Documents which establish both identity and eligibility: Documents which establish identity (must be used with a List C document): Documents which establish employment authorization (must be used with a document from List B): You don't have to send the I-9 form and documents to USCIS. The card contains the bearer’s photo, name, USCIS number, date of birth, laser-engraved fingerprint, and card expiration date. You may make copies of employee documents, but you must. The documents on List A show both identity and employment authorization. Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or I-94A. Some List A documents are in fact a combination of 2 or more documents. For examples, please visit. Information and updates regarding Coronavirus and continuity of HR Operations: At this time, albeit teleworking, the HR Ops team is working business as usual to serve the needs of UMS staff and student workers. Make sure the applicant's status as they have listed it on Section I matches the identification documents. �b�.Vkc3�u����v�BH�D����4c�����S\���o9Xq�� � Employees presenting an acceptable List A document should not be asked to present any other document. Some employees may also have older Resident Alien cards, issued by the U.S. Department of Justice, Immigration and Naturalization Service, which do not have expiration dates and are valid indefinitely. We do not expect you to be a document expert, but we do expect you to accept documents that reasonably appear to be genuine and to relate to the person presenting them. Official Website of the Department of Homeland Security, USCIS Response to Coronavirus 2019 (COVID-19), Questions and Answers Related to COVID-19, Completing Section 1, Employee Information and Attestation, Completing Section 2, Employer Review and Attestation, Completing Section 3, Reverification and Rehires, U.S.Coast Guard Merchant Mariner Document (MMD) card, Form I-571, Refugee Travel Document (PDF), Certificate of U.S. Share sensitive information only on official, secure websites. Foreign passport with Form I-94 or Form I-94A with Arrival/Departure Record, and containing an endorsement to work. How to Create a Corporate Resolution - What to Include, The Balance Small Business Terms of Use and Policies, The Balance Small Business is part of the, new hires are eligible to work in the U.S, U.S. Customs and Immigration Service (USCIS. Both the previous and new cards will remain valid until the expiration date shown on the card. The illustrations do not reflect the actual size of the documents. Another older version of the Form I-551 shows the DHS seal and contains a detailed hologram on the front of the card. 4 0 obj
You may need to reverify the employee’s authorization to work when certain List A or List C documents expire. List A documents are acceptable to identify the worker and also to establish work authorization. Please contact your campus HR office for assistance in completing the form. The U.S. Department of State issues the U.S. passport to U.S. citizens and noncitizen nationals. endobj
` 0�ES�t��\���9 /�)Sg3�:��(;NY��. However, this section does not provide all of the variations of a particular document, and new versions of a document may become available after we publish this handbook. Counterparts and Electronic Signatures – Are They Legal? Please note that if an employee provides a Social Security Card as a List C document it must be UNRESTRICTED. Both formats will remain valid until the expiration date shown on the card. 15. Share sensitive information only on official, secure websites. Sample Documents Paper Form I-9; SOCIAL SECURITY CARDS. The process of completing Form I-9 is in two steps: Step 1- The employee completes Section 1, attesting to (confirming with evidence) the documents presented, and then. Please note that if an employee provides a Social Security Card as a List C document it must be UNRESTRICTED. Driver's license or ID card issued by a U.S. state or outlying possession of the U.S. provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address, 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, Driver's license issued by a Canadian government authority. You also cannot accept receipts if employment is for less than three business days. Employees may present a single document from List A (unless they are an alien authorized to work) OR one document each from List B and List C. For a list of acceptable documents, please visit the USCIS website. Payroll Email payroll@maine.edu Telephone (Voicemail while working remotely): (207) 581-9104 | Payroll Fax: (207) 561-3456, Frequently Asked Payroll and Benefits Questions, HR Operations Standard Operating Procedures, List A: U.S. Passport or U.S. Passport Card, List B: Driver's License + List C: Social Security Card, List B: Driver's License + List C: Birth Certificate, Box #2: A Noncitizen National of the United States, List A: Foreign Passport + Form I-94 + I-20 (F-1 visa), List A: Foreign Passport + Form I-94 + DS-2019 (J-1 visa), List A: Foreign Passport + Form I-94 (TN/E/O/H-1B visa status), List A: Employment Authorization (EAD) Card, {"serverDuration": 917, "requestCorrelationId": "a073e88cfac8db3e"}, https://gojira.its.maine.edu/confluence/display/HumanRes/HR+Operations+Coronavirus+COVID-19+Information, https://gojira.its.maine.edu/jira/servicedesk/customer/portal/13, Human Resources Operations Knowledge Base, https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents, https://www.uscis.gov/i-9-central/acceptable-documents/employment-authorization-extensions-0, https://www.uscis.gov/i-9-central/acceptable-documents/receipts, How to Complete Form I-9 MaineStreet as Administrator, How to Complete Form I-9 Employment Eligibility Verification via Employee Self-Service, Nonresident Frequently Asked Payroll Questions, "VALID FOR WORK ONLY WITH INS AUTHORIZATION", "VALID FOR WORK ONLY WITH DHS AUTHORIZATION". x��[K���0���K5�d`�%9P Q"��e��D��j� ���b����^�f.3 �H֫Y�Ȫ!