Completion of I-9 Form Employment Eligibility Verification - U.S. Citizenship and Immigration Services www.uscis.gov/I-9 VHCC - June 2009

Current Version Use of the most recent version of the form I-9 is required. The form in current use is dated 02/02/09. Blank copies of any previous versions should be destroyed. Current version of the form is available in VHCC Payroll Office. VHCC - June 2009

Basic Guidelines I-9 forms must be completed on all new hires since November 6, 1986. I-9 must be on file entire period of employment for each employee. I-9 files are to be maintained separately from all other personnel/payroll files. If employment is terminated, I-9 is to be destroyed one year after termination or three years after hire date, whichever is later. VHCC - June 2009

Completion of I-9 The instructions for completing the I-9 must be made available during completion of the form (instructions available in Payroll Office). I-9 is to be completed, signed and dated by employee prior to or on the first day of work. All fields in Section 1 are to be completed by new employee. VHCC - June 2009

Completion of I-9 Employer Review and Verification in Section 2 must be completed before or within 3 business days of hire date. Employer is required to examine one document from List A OR one document from List B and one from List C. No More, No Less. Doing more can result in being fined for discrimination. VHCC - June 2009

Completion of I-9 Employers CANNOT specify which documents will be accepted. The employee may present any unexpired documents listed on back of I-9 form. Employees must submit original documents. Employers may, but are not required to, photocopy documents presented. If photocopies are made, they must be made for all new hires. VHCC - June 2009

Completion of I-9 Employer must completely fill out required information in Section 2 before signing and dating. Includes: Document Title; Issuing Authority; Document Number; Expiration Date (if applicable); and Date Employment Begins. VHCC - June 2009

Completion of I-9 If employee cannot present the necessary documents within 3 days of employment date (because documents are lost, stolen or destroyed), he/she must present a receipt for application for the replacement document with 3 days of hire. The employee then has 90 days from date of hire to present the actual document. VHCC - June 2009

Completion of I-9 Use the first day of actual work as the employment begin date in the “Certification” section. Do NOT Back Date forms. Whoever sees the original documents presented by the new employee should sign the I-9 in Section 2. VHCC - June 2009

Correcting Errors Draw a single line through incorrect information. Date and initial by person making correction. Write missing information or correct information nearby. DO NOT USE White Out or Obliterate error. VHCC - June 2009

Penalties Fine of not less than $110 and not more than $1,100 for each employee for whom the I-9 is not properly completed, retained and/or made available for inspection. Fines up to $3,000 per employee and/or 6 months imprisonment for knowingly hiring or continuing to employ unauthorized aliens. VHCC - June 2009

Penalties Unlawful discrimination: $375-$16,000 fine. Document fraud: $375-$6,500 fine. In some cases, managers are being charged with felonies. VHCC - June 2009

Assistance The VHCC Payroll Office is available to provide any assistance needed in completion of I-9 forms. Contact Dava Sweeney at 2520 (ADM 106) or Charlene Kirk at 2530 (ADM 108). VHCC - June 2009

Anti-Discrimination Notice It is illegal to discriminate against any individual (other than an alien not authorized to work in the United States) in hiring, discharging, or recruiting or referring for a fee because of that individual’s national origin or citizenship status. It is illegal to discriminate against work-authorized individuals. VHCC - June 2009