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Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

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Presentation on theme: "Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,"— Presentation transcript:

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2 Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9, Section 1 Form I-9, Section 2 Form I-9, Section 2 Form I-9, Section 3 Form I-9, Section 3 I-9 Exceptions and Special Situations I-9 Exceptions and Special Situations

3 Form I-9, Employment Eligibility Verification Form I-9, Employment Eligibility Verification The purpose of the I-9 form is to verify The purpose of the I-9 form is to verify Identity Identity Authorization to work in the United States Authorization to work in the United States

4 All new employees must complete a Form I-9 All new employees must complete a Form I-9 Renewal of work authorization for international employees Renewal of work authorization for international employees Federal law provides for civil and criminal penalties for failure to comply with Form I-9 requirements Federal law provides for civil and criminal penalties for failure to comply with Form I-9 requirements

5 Multi-page form includes: Multi-page form includes: Instructions Instructions Form I-9 Form I-9 List of Acceptable Documents List of Acceptable Documents Give the employee all pages Give the employee all pages

6 Requirements when hiring a new employee Requirements when hiring a new employee Section 1 Upon Hire, no later than Day One Upon Hire, no later than Day One Section 2 Section 2 No later than Day Three No later than Day Three Valid proof of identity and work eligibility Valid proof of identity and work eligibility Send documents to Human Resources Original I-9 Original I-9 Copy of valid documents Copy of valid documents

7 Requirements for re-verification/renewal of work authorization Requirements for re-verification/renewal of work authorization Section 1 Record employee name and SSN Record employee name and SSN Section 3 Section 3 Before previous authorization expires Before previous authorization expires Send documents to Human Resources Original I-9 Original I-9 Copy of valid documents Copy of valid documents

8 Original I-9 and copies of supporting documents go to Human Resources Original I-9 and copies of supporting documents go to Human Resources Keep a copy in the departmental file Keep a copy in the departmental file

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10 To be signed no later than first day of employment To be signed no later than first day of employment The employee has three business days to provide supporting documents The employee has three business days to provide supporting documents Provide Instructions pages and List of Acceptable Documents Provide Instructions pages and List of Acceptable Documents Do not request specific documents Do not request specific documents

11 Is Section 1 complete? Is Section 1 complete? Legal Name Legal Name Signature Signature Citizenship Citizenship Date Date

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13 To be completed no later than the third day of employment To be completed no later than the third day of employment

14 What document does the employee need? What document does the employee need? List A – Establishes both identity and authorization to work in the US authorization to work in the US List B – Establishes identity List C – Establishes eligibility to work One document from List A -or- One from List B and one from List C

15 Can I accept this document? Can I accept this document? Original – no faxes or photocopies Original – no faxes or photocopies Signed Signed Unexpired – Refer to the List of Acceptable Unexpired – Refer to the List of Acceptable documents for exceptions Appears valid Appears valid Still not sure? Still not sure? Contact Human Resources

16 Record the Documents Record the Documents Use the correct column Use the correct column Dont record the List B document in the List C column Dont record the List B document in the List C column Use the correct lines in each column Use the correct lines in each column Document Title Document Title Issuing Authority Issuing Authority Document # Document # Expiration Date Expiration Date Make a copy of each Make a copy of each Attach copies to the I-9 Attach copies to the I-9 Dont copy any additional documents Dont copy any additional documents

17 Complete the Certification Complete the Certification Date of actual first work date regardless of payroll start date Date of actual first work date regardless of payroll start date Signature, Name, Title Signature, Name, Title UT Department Name and Address UT Department Name and Address Date Date

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19 When is Section 3 used? When is Section 3 used? Extension of work authorization Extension of work authorization Work authorization status changes Work authorization status changes New Name New Name Make a copy of the supporting document Make a copy of the supporting document

20 Social Security Number applied for Social Security Number applied for Complete the I-9 on time Complete the I-9 on time Copy the official Receipt Letter (proof that SSN has been requested) Copy the official Receipt Letter (proof that SSN has been requested) Use the SSN on the letter to complete the I-9 Use the SSN on the letter to complete the I-9 Send to HR Records as usual Send to HR Records as usual When SSN card is received When SSN card is received Send a copy to HR Records Send a copy to HR Records

21 Social Security Number Delayed Social Security Number Delayed Complete the I-9 on time Complete the I-9 on time Copy the official Delay Letter (proof that SSN has been requested) Copy the official Delay Letter (proof that SSN has been requested) Send to HR Records as usual Send to HR Records as usual When SSN card is received When SSN card is received Send a copy to HR Records Send a copy to HR Records Employment should not continue until immigration status has been resolved!

22 Documents Applied for but not received Documents Applied for but not received Authorization to work at the university Authorization to work at the university Replacement social security card, driver license, etc. Replacement social security card, driver license, etc. Complete the I-9 on time Complete the I-9 on time Copy the official Receipt Notice (proof that document has been requested) Copy the official Receipt Notice (proof that document has been requested) Send to HR Records as usual Send to HR Records as usual When document is received When document is received Send a copy to HR Records Send a copy to HR Records

23 Late I-9 Late I-9 Document the reason in writing Document the reason in writing Attach to the original I-9 Attach to the original I-9 Send to HR Records with all other documents Send to HR Records with all other documents Review and correct your procedures Review and correct your procedures Form I-9 is a federal compliance requirement Form I-9 is a federal compliance requirement

24 I-9 Checklist for Department Representatives I-9 Checklist for Department Representatives I-9 Handbook for Employers I-9 Handbook for Employers Published by the U.S. Citizenship and Immigration Services Published by the U.S. Citizenship and Immigration Services If working with an international employee, contact your local Center for International Education If working with an international employee, contact your local Center for International Education

25 Human Resources 910 Madison Avenue, Suite 722 Memphis, TN (901) Office (901) Fax


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