E-Verify.
• The officer will give you at least 3 days advance notice before the inspection.
• A. If an employee is unable to present the required document or documents within 3 business days of the date employment begins, the employee must produce a receipt showing that he or she has applied for the document.
• Employers may terminate the employment only if the employee cannot attest the person’s work authorization by bringing the proof after the start date.

The departmental HR representative must reach out to CUHR to arrange for a remote I-9 by contacting Kathryn Viola at . If the department has a question about whether or not an individual requires a new I-9 or not, please contact Kathryn Viola (). Columbia University representative electronically signs, dates and completes Section 2 “Employer Certification” including the date of employment. However, if that employee has quit or been terminated, or is an alien who has been removed from the United States, you will need to complete an I-9 for that employee. A. Yes, you must complete I-9s for all of your employees, including yourself. You may help an employee who needs assistance in completing Section 1 of the I-9. However, you must also complete the “Preparer/Translator Certification” block.

Student Employment

An important part of the process is presenting the proper documentation for the I-9 at the HR Service Center. Students can submit the I-9 Form in Workday prior to bringing their I-9 documentation to the HR Service Center.

If I9Db access needs to be removed for any other reason, please email HR- If you have a disability and are having trouble accessing information on this website or need materials in an alternate format, Contactweb- assistance. Employees may present one selection from List A or a combination of one selection from list B and one selection from list C. A new or revised eARM form is not needed for current I-9 verifiers in order to complete the Compliance Training. In order for the items to appear on your transcript, you must “request” them. You can view the materials by viewing the training details and clicking on the hyperlink in the resources section.

As an E-Verify employer, Columbia participates in the federal government’s E-Verify program, which ensures that the University is compliant with e-verify requirements as they relate to federal grants. In addition, participating in E-Verify ensures that the University can continue to hire scholars on F-1 Visas who are utilizing the STEM OPT program. Canadians must show identity and employment eligibility documents just like all other employees. However, you are still liable for any violations of the employer sanctions laws. If the agreement is for a multi-employer bargaining unit, certain rules apply. The association must track the employee’s hire and termination dates each time the employee is hired or terminated by an employer in the multi-employer association. A. You do not need to complete a new I-9 if you rehire the person within three years of the date that the I-9 was originally completed, and the employee is still eligible to work.

Payroll Department

To complete the I-9 Form, ORIGINAL and unexpired documentation that establishes your identity and employment eligibility must be reviewed by the hiring department. Examples of acceptable documentation include either a valid U.S. Passport, or driver’s license AND a social security card . A complete list of acceptable documents can be found at I-9 Central.

Completion of Form I-9 is a shared responsibility of both the employee and the university. If you think you have made an error, it can be fixed during the completion of Section 2. Examples of many of these documents appear in Part 13 of the Handbook for Employers (M-274). Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine readable immigrant visa. Human Resources Professionals who terminate from the university and/or transfer to non HR-related work I9Db access will automatically be removed according to the HR-Roster.

The person who reviews the original documents must sign and date the I-9 form, whether that person is the employer or its agent (see Remote Employee I-9 Process Overview). The employer is not attesting to the legitimacy of the person’s status, but rather that the documents presented appear to be genuine and relate to the person presenting them. Although I-9 regulations allow employers to scan or make copies of the documents presented to show I-9 compliance, the University of Minnesota does not require copies of I-9 documentation for the online I-9 process.

University Of Washington Human Resources

Employees who are working out of the area or out of state should work with their hiring department and follow the Remote I-9 Process. Employee Address and Contact Information – enter the physical address you are located in at the time you complete the form I-9. If you do not have a functioning phone number at this time, you may enter N/A. The university transitioned to an electronic system for individuals to complete the Form I-9 and we no longer use the paper form.

The receipt is valid for 90 days only, and you will be required to present the replacement document before the receipt’s expiration. A newly required appointment is one that goes from unpaid to paid or from Postdoctoral Fellow to regular paid employee. Newly required employees must complete Form I-9 following the steps for new employees above. The process must be completed within 3 days of becoming newly required.

During this meeting a new Form I-9 is completed and information from the I-9 form is submitted to E-Verify. E-Verify compares that information to records maintained by the Social Security Administration and Department of Homeland Security to confirm if the employee is authorized to work in the United States. Form I-9 – Human Resources Professionals and employees can access the Form I-9 to complete employment eligibility . Employers are required to complete the Employment Eligibility Verification (Form I-9) for each new employee .

Local, state, and federal government websites often end in .gov. State of Georgia government websites and email systems use “georgia.gov” or “ga.gov” at the end of the address.

