Completing Form I-9 Overview

What will be covered I-9 Basics newI9.com! – Online Access Section 1 – Employee Information Section 2 – Employer Verification of documentation Additional Resources

I-9 Basics Form I-9 is a federal compliance requirement Risks for Non-Compliance Penalties for knowingly hiring or continuing to employ an authorized alien Failure to comply with employment eligibility verification requirements Fines for Failing to Comply with I-9 requirements Civil monetary penalties in an amount of not less than $110 and not more than $1,100 for each violation USCIS responsibilities for alien employment authorization and E- Verify

I-9 Basics - Dates Section 1 – Employee completes no later than first day of work Acceptable documents – Employee has three days from first day of work to present original unexpired documents Section 2 – Department must complete no later than three days after first day of work If any of these dates are missed, an explanation needs to be attached to the electronic I-9 documents Best practice: Complete the I-9 as soon as employment is accepted

I-9 Basics Calculating the third day for document verification Mon Tues Wed Thurs Fri Employee Start Date Day 1Day 2 Day 3 Employee must Complete Section 1 by this day Department must Complete Section 2 by this day Best practice: Complete the I-9 as soon as employment is accepted. If either of these dates are missed, an explanation must be attached to the electronic I-9 documents.

I-9 Basics From the List of Acceptable Documents, the new hire must provide: One selection from List A -OR- One from List B and one from List C Original unexpired documents only Departments cannot suggest or request specific documents

When can a new hire complete Section 1???? New hires can complete Section 1 of the Form I-9 either : On their first day of employment Before their first day of hire, if you have offered the job and they have accepted the offer. Best Practice if possible!

newI9.com ! – Online Access for new hire Employer Code for W&M/VIMS is Enter 14621

Section 1 – Employee Information New Hire must enter all required information. Address & Telephone Number are optional fields If the new hire does not have a Social Security Number, choose SSN Applied For

Section 1. Employee Information This date is the first day the employee begins work for pay. Section 1 can be completed prior to this date, but must be completed no later than the employees first day of work.

Attestation Section The New Hire will check one of the four (4) choices:

Employee Review The new hire has the opportunity to review the information completed in Section 1. If any changes are necessary, simply click on the Change Information link.

Employee Electronic Signature Once the new hire completes the above electronic signature section and chooses Continue the message below appears to remind them of the requirement to present original documentation within three (3) business days of the date they begin work.

Section 1. Employee Instructions on Documentation New Hires are provided with instructions on the types of documentation to provide.

Section 2 – Employer Review When are Employers required to complete Section 2? Section 2 of Form I-9 must be completed within three business days of the date of hire of their employee (the date of hire is the first day of work for pay). For example, if your employee began work for pay on Monday, you must complete Section 2 by Thursday of that week. If the job lasts less than three days, you must complete Section 2 no later than the first day of work for pay.

Section 2 – Important Dates The Date the Employee Began Employment Current date is entered if Section 2 is completed the same day the employee begins work for pay. A past date is entered if Section 2 is completed after the employee began work for pay. Enter the actual date the employee began work for pay. A future date is entered if Section 2 is completed after the employee accepts the job offer but before they begin work for pay. Enter the date the employee expects to begin work. If the employee begins work for pay on a different date, correct the date by selecting the Change Section 1 Information link. The Date the Employer Examined the Employees Documents The date the employer completes Section 2 by examining the documentation presented by the employee. This is automatically generated by the electronic I9 system.

Verifying Date Employee Completed I-9 Before you begin completing Section 2, to verify the date the new hire completed Section 1 click on the View and Print Employee Receipt link

Viewing Employee Receipt Date new hire completed Section 1.

I-9 Completed on First Day The new hire presents their documentation on the same day they begin work. Complete Location and continue completing Section 2.

I-9 Completed before First Day A future date of employment can be entered once the new hire accepts the offer even before they start working. If the new hire begins work on a different date, the date can be corrected by selecting the Change Section 1 Information link.

Employer Date – Verification of Documents In this example, the first day of employment is 11/04/2013, the documents were verified on 11/05/2013 which is within the three day window. The new hire completed Section 1 on 11/04/2013 which was on their first day of work. Date entered In Section 2 Date automatically generated by system

I-9 Completed After First Day The date of employment of 11/18/2013 will remain with you completing the location before continuing to complete Section 2. If the date of employment of 11/18/2013 needs to be changed, click on the Review/Change Section 1 Information to make the update. Now complete the location before continuing to complete Section 2.

Section 1 for Charles Monarch

Section 2 Certification In this example, the first day of employment was 11/18/2013, the documents were verified on 11/26/2013 which is NOT within the three day window. The new hire completed Section 1 on 11/26/2013 which was NOT on their first day of work. If this occurs, a document needs to be attached to the I-9 explaining why the I-9 was not completed on or before the New hires first day of work.

Additional Resources Completing the Form I-9 rev I-9 Resources webpage USCIS Website I-9 Central

Questions???? If you have any questions concerning processing a Form I-9, please contact the following areas: Human Resources Student Financial Aid Thank you