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Form I-9 Employment Eligibility Verification & E-Verify
Information January 6, 2015
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Review rules for Form I-9 completion. Reasons for using the
E-Verify system and its requirements. Delegate E-Verify process to
meet Dept. of Homeland Security (DHS) timing/processing
requirements. Training Goals
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Form I-9
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Background In 1986, in an effort to control illegal
immigration, Congress passed the Immigration Reform and Control Act
(IRCA). IRCA forbids employers from knowingly hiring individuals
who do not have work authorization in the United States. The
employment eligibility verification provisions, and sanctions, of
IRCA are found in Section 274A of the Immigration and Nationality
Act (INA).
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Background Individuals who may legally work in the United
States are: Citizens of the United States Noncitizen nationals of
the United States Lawful Permanent Residents Aliens authorized to
work Form I-9
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Background To comply with the employment eligibility
verification provisions of the INA an employer must: Verify the
identity and employment authorization documents of new hired
employees. Complete and retain a Form I-9 for each new employee.
Refrain from discriminating against individuals on the basis of
actual or perceived national origin, citizenship or immigration
status. Form I-9
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Completing Form I-9 All U.S. employers must have a Form I-9 on
file for all current employees. Exception:Employers are not
required to have Forms I-9 for employees hired on or before
November 6, 1986. Form I-9s are part of the required paperwork in
the DNR New Hire Packages. Form I-9s are stored in the Office of
Human Resources in Atlanta as per DHS retention requirements. Form
I-9
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Completing Form I-9 Lists of Acceptable Documents You must
provide the Lists of Acceptable Documents to the new employee when
completing the Form I-9. Document(s) presented by the employee must
be original, no photocopies. Employee may present a certified copy
of a Birth Certificate. These document(s) must not be expired. Use
the most Current version of the Form I-9(Rev. 03/08/13) Expiration
date of 03/31/16. Form I-9 DO NOT specify which document(s) the
employee may present from the Lists of Acceptable Documents.
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Tips for Completing the Form I-9 An information sheet, I-9
Completion Tip Sheet is located in the Hiring Packages section of
the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/hiring
_packages
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Completing Section 1 Employee Information and Verification
Employee must complete and sign Section 1 no later than the first
day of employment, but not before accepting the job. Ensure a SS#
is provided for E-Verify purposes. Employee must select one of the
four categories of Employee Attestation. Employee must sign and
date the form. If someone other than the employee completes Section
1, the Preparer and/or Translator Certification section must be
completed. Form I-9
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Completing Section 2 Employer or Authorized Representative
Review and Verification The employee must submit One document from
List A OR One document from List B AND One document from List C.
Employer or Authorized Representative must: Ensure that Section 1
is complete before completing Section 2. Complete and verify
Section 2. Complete Section 2 within 3 business days of the
employees hire date. Record the information from the documents
submitted. Complete the Certification Section. DO NOT specify which
document(s) the employee may present from the Lists of Acceptable
Documents.
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Form I-9 Section 3 Reverification and Rehires DNR does not use
Section 3. DNR requires a new Form I-9 to be completed for
rehires.
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Correcting Mistakes on the I-9 Form If you discover a mistake
on Form I-9, correct the existing form OR prepare a new Form I-9:
If you choose to correct the existing Form I-9, line out or mark
out the incorrect portions, enter the correct information, and
initial and date the correction. If you prepare a new Form I-9,
retain the old form. You should also attach a short memo to both
the new and old Form I-9s stating the reason for your action. Form
I-9
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Employee reminders: Form I-9 must be completed no later than
the 1 st day of employment. I-9 completion Tip Sheet is located on
the DNR Intranet. Documents submitted by the employee must be
original, no photocopies. However a Certified copy of a Birth
Certificate is acceptable. Documents cannot be expired. Section 2
must be completed by the employer within 3 days of hire. DO NOT ask
for specific documents from the Lists of Acceptable Documents.
REMINDERS
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E-Verify
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What is E-Verify E-Verify is a No-cost Internet-based system
that compares information from an employee's Form I-9, Employment
Eligibility Verification, to data from U.S. Department of Homeland
Security and Social Security Administration records to confirm
employment eligibility. E-Verify: Electronically verifies the
employment eligibility of newly hired employees. Helps maintain a
legal workforce. Protects jobs for authorized workers.
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E-Verify U.S. law requires companies to employ only individuals
who may legally work in the United States either U.S. citizens or
foreign citizens who have the necessary authorization. Employers
must have a completed Form I-9 on file for each person on their
payroll who is required to complete the form. The form must be
available for inspection by authorized U.S. Government officials
from the Department of Homeland Security, Department of Labor, or
Department of Justice.
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Penalties Employers must verify the identity and employment
authorization of each new hire. Employees must complete Section 1
of the form at the actual beginning of employment. The employer
must complete Section 2 AND verify the employment eligibility
through E-Verify within three days of the employee starting work.
The employer is responsible for ensuring that the forms are
completed properly, and in a timely manner. Failing to comply with
Form I-9 requirements may result in a minimum fine of $110 per form
up to a maximum of $1,100 per form.
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E-Verify Transition The transition from Centralized E-Verify
processing to allowing Field sites to process is due to: OHRs
effort to comply with the Dept. of Homeland Securitys 3-Day Rule.
Avoid penalties from the Dept. of Homeland Security for failure to
comply. Designated Field Staff will begin E-Verify processing on
New Hires with an effective date of February 1, 2015.
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E-Verify System Requirements E-Verify is an Internet-based
service with very simple system requirements. Employers who use
E-Verify need: A computer with Internet access and one of the
following Web browsers: - Internet Explorer (version 6.0 and above)
- Firefox (version 3.0 and above) - Chrome (version 7.0 and above)
- Safari (version 4.0 and above) Access to a printer. Adobe Acrobat
Reader software. E-Verify documentation is accessible online as
Portable Document Format (PDF) files.
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E-Verify Training Along with this document, additional
information has been placed on the DNR Intranet, in the Human
resources section, on the Training site at the following link:
http://dnrnet.dnr.state.ga.us/training This site will provide
instructions on the following: E-Verify Training - List A Document
Processing E-Verify Training - Lists B & C Document
Processing
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Form I-9 and E-Verify - CONCLUSION We have reviewed Form I-9
completion and E-Verify requirements: You now have access to the
E-Verify system. Starting with 2/1/15 new hires, you will verify
employment eligibility using E- Verify. You will ensure: Section 1
of Form I-9 is completed properly, no later than the 1 st day of
employment. Section 2 of Form I-9 is completed properly, no later
than the 3 rd day of employment. Employment eligibility is
verified/processed through E-Verify within 3 days of hire. To print
the Employment Authorization document and place it in the New Hire
Package with the Form I-9 (See E-Verify Training
Presentations).
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Questions? Form I-9 and E-Verify OHR Program Administrator
Contact Information Brian Nabors (404) 657-9840
[email protected]