Employment Eligibility And I

To complete Section 2 of the Form I-9, University I-9 administrators must verify a new hire’s I-9 documentation. The employer or its representative must personally review original documents only. Bring the appropriate identification documents with you on your first day with SAO.

• The Columbia University representative reviews Section 1 for accuracy and completeness and completes Section 2.
• Employees rehired more than three years after completing the Form I-9 must complete a new Form I-9.
• Visit the Shared Services Centerwebsite for information about center locations and hours.
• A. You cannot refuse to hire persons solely because their employment authorization is temporary.
• 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.
• An enhanced I9Db was introduced to the Ohio State human resources community on August 16, 2016.
• Acceptable documentation for completion of the I-9 is available on the federal government’s I-9 Central website.

Employers are required to complete the Employment Eligibility Verification (Form I-9 – link works in Internet Explorer only) for each new employee . The Annual recertification/refresher course will be initiated 365 days from the date of when the new I-9 Compliance Training was completed .

Form & Instructions

Human Resources Professionals can also request that I9Db access be removed on behalf of their employees. Please partner with your SHRP to ensure you and/or your team are included in the HR Roster for your college or unit, and that staffing changes are reflected in the HR Roster. I-9 form M-274, Handbook for Employers, Guidance for Completing Form I-9– Guidance on how to properly complete the Form I-9, documentation examples, etc. If you are working remotely outside of the state of Connecticut, please see instructions on completing a Paper Form I-9.

By law, we are required to review original, unexpired documents. When we sign the form, https://www.bookstime.com/ we attest under penalty of perjury that we have properly reviewed the documentation.

• However, the address on the I-9 should never be the place of employment.
• Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine readable immigrant visa.
• You will not be penalized or fined for the years during which you reported employees under incorrect numbers.
• 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.

The centers are co-located with MCard offices in each of the major Ann Arbor campus areas. Visit the Shared Services Centerwebsite for information about center locations and hours.

An endorsement of the alien’s nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form. You will also need need to identify a person who is willing to act on UNCW’s behalf as our Remote Agent. Anyone (your partner, friend, neighbor, co-worker…) can act as Remote Agent; it does not require specific qualifications or licensure. This person will be responsible for verifying the physical copies of your documentation. An E-Verify® case is considered late if submission happens later than the third business day after the employee’s first day of employment.

A .gov website belongs to an official government organization in the United States.

Office Of Human Resources

If you are working on campus, you must verify your supporting documents in person by appointment at the Atlas Service Center. On or before their first day of work, employees and student workers must complete Section 1 of Form I-9 in MIT’s online system.

Employers should monitor the DHS and ICE websites for additional updates regarding the status of Form I-9 completion flexibilities. Make their forms available for inspection if requested by authorized U.S. government officials from the Department of Homeland Security, Department of Labor, or Department of Justice. If you have a Social Security Number and you need to obtain a new, replacement, or corrected Social Security card, follow the instructions provided online atthe official Social Security Website. E-Verify is initiated automatically after Section 2 is completed.

An employee who knowingly accepts fraudulent documentation can also be criminally prosecuted under other immigration laws. All U.S. citizens, lawful permanent residents and work authorized individuals are protected from national origin discrimination. The Equal Employment Opportunity Commission has jurisdiction over employers with fifteen or more employees. Employing unit/departments must initiate the e-verify process in a manner to meet federal timelines. As required by federal law the university is required to complete and retain a Form I-9 Employment Eligibility Verification document for all regular and temporary employees hired after November 6, 1986.

Second, you can encourage employees to apply for social security numbers for their dependent children who will be five years old or older by the end of the year. Since 1987, such numbers have been required to be provided for dependents claimed on tax returns. You can contract with another person or business to verify employees’ identity and work eligibility and to complete the I-9s for you. However, you are still responsible for the contractor’s actions and are liable for any violations of the employer sanctions laws. Persons who have been granted authorization to live and work in the United States on a permanent basis. As proof of that status, a person is granted a permanent resident card, commonly called a “Green Card.” You can become a permanent resident several different ways. Most individuals are sponsored by a family member or employer in the United States.

Verifications

The employee should indicate the address of where s/he is staying at that point in time when completing the I-9. Therefore, it can be a hotel address, the address of a friend’s house, etc. However, the address on the I-9 should never be the place of employment. Columbia uses an online system, I-9 Management , to collect and process the required documentation from new hires to comply with these laws. There are I-9 Service Centers on the Morningside campus, Manhattanville, the Columbia University Irving Medical Center, and at Lamont-Doherty Earth Observatory.

Employees must provide documentation to their employers to show their identity and authorization to work. If you are working remotely from outside the United States, you must inform the I-9 office of your current work location and when you plan to be on campus. When you arrive in the U.S., you will need to complete your verification using the on campus method above.