Authorization to Complete I-9 Forms

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Financial Services/Payroll Department

Authorization to Complete I-9 Forms

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Learning Objectives

This class will authorize you to:

• Fill out the Form I-9

• Recognize the correct documents that establish

Identity and Employment Eligibility

• Distinguish between foreign and domestic hires and the different requirements

• Prevent delays in establishing pay for a new employee

• Submit a correctly completed Form I-9 on the

employee's first day of work or at the least within the

first 72 hours (3 days) of starting their job.

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Facts

I-9 Questions?

Please contact Human Resource Employee Services at:

1-855-ASU-5081

1-855-278-5081

Department of Homeland Security Form I-9 must be completed and submitted to the Payroll Office immediately upon the hiring of

a new employee.

Federal and State law requires that an employee’s employment eligibility must be confirmed using E-verify within 3 days of hire.

A correctly completed I-9 is required in order to complete the E-verify process.

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Facts

To insure that ASU adheres to this new mandate, Financial Services at ASU now requires that all staff who are responsible for submitting

I-9 forms be authorized.

To become authorized you simply need to complete this course and answer a few test questions at the end.

A PDF document of the Form I-9 is available for your reference in the Resource area of this course.

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Why Authorization?

Submitting a late or incorrect Form I-9 (and New Hire Packet) to Financial Services/Payroll may cause these problems:

• It may affect the individual’s start date.

• Benefits could be delayed

• Their paycheck could be delayed

• We would not be able to E-Verify employment timely which would have serious consequences to ASU as it’s required for entities

having federal contracts and research funding.

• If it is the department’s or ASU's fault (mistake) it can delay when the new employee receives their first check.

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Form I-9

Section 1Employee Information

and Verification

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• Although the employee is responsible for completing section 1, we, as the employer, are responsible for ensuring that it is accurately and completely filled out prior to the employee leaving our desk.

(cont’d.)

Section 1

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Section 1

• Please review and ensure the employee has filled in all the required information completely. Review the information and compare it to the employee’s documents. Verify that the name is the same as it appears on the passport and that the date of birth is entered correctly. The name and date of birth is also noted on both the passport and the Form I-94. Check both.

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• Pay special attention to the “attestation box” and ensure that the employee marks one of the choices and fully completes the required information for their choice.

• International employees will mark the third box “An alien authorized to work until ___/__/____”

(Cont’d)

Section 1

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• (Alien # or Admission #)_____________• The alien # or admission # is the 11-digit number located at the

top of the Form I-94.• The work authorization expiration date will be located on the

employees work authorization document which may be an I-20, DS-2019 or an H1B Form I 797 A.

Section 1

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Section 1

A. On the "Print Name" line the name should appear exactly as it appears on the employee's document in List A or List B of the List of Acceptable documents.

Please note that international employees may only submit documents from List A.

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Section 1

B. The Employee MUST complete the Attestation box to affirm their legal responsibility for the accuracy of the information and to protect ASU.

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• A Lawful Permanent Resident is a person who has gone through the legal process to become a “Permanent Resident of the US”. They are eligible for employment as equally as a Citizen of the US.

Section 1

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• A Lawful Permanent Resident will have a Driver License and regular Social Security card THAT DOES NOT INCLUDE “ for work purposes only’ printed on it  above the SSN. This individual CAN Use their DL and SSN to complete the form I-9 (List B & List C)  OR they can use their Permanent Resident Card (PRC) Form I-551 (List A).

Section 1

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Section 1

D. For the line titled “An alien authorized to work until”:The expiration date is collected from either the DS-2019 (J-1 Student or J-1 Researcher), the Form  I-20 ( F-1 Student), or the Form I-797 (H1B).

For the line titled “(Alien # or Admission #)” use the 11-digit number on the Form I-94.

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Section 1

Please send Internationals to the Human Resource office in the USB Building to receive one-on-one assistance from Financial Services international employee specialists who can help them to:

1. Correctly complete their I-9 (must bring all original immigration documents to HR)

2. Understand the Glacier Tax Compliance System

3. Understand the Social Security Card application process

4. Review any possible tax treaty benefits

5. Select the proper Arizona

Form A-4 withholding option

6. Understand direct deposit setup

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Form I-9

Section 2Lists of Acceptable Documents

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Section 2

List A affirms BOTH Identity and Eligibility

IMPORTANT NOTEInternational employees can only provide documents from List A.