ŋ����~���7����7��W/ŷﶛ�)���x�a�Qb��JX�-�$�ŻO�� ~��������Ļ?o7��[�����hՈ�BEi�hEP^Z-�b�O��J�TJP���mb�qw�0��t32-��ZߌK#�T������W~�i���\J��} Citizenship (Form N-560) or Replacement Certificate of Citizenship (Form N-561) (PDF, 40.3 KB), or the Certificate of Naturalization (Form N-550) or N-570 (PDF). A Form I-797 issued to a conditional resident may be an acceptable List C document in combination with his or her expired Form I-551. By using The Balance Small Business, you accept our. However, in certain circumstances, an EAD past its “Card Expires” date qualifies as an unexpired EAD. the USCIS began issuing the current card on May 1, 2017; Some cards issued after May 1, 2017, may still display a previous format. A Social Security Account Number card, unless the card includes one of the following restrictions: VALID FOR WORK ONLY WITH INS AUTHORIZATION, VALID FOR WORK ONLY WITH DHS AUTHORIZATION, Certification of report of birth issued by the U.S. Department of State (Forms DS-1350, FS-545, FS-240), Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying territory of the United States bearing an official seal, Form I-197, U.S. Citizen Identification Card, Form I-179, Identification Card for Use of Resident Citizen in the United States, Employment authorization document issued by the Department of Homeland Security. Employees who choose to present a List B document must also present a document from List C for Section 2. J-1 exchange students also need a letter from their responsible officer authorizing their employment. Form I-9 requires original signatures. This document is subject to reverification. The following is an example of how to fill out the I-9 form when choosing from List A, #4 (Employment Authorization Document contains a photograph). List B documents are acceptable to identify the worker, and. On May 1, 2017, USCIS began issuing a redesigned Form I-766, Employment Authorization Document, (EAD) to certain individuals with temporary authorization to work in the United States. The list below is general and it doesn't include details about requirements for documents. See Section 4.4, Automatic Extensions of Employment Authorization Documents in Certain Circumstances, for more information. I-9 Central Form I-9 Acceptable Documents Form I-9 Acceptable Documents Employees must provide documentation to their employers to show their identity and authorization to work. If your employee’s document contains a future expiration date: For more information on unlawful discrimination, see Section 10.0, Unlawful Discrimination and Penalties for Prohibited Practices. For a list of acceptable receipts for Form I-9, see Table 1 in Section 4.3, Acceptable Receipts. Both formats will remain valid until the expiration date shown on the card. Employees who choose to present a List C document must also provide a document from List B, evidence of identity, for Section 2. Cards may contain one of the following notations below the expiration date: For curricular practical training, F-1 nonimmigrant students with a Form I-94, Arrival/Departure Record, must also have Form I-20, Certificate of Eligibility for Nonimmigrant Students, endorsed with employment authorization by the designated school official. Both the existing and new EADs will remain valid until the expiration date shown on the card. Jean Murray, MBA, Ph.D., is an experienced business writer and teacher. USCIS issues an EAD to all F-1 students who are authorized for optional practical training (OPT) and M-1 students authorized for practical training. For Form I-9 purposes, citizens of these countries may present FSM or RMI passports accompanied by a Form I-94 indicating nonimmigrant admission under the CFA, which are acceptable documents under List A. Official Website of the Department of Homeland Security, 12.1 List A Documents That Establish Identity and Employment Authorization, USCIS Response to Coronavirus 2019 (COVID-19), 1.0 Why Employers Must Verify Employment Authorization and Identity of New Employees, 6.0 Evidence of Status for Certain Categories, 7.0 Rules for Continuing Employment and Other Special Rules, 8.0 Correcting Errors or Missing Information on Form I-9, 10.0 Unlawful Discrimination and Penalties for Prohibited Practices, 11.0 Instructions for Agricultural Recruiters and Referrers for a Fee, 12.0 Acceptable Documents for Verifying Employment Authorization and Identity, 12.2 List B Documents That Establish Identity, 12.3 List C Documents That Establish Employment Authorization, 13.0 Some Questions You May Have About Form I-9.