Form I-9, Employment Eligibility Verification Facilitator: Nicole - - PowerPoint PPT Presentation

Form I-9, Employment Eligibility Verification

Facilitator: Nicole Zamary 474-2608 – nzamary@uwf.edu

• Form completed by the employee and employer

which verifies the employee’s:

• Identity, and
• Eligibility to work in the United States.

What is an I-9?

Why must we complete an I-9?

• To comply with the Immigration and Control Act
• f 1986, employers are required to complete and

maintain a Form I-9 on all employees hired after November 6, 1986.

• Anyone who works for pay or any other type of

remuneration.

• Required by the Department of Homeland

Security’s U.S. Citizenship and Immigration Services (USCIS).

When do we complete an I-9?

Where do we find the I-9?

• Download the Form I-9 directly from the HR website so

you are sure you are using the latest revision.

• Please do not make advance copies to keep at your desk.
• Effective 9/18/17, employers must use the 07/17/2017 N

version (expiration date of 8/31/19).

• There are now two versions of the form: a smart pdf-fillable

version and a paper version. Both versions must be printed and signed by hand.

• Continue to Use the Current Form
• Until further notice, employers should continue using the current

available form, even after the expiration date of 8/31/19 has passed.

• We will provide updated information about the new version of the

form as it becomes available.

Form I-9 Content

• Standalone Form with Separate Instructions
• Instructions (15 Pages)
• Form I-9 (3 pages)
• List of Acceptable Documents (last page of form)
• Give the employee all pages.
• Contains three separate, distinct sections:
• Section 1 – Employee Information and Attestation
• Preparer and/or Translator Certification
• Section 2 – Employer or Authorized Representative

Review and Verification

• Section 3 – Reverification and Rehires

Form I-9 – Page 1

• Section 1 – Employee to complete

after acceptance of job offer and

• n or before the hire date.
• ALL fields must be completed or

put N/A.

• Street address or directions

required.

• Social security number is required

since UWF is an E-Verify employer.

• Employee must check the box

attesting to citizenship status and supply appropriate information. (Anything other than 1 or 3, STOP)

• Make sure employee signs and

dates form and check to make sure they did not accidently use their birth date.

• The Preparer and/or Translator

Certification section requires the employee to check a box.

Form I-9 – Page 2

• Section 2 – Employer to complete within 3

days of hire date.

• Enter employee’s name from Section 1 at top
• f Section 2.
• Indicate Citizenship Status with

corresponding number from Section 1.

• Verify original, unexpired documents:
• List A , OR
• List B and List C
• Enter document title, issuing authority,

document number and expiration date from

• riginal document(s) supplied by employee.
• Complete first day of employment (should

match the start date on the Personnel Action Sheet).

• Attest to examining document(s) by signing

and dating form.

• Section 3 – For HR use only.

Section 2 – Employer Review and Verification

• Can I accept/verify this document?
• Is the employee present?
• Is it on the List of Acceptable Documents?
• Is it an original (no faxes or photocopies)?
• Is it unexpired?
• Does it appear to be genuine and relate to person in front of you?
• If a List B document, does it contain a photo?
• If a Social Security Card, does it contain any restrictive wording?
• NOT VALID FOR EMPLOYMENT
• VALID FOR WORK ONLY WITH INS AUTHORIZATION
• VALID FOR WORK ONLY WITH DHS AUTHORIZATION
• Receipts for lost, stolen, or damaged document from State or

Federal Agency (good for 90 days from date of hire)

Section 2 – Employer Review and Verification

• Online applications for a duplicate card do not provide official receipts. The

email confirmation of online application does not suffice for the receipt requirement, per USCIS/DHS.

• Social Security stubs are not acceptable List C

documents.

• Acceptable
• Not Acceptable

Section 2 – Employer Review and Verification

Corrections

• Proper way to correct form:
• Draw through incorrect information with a single line (do

not obliterate/conceal information or use correction fluid).

• Enter the correct information.
• Initial and date the change.
• If late or white-out was used, attach a separate signed

and dated explanation.

• Note: Only the employee may make corrections to Section 1.

Avoid Discrimination

• Treat everyone consistently.
• Complete the form only after offer of

employment.

