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I-9 Form Introduced January 2017

I-9 Form Introduced January 2017. The New I-9 Form (dated 11/14/16) is Now Required. Please discard any old forms that you have in your office A new PDF Fillable Form is available. Using this version will help avoid some common errors Please use the electronic form if possible.

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I-9 Form Introduced January 2017

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  1. I-9 Form Introduced January 2017

  2. The New I-9 Form (dated 11/14/16) is Now Required • Please discard any old forms that you have in your office • A new PDF Fillable Form is available. Using this version will help avoid some common errors • Please use the electronic form if possible

  3. A New Hire is: • Anyone who has never worked at any OSU location • Faculty or Staff with a break in service of more than 30 days • Temporary Employee or Student Worker with a break in service of more than six months

  4. The I-9 should be completed on the first day of work or before The first date of employment on the I-9 should match the E-Verify Date and the hire date on the E-PAF

  5. Filling Out the New Form • There is a 15-page instruction book that MUST be accessible to the employee either via a link to the electronic form or on paper. • No field may be left blank. “N/A” should be entered anywhere that previously would have not been filled out. • The PDF fillable form will pre-fill most of these fields for you.

  6. Reminder • Each section of the form is signed under penalty of perjury by either the employee or the employer. • Errors should be crossed out and corrections initialed. No correction fluid can be used. • OSU Human Resources cannot change the form in any way.

  7. Section 1 – Employee Information • Reminder—name on form should match the documentation. • Address needs a physical location. No Post Office boxes are allowed. • New—Other LAST names used, rather than other names used field

  8. Section 1 – Employee Information • If you helped the employee fill out the form, you must fill out the attestation statement. • New—one of the Preparer / Translator boxes must be checked.

  9. Section 2 – Department Responsibility • Fillable PDF form will autofill the top section. • If using a paper form, copy the name exactly from Section 1. • Citizen/Immigration Status will be a 1, 2, 3 or 4, corresponding to the box checked in Section 1.

  10. Section 2 - Documents • Original documents only (other than a certified copy of a birth certificate). • One document from List A OR one List B AND one List C. List B items must have a photo. • Page 3 of the form lists the most common acceptable documents and the instruction book lists many other less common documents. • REMINDER – all blank boxes must have “N/A”

  11. Section 2 - Documents • The employer may NOT specify which documents to provide. • We CANNOT require a Social Security Card for I-9 purposes, but it is required for Payroll set up. • Do not request or accept more documentation than is required.

  12. Section 3 • At this time, only ISS is utilizing Section 3 of the I-9 form.

  13. Resources • U.S. Citizenship and Immigration Services • USCIS.gov • Human Resources • newhires@okstate.edu • Rachel 744-5161, Amanda 744-2910, Liz 744-5448 • International Students and Scholars • Linda Dunbar Garmy 744-5459

  14. Forms • Federal Government • https://www.uscis.gov/i-9 • Human Resources • http://hr.okstate.edu/hr/new-hire-info

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