List B affirms Identity ONLY

List C affirms Eligibility ONLY

You cannot use the same document for both Lists B and C.

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Section 2

Employers must record:• Document title;• Issuing authority;• Document number;• Expiration date, if any All Passport dates must be Unexpired.• The date employment begins.

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Section 2

• Section 2, List A of the Form I-9 provides space for you to record the document number and expiration date for both the unexpired Foreign Passport and the attached Form I-94.

(Cont’d.)

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Section 2

• Section 2, List A These documents establish both identity and employment eligibility. However, this does not indicate they are eligible to work at ASU--just that they are eligible to work in the US. There are other specific documents which indicate they are eligible to work at ASU (i.e., I-20, DS-2019 or an H1B Form I 797 A). (Cont’d.)

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Section 2

• Section 2, List A - Examine the documents and fill in the document title, issuing authority, number, and expiration date in the appropriate spaces provided

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Section 2

The unexpired Foreign Passport will:• Have a Form I-94 attached to it bearing the same name as the

passport and an employment authorization stamp, so long as the period of endorsement has not yet expired, and the proposed employment is not in conflict with any restrictions or limitations identified on the Form I-94. (Cont’d.)

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Section 2

OrThe unexpired Foreign Passport will:• Contain an unexpired stamp which reads “Processed for I-551.

Temporary Evidence of Lawful Admission for permanent residence. Valid until ___/__/____ Employment authorized.” (Note: this is less commonly seen, but still acceptable)

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Section 2

Reminder - Please send all international employees to Human Resources to see an international specialist who can help them to:

1. Correctly complete their I-9 (they must bring all original immigration documents to HR)

2. Understand the Glacier Tax Compliance System

3. Understand the Social Security Card application process

4. Review any possible tax treaty benefits

5. Select the proper Arizona Form A-4 withholding option

6. Understand direct deposit setup

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Section 2

C. If any area is not filled out correctly the document will be returned to the Authorized Representative who signed in Section Two.

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Section 2Items in list A include:

1. U.S. Passport (unexpired)

2. Permanent Resident Card or Alien

Registration Receipt Card (Form I-551)

3. An unexpired foreign passport with a

temporary I-551 stamp

4. An unexpired Employment Authorization

Document that contains a photograph (Form

I-766, I-688, I-688A, I-688B)

(Cont’d.)

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5. An unexpired foreign passport

with an unexpired Arrival-Departure Record,

Form I-94, bearing the same name as the passport

and containing an endorsement of the alien's

nonimmigrant status, if that status authorizes the

alien to work for the employer.

6. Passport from the Federated States of Micronesia or

Republic of Marshall Island with Form I-94 or I-94A.

(Cont’d.)

Section 2

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Section 2

Copies required when List A Documents are accepted:

• US Passport• Permanent Resident Card • Employment Authorization Document (EAD Card)

A legible copy of these documents are required to be submitted with the Form I-9 so that a Payroll representative can complete the E-Verify photo matching process.

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Section 2

Items in list B include:

1. Driver's license or ID card issued by a state or

outlying possession of the United States

provided it contains a photograph or information

such as name, date of birth, gender, height, eye

color and address

(Cont’d.)

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Section 2

Items in list B include:

2. ID card issued by federal, state or local

government agencies or entities, provided it

contains a photograph or information such as

name, date of birth, gender, height, eye color and

address

3. School ID card with a photograph

(Cont’d.)

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Section 2

4. Voter's registration card

5. U.S. Military card or draft record

6. Military dependent's ID card

(Cont’d.)

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Section 2

7. U.S. Coast Guard Merchant Mariner Card

8. Native American tribal document

9. Driver's license issued by a Canadian

government authority

(Cont’d.)

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Section 2

For persons under age 18 who are unable to present a

document listed above:

10. School record or report card

11. Clinic, doctor or hospital record

12. Day-care or nursery school record

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Section 2

Items in list C include:

1. U.S. Social Security card issued by the Social

Security Administration (other than a card

stating it is not valid for employment)

2. Certification of Birth Abroad issued by the

Department of State (Form FS-545)

(Cont’d.)

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Section 2

3. Certificate of Report of Birth issued by the

Department of State

(Form DS-1350)

4. Original or certified copy

of birth certificate issued by

a State, county, municipal

authority, or territory of the

United States bearing an

official seal.