• Do not ask for specific documents.
• Do not ask for or accept more documents than

are required.

• Copy only the documents verified and attach to

the I-9.

• Do not consider future expiration dates when

determining whether a individual is qualified for a particular position.

List of Acceptable Documents

Must have a photo due to E-Verify

International Students - F-1 or J-1 Visas

Hiring Department:

• Review the hiring process by visiting the J-1 and F-1 Student Employment Confluence

business process page and submit the F-1 and J-1 Student Employment Form.

• Send the new hire package to Human Resources noting that they are an international

student (Human Resources will be completing the Form I-9).

Human Resources:

• Once notified that an F-1 or J-1 student employee is being hired, HR will email the student,

and copy the hiring department, to advise them that an appointment can be made to have their Form I-9 completed in our office.

• Student will meet with HR and have their Form I-9 completed and we will then email the

hiring department to confirm that the student is clear to begin employment.

• Once everything has been received (Personnel Action Form, new hire essential

documents, Form I-9) we will process the new hire into our payroll system and the student will be able to view their timesheet in MyUWF.

Important: Hiring Departments should never allow F-1 or J-1 students to work until confirmation of work authorization is received from Human Resources.

H1-B, Specialty Occupation Visa

• Employer sponsored Visa for employees in specialty
• ccupations such as scientists, engineers and computer

programmers.

• H-1B Petitions and H-1B Transfers are very time sensitive.
• Employee should make an appointment to meet with Christine

Dillard.

• Bring their original documents: Foreign Passport, I-94, I-797, etc.
• Employee may not start working until I-9 has been completed

and documents verified.

Remote Hire Process

• If a new hire will be working at a remote location and will

not able to present their original documents to an on- campus UWF representative, then an Authorized Representative may complete the employer’s section (Section 2) of the Form I-9 on our behalf.

• Hiring department should contact Human Resources with the

New Hire’s zip code so we can provide a list of institutions which participate in the CUPA-HR I-9 Consortium.

• These institutions agree to complete the I-9 on our behalf and

return it to the New Hire to send to UWF.

• Remote Hire Process instructions are available on the

Human Resources website.

Why is all of this so important?

• Inconvenience to the employee.
• Will need to come to HR to make corrections.
• Extra work for department and HR.
• Follow-ups with departments and employees, interruptions in

processing which may cause errors, etc

• Potential processing delays.
• Missing documents, incomplete forms, etc.
• Compliance issues/potential fines.
• Increased focus on immigration issues in the news today.
• Establishment of new ICE Employment Compliance Inspection

Center.

• Increase in ICE audits, auditors and NOI’s (Notice of Intents).

Fines, Penalties, and Risks

New Fine Structure for Penalties Assessed after April 5, 2019

• Employers who violate the law may be subject to:
• civil fines and/or criminal penalties (when there is a pattern or practice of violations),
• debarment from government contracts,
• a court order requiring the payment of back pay to the individual discriminated against,
• a court order requiring the employer to hire the individual discriminated against.
• Civil Violations First Offense
• Knowingly hired, or recruited, an unauthorized alien: $573 - $22,927 for each unauthorized alien
• Failing to comply with Form I-9 requirements: $230 - $3,563 for each form
• Paperwork Violations (including failing to properly complete, retain or make Form I-9s

available for inspection, late I-9s, use of white-out, etc.)

• Other Fines may Include:
• Committing or participating in document fraud or abuse
• Unlawful discrimination (i.e. overdocumentation)
• Criminal Violations First Offense
• Engaging in a pattern or practice of hiring, recruiting or referring for a fee unauthorized aliens: up

to $3,000 for each unauthorized alien and up to 6 months in prison for the entire pattern or practice.

Need I-9 Assistance?

• Human Resources (Building 20E):
• Carol Gentry, 474-2605
• Nicole Zamary, 474-2608
• Sheri Jernigan, 474-2884
• Kris Ledbetter, 474-2601
• Christine Dillard, 474-2508
• International Student Office (Building 71):
• Jeanne de Simon, 474-2502
• USCIS Handbook for Employers
• USCIS I-9 Central

Questions?