The I-9 Form

1. The I-9 Form Human Resources Payroll Services

2. PURPOSEThe Immigration Reform and Control Act made all U.S. employers responsible to verify the employment eligibility and identity of all employees hired to work in the United States after November 6, 1986. To implement the law, employers are required to complete Employment Eligibility Verification forms (Form I-9) for all employees, including U.S. citizens. The I-9 must be completed on the first day of employment; and documents must be verified within 3 DAYS of the hire date or the employer may terminate employment If the employer is audited and the I-9 is found incomplete the employer could face fines from $100-$10,000 The Importance of the I-9 Form

3. Section 1: Employee Information

4. Section 1: Employee Attestation Jose Reyes Individuals would only check this if they are from the following: American Samoa, Marshall Islands*, Micronesia*, Northern Mariana Islands*, Palau* *Certain former citizens/children of noncitizen nationals born abroad

5. Section 1: Employee Attestation Jose Reyes

6. Section 1: Employee Attestation Jose Reyes

7. Section 2: Employer Review and Verification

8. Section 2: Certification Angie Gleghorn

9. Employee must complete Section 1 on the first day of employment Department signatory must verify identity and work authorization documents and complete Section 2 within three days of hire Date in Section 2 should be consistent with new hire start date on closing report/temp form/student form Both Sections 1 and 2 must be signed and dated by employee and department signatory You may complete the I-9 prior to start date so long as the employee has been offered and accepted the job. You may NOT use the Form I-9 to screen job applicants. I-9 Timing and Attestation

10. Records will process the I-9 so long as Section 2 has been completed by department signatory Signature attests that information in Section 1 is accurate and employment documents are authentic for the new hire Department signatory is accountable in event of audit The original, hard copy I-9 must be submitted for any new hire or previously terminated employee Do not use whiteout. If a mistake occurs during completion of the form, cross out the error, initial it, and insert the correct information. Staff I-9 Forms Processing

11. New hire can only be entered if Section II is complete (including new hire start date, department signature and date) and data for required EDB fields is provided EDB-required I-9 fields are: SSN, official name, type of ID/work authorization document presented Records will not correct or input missing dates on form Departments must communicate to supervisors and hiring managers that new hires who have not completed I-9 on first day must be sent home (or to HRA) If signature dates are not within required timeframe, form stands as-is and department will be accountable in event of audit I-9 Compliance

12. UCAT Employee Prefeed allows department to obtain 9 digit number for aliens authorized to work 9 digit number is NOT an SSN and should not be indicated on the I-9 or other external documents UCAT placeholder SSN should only be used for aliens authorized to work – do not use for US Citizens After creating placeholder, UCAT system will email you the 9 digit number Print a copy of the UCAT system email and submit to Records along with I-9/hiring paperwork Placeholder SSNs

13. Section 2: Permanent Resident Card (Green Card)

14. Section 2: Employment Authorization Document (I-766)

15. Section 2: Foreign Passport and I94 with expiration date (H1B, TN, E3)

16. Section 2: Foreign Passport and I94 without expiration date (F1, J1)

17. Section 2: Foreign Passport and I94 without expiration date (F1, J1) I-20DS-2019

18. Cannot ask for certain documents, but only certain combinations will work for foreign individuals. NEVER ask for visa type and then ask for certain documents pertaining to that status In most cases, “Aliens Authorized to Work” will only provide List A documents CANNOT accept Social Security Cards that have restrictions for I9 Verification. Restrictions are statements on the SS card. Restrictions include: “Not Valid for Employment” “Valid For Work Only with INS Authorization” “Valid For Work Only with DHS Authorization” Section 2: List B & C Documents for Foreign Individuals

19. Department only completes Section 3 (Employee does not need to complete for re-verification) Name of employee (if not a name change) and SSN must appear in Section 1 and at the top of page 2 If new document is NOT a permanent resident card or employment authorization card, the Document # is the I-94 number Section 3: Updating and Re-verification Angie Gleghorn

20. The I94 validates the status. So, the I94 should always be used When calculating 240 days for H1Bs…. If the individual is our CURRENT employee: calculate 240 days from the date expiration. (EX: If the status expires on 12/31/2010, add 240 days (beginning January 1, 2011 = August 28, 2011) If the individual is PORTING in: calculate 240 days from Notice Date (not received by date) Re-Verifying Form I-9

21. An Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees  The best means available for determining employment eligibility of new hires and the validity of their Social Security Numbers E-Verify electronically compares information contained on the Form I-9 with records contained in SSA and DHS databases to help employers verify identity and employment eligibility What is E-Verify

22. Effective Sept 8, 2009, E-Verify was mandated and applies to federal acquisition contracts over $100, 000 which have a period of performance longer than 120 days and to subcontracts for services or for construction that flow from a prime contract including the E-Verify clause that are worth $3,000 or more, and that are awarded on or after Sept 8, 2009.  Universities have an exemption from the Federal Contractor Rule, from verifying all employees and may choose to only verify those assigned to the federal contract.  We are required to use E-Verify for all new hires charged to a federal contract. We are required to use E-Verify for any current employees who will be working on a federal contract. Why is the University of Chicago using E-VERIFY?

23. I9 Form: http://www.uscis.gov/files/form/i-9.pdf Handbook for Employers: http://www.uscis.gov/files/form/m-274.pdf Resources

24. The I-9 Form QUESTIONS?