(Cont’d.)

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Section 2

5. Native American tribal

6. U.S. Citizen ID Card (Form I-197)

7. ID Card for use of Resident Citizen in the United

States (Form I-179)

(Cont’d.)

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Section 2

8. Employment authorization

document issued by the

Department of Homeland

Security.

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Section 2

Note: The Form I-9 must be received by the Payroll Office within 1 day of the employee’s start date in order

for ASU to complete the E-verify process within the required 3-day timeline.

Forms I-9 submitted late require an adjusted hire date

and employee’s benefit eligibility may be affected.

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Section 2

The Authorized Representative must use the precise address for the Business Organization.

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Section 2

What will happen if any area is not filled out correctly?

The document will be returned to the Authorized Representative who signed in Section Two.

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Form I-9

Section 3Updating and Reverification

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Section 3

This area is to be completed when the employer needs to update and/or re-verify the Form

I-9. For instance:

•Change in name (update)

•Extension of Visa work permit (reverify)

•Switched Visa type (reverify)

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Section 3

During the updating, what will happen if any area is not filled out correctly?

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Section 3

Answer: The document will be returned to the Authorized Representative who signed in Section Three.

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Authorization Process

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Authorization Process

After studying the I-9 training information:

1. Take the practice test,

2. Then continue on to the final test. You must complete the

test with 100% accuracy. You may retake the test multiple

times.

3. When you are done, notify Financial Services/Payroll that

you’ve completed this training by sending an email to:

[email protected] and your immediate supervisor.

You will be notified via email to confirm your authorization.

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Questions and Answers

To Form I-9

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Question 1

Where can I locate the Form I-9?

Note the Form I-9 is available on ASU’s Human Resources Forms page at:

http://www.asu.ed/hr/forms/I-9

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Question 2

Can I accept documents that used to be on the Form I-9 but aren’t now?

No. Employers may only accept documents listed on the List of Acceptable Document on Form I-9. When re-verifying employees, employers should ensure that they use the new Form I-9 with its updated list of acceptable documents.

NOTE: The ORIGINAL documents must be used to collect this information. ASU CANNOT accept photocopies.

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Question 3Is the Form I-9 available in different languages?The form I-9 is available in English and Spanish. However, only employers in

Puerto Rico may have employees complete the Spanish version for their records. Employers in the 50 states and other U.S. territories may use the Spanish version as a translation guide for Spanish-speaking employees, but must complete the English version and keep it in the employer’s records. Employees may also use or ask for a translator/preparer to assist them in completing the form.

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Question 4What are a few common problem the Financial Services/Payroll finds

when processing Form I-9s?

• Forms that are not signed or dated. Even if the Form I-9 is certified via a notary, it must still be signed. The Department is still responsible for this signature.

• International employees use List B and List C documents (they may only use List A).

• Dates are not written in the specified MM/DD/YYYY format.

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Question 5Do I need to make copies of any of the acceptable documents presented

in section 2?

Yes. You must make a legible copy of the US Passport and the Permanent Resident Card and the Employment Authorization Document (EAD card) from List A so that a Financial Services representative can complete the E-Verify photo matching process.

No copies are ever needed from acceptable documents presented from List B or List C.

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Question 6What must I do differently for international employees?

Please send International hires to the Human Resource office in the USB Building to receive personal, one-on-one assistance from Financial Services international employee specialists who can help them to:

1. Correctly complete their I-9

2. Understand the Glacier Tax Compliance System

3. Understand the Social Security Card application process

4. Review any possible tax treaty benefits

5. Select the proper Arizona Form A-4 withholding option

6. Understand direct deposit setup

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Resource Links

Handbook for Employers, Instructions for Completing the Form I-9http://www.uscis.gov/files/nativedocuments/m-274.pdf

The Form I-9 Process In A Nutshell http://www.uscis.gov/files/article/EIB102.pdf

I-9 Document in Reviewhttp://www.uscis.gov/files/article/OBL_103.pdf

I Am an Employer. . . How Do I. . .http://www.uscis.gov/files/article/IamanemployercompleteformI9.pdf

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Thank you!

Thank you for your interest in complying with the laws and regulations regarding how to correctly complete and submit the Form I-9.

Your expertise in serving the ASU Community is much appreciated.

Please continue to the Pre-test section of this training.

End of Presentation