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Office of Human Resources Authorization to Complete I-9 Forms. Human Resource Information System (HRIS). Facts.
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Authorization to Complete I-9 Forms
Human Resource Information System (HRIS)
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U.S. Citizenship and Immigration Services has issued a revised I-9 Form, Employment Eligibility Verification to comply with the Illegal Immigration Reform and Immigrant Responsibility Act of 1997 (IIRIRA).
The Act mandates the number of documents that employers may accept from new hires as eligibility verification be reduced.
This form has been updated to comply with the 1997 regulation that revised the List of Acceptable Documents.
The date this becomes effective has been extended to 12/26/07.
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The due date/deadline for submitting a Form I-9 for new employees is within 72 hours/3 days from the employees’ first day of work.
It is recommended that this form be submitted by the first day of work to avoid possible delays.
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To insure that ASU adheres to this new mandate, Human Resources 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 30 minute 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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Lists of Acceptable Documents
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List A affirms BOTH Identify and Eligibility
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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Employers must record:
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The unexpired Foreign Passport will:
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Items in list A include:
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Items in list B include:
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For persons under age 18 who are unable to present a document listed above:
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Items in list C include:
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Note: A Payroll representative fills out the date in the CERTIFICATON statement.
This date must be within 72 hours of the Date of Hire, otherwise the Date of Hire is adjusted and may affect Benefit eligibility.
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The Authorized Representative must use the precise address for the Business Organization.
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Question: What will happen if any area is not filled out correctly?
Answer: The document will be returned to the Authorized Representative who signed in Section Two.
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Updating and Reverification
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This area is to be completed when the employer needs to update and/or reverify the Form I-9. For instance:
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During the updating, what will happen if any area is not filled out correctly?
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Answer: The document will be returned to the Authorized Representative who signed in Section Three.
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To complete this online training to be authorized as a person who completes Form I-9, you must score 100% on the test, which the Office of Human Resources (OHR) will confirm.
To notify OHR that you’ve completed this training, send an email to:
[email protected] and your immediate supervisor.
You and your supervisor will be notified via email to confirm your authorization.
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About the Minor Revisions
To Form I-9
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Q. Where can I get the new Form I-9 (Rev. 06-05-07)N and the Employer Handbook (M-274)?
A. Both Form I-9 and the Employer Handbook are available as downloadable PDFs at www.uscis.gov Employers without computer access can order USCIS forms by calling our toll-free number at 1-800-870-3676. Individuals can also request USCIS forms and information on immigration laws, regulations, and procedures by calling the national Customer Service Center toll-free at 1-800-375-5283.
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Q. What is the difference between the revised Form I-9 and the old one?
A. Instructions regarding Section 1 of Form I-9 now indicate that the employee is not obliged to provide the Social Security Number in Section 1 of Form I-9, unless he or she is employed by an employer who participates in E-Verify. The section on Photocopying and Retaining Form I-9 now includes information about electronically signing and retaining I-9 forms.
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Q. Can I accept documents that used to be on the Form I-9 but aren’t now?
NOTE: The ORIGINAL documents must be used to collect this information. ASU CANNOT accept photocopies.
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Q. Are there any changes in the way the new Form I-9 is completed?
A. No. The updated form should be completed exactly the same way as the old one was. The only difference is the types of documents that employers may accept in Section 2.
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Q. Is the Form I-9 available in different languages?
A. 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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Q. What versions of Form I-9 are valid for use?
A. As of November 7, 2007, the form I-9 with a revision date of June 5, 2007 is the only version of the form that is valid for use. The revision date is printed on the lower right corner of the form and states “(Rev. 06-05-07)N”. All previous versions of Form I-9, in English or Spanish, are no longer valid. The 1988 version of Form I-9 in Spanish expired in 1991.Always note that the correct revision date of 06-05-07 is on the lower right corner of any form you work with.
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Q. When should employers begin using the version of Form I-9 marked with a revision date of “(Rev. 06-05-07)N”?
A. Employers must use the amended Form I-9 (Rev. 06/05/07)N for all individuals hired on or after November 7, 2007. However, DHS recognizes that employers should be afforded a period of time to transition to the amended Form I-9. DHS will publish a Notice the Federal Register announcing that is will not seek penalties against an employer for using a previous version of the Form I-9 during a 30 day transition period that begins on date of publication of the Notice. After the transition period, employers who fail to use Form I-9 (Rev. 06/05/07)N may be subject to all applicable penalties under section 274A of the INA, 8 U.S.C. 1324a, as enforced by U.S. Immigration and Customs Enforcement (ICE).
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Q. What is the regulation for use of the Form I-9?
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Q. Do I need to complete the new version of Form I-9 for all my employees or just the new hires as of December 24th, 2007?
A. Employers only need to complete the new version of Form I-9 (Rev. 06/05/07)N for new employees. Employers do not need to complete new forms for existing employees. However, employers must use the Form I-9 (Rev. 06/05/07)N when their employees require re-verification.
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Q. What is a common problem the Office of Human Resources finds when processing Form I-9s?
Even if the Form I-9 is certified via a notary, it must still be signed. The Department is still responsible for this signature.
Date of Hire should not be completed by the Authorized Representative. This will be completed by a Human Resources representative in Payroll.
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Handbook for Employers, Instructions for Completing the Form I-9
The Form I-9 Process In A Nutshell
I-9 Document in Review
I Am an Employer. . . How Do I. . .
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Job Aids and guides are available at:
For immediate technical help with this course, submit a CRM (Customer Relationship Management) ticket at:
Select University Technology Office for the organization, Type in a summary and description of your problem.
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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
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