Form I-9, Employment Eligibility Verification

September 2017

What is an I-9?

• Form completed by the employee and employer which verifies the employee’s:

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

Why must we complete an I-9?

• To comply with the Immigration and Control Act of 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 I find the I-9?• Download the I-9 form 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.

• A new Form I-9 was recently issued. 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.

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

Section 1 – Employee to complete after acceptance of job offer and on or before 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 box attesting to citizenship status and supply appropriate information.

• 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 requiresthe employee to check a box.

Section 2 – Employer to complete within 3 days of hire date.

• Enter employee’s name from Section 1 at top of 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 original 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.

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.

Section 2 Employer Review & 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 & Verification

• Social Security stubs are not acceptable List C documents.

Acceptable

Not Acceptable

Must have photo due to

E-Verify

International StudentsF-1 or J-1 Visa’s• Hiring Department: Review the hiring process on the International Student Employment business

process page and then complete and submit the International Student Employment Form.

• Hiring Department: Send the new hire package to Human Resources noting that the International Student Office will be completing the Form I-9.

• Students without a Social Security Card: Make an appointment with the International Student Services Office at 850-474-2479 to obtain the memo and documentation to apply for a Social Security card. Take the memo and required documents to the Social Security Administration Office to make application. Once the Social Security card is received, the student will proceed with Step 4 below.

• Students with a Social Security Card: Make an appointment with the International Student Services Office at 850-474-2479 to complete the Windstar form and the Form I-9, Employment Eligibility Verification. Students should bring their original, unexpired documents (passport, visa, Social Security card, I-94, Employment Authorization Card, DS-2019, etc.) to their meeting.

• International Student Services Office: Send the completed Form I-9, Employment Eligibility Verification, to Human Resources. Advise Human Resources if there is going to be a delay.

• Human Resources: Process the new hire and will notify the Hiring Department when it is approved for the student to start working. Important: Hiring Departments should never allow F-1 or J-1 students to work until this confirmation of work authorization is received from Human Resources.

H-1B, Specialty Occupation Visa• Employer sponsored Visa for employees in specialty

occupations 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, a Notary Public may complete the employer’s section (Section 2) of the Form I-9 on our behalf.

• Remote Hire Process instructions are on the HR website.

Why is this so important?• Inconvenience to the employee.• Extra work for department and HR.• Potential processing delays.• 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/Risks• Employers who violate the law may be subject to

• civil fines• 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 to have knowingly recruited or referred for a fee, an unauthorized alien for

employment in the United States or to have knowingly continued to employ an unauthorized alien in the United States: $539 - $4313 for each unauthorized alien

• Failing to comply with Form I-9 requirements: $216 - $2156 for each form. • Committing or participating in document fraud: $445 - $3563 for each document. • Committing document abuse: $178 - $1782 per violation. • Unlawful discrimination against an employment-authorized individual in hiring, firing, or recruitment or

referral for a fee: $445 - $3563 per violation.

• 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• Christine Dillard, 474-2508• Nicole Zamary, 474-2608• Sheri Jernigan, 474-2884

• International Student Office (Building 71):• William Vittetoe, 474-2386

• USCIS Handbook for Employers• USCIS I-9 Central

Questions