Things To Remember About Completing I-9 Forms A Tutorial For Hiring Managers Updated May, 2008

This slide show is intended to provide an overview tutorial to VPSI Hiring Managers on the requirements for verifying the employment eligibility of new hires. It is an overview only. You should also read and be familiar with the reference materials noted at the end of this presentation. Questions regarding any aspect of this process should be addressed to the Home Office Human Resources Department. If you need help at any time while completing an I-9 Form for a new employee, call the Human Resources Department immediately. We can walk you through what you need to do.

Verifying Employment Eligibility It is illegal to hire anyone who is not legally permitted to work in the U.S. Employers are responsible for verifying that the people they hire are allowed to work in the U.S.

Penalties There are severe penalties for hiring unauthorized workers. There are severe penalties for failing to properly follow the verification process. There are also severe penalties for fraudulently misrepresenting anyone’s employment eligibility status, or the use of fraudulent documents. The possible penalties include fines and jail terms. In addition, VPSI policy requires all VPSI employees to comply with these requirements. Failure to do so can result in disciplinary action.

What Is An I-9 Form? The I-9 Form is used to document the fact that we have checked to be sure a new employee is legally allowed to work in the U.S. Hiring managers are responsible for making sure the I-9 Form is properly completed on the employee’s first day of work. The form is included as part of the VPSI New Hire Package. I-9 Form

What Is An I-9 Form? New employees must show VPSI documents which establish they are legally authorized to work in the U.S. The form is a record of the process a Hiring Manager has completed to inspect documents presented by a new employee. I-9 Form

When Is The I-9 Completed? By law, the I-9 must be completed within 3 days of the hire of a new employee. VPSI policy requires the completion of the I-9 on an employee’s first day of work. It must be completed in person with the Hiring Manager (or other designated VPSI representative.) It cannot be completed prior to the acceptance of an employment offer, and it cannot be completed remotely. I-9 Form

Who Completes The Form? The employee must complete the top part of the form. The Hiring Manager must complete the second part of the form, indicating which documents were inspected. The Hiring Manager must also complete this last part of the form, attesting under penalty of perjury that the employee’s eligibility status has been properly checked. I-9 Form

What Documents Can Be Accepted? The list of acceptable documents is attached to the I-9 Form. Examples are contained in the Handbook for Employers, included with VPSI’s procedure. Documents must do two things: prove the identity of the person, and establish legal authorization to work in the U.S. Some documents do both of these things (such as a passport, or certain immigration documents). Other documents do only one of these things (such as a driver’s license, which can only be used to prove a person’s identity).

What To Do With Documents Show the list of acceptable documents to the employee, and invite the employee to present whatever acceptable documents s/he chooses. Inspect the documents to assure yourself that they belong to the person presenting them, and that they appear to be genuine. Use the Handbook for Employers to help determine if a document is genuine. It has a facsimile of each acceptable document. Record information about the documents you inspected in Part 2 of the I-9 Form. Do not make copies of the documents.

Record Information About Documents If you inspect a single document establishing both identify and employment eligibility (such as a passport), record information about that document here. If you inspect separate documents establishing identity and employment eligibility… You will never record document information in all three columns. …record information about the document establishing identity (such as a driver’s license) here… …and record information about the document establishing employment eligibility (such as a social security card) here. Refer to the document list accompanying the I-9 Form to determine which type of documents go in which column.

VPSI requires a copy of each employee’s driver’s license and social security card for other employment purposes. These documents may also be used to verify employment eligibility in the I-9 process. But VPSI cannot require employees to present these particular documents, or any other particular document. The employee must be allowed to choose which documents to present.

Other Document Issues If an employee does not have a social security card, s/he is required to apply for one. A receipt for this application is temporarily acceptable for completing an I-9. The I-9 must be updated when the employee receives his/her social security card. Do not ask for more documents than required. This violates the law. Do not make different requests of people who appear to be of foreign origin. This violates the law.

The I-9 Is Not An Ordinary Form Filling out an I-9 Form is not like filling out any other form. It cannot be corrected later. And, if it isn’t filled out correctly, the Company can be subject to penalties. I-9 Forms can be audited by the federal government at any time. If you are contacted and requested to make your I-9’s available for audit, indicate they will be forwarded to your location from VPSI’s headquarters office, and contact the Home Office Human Resources Department immediately.

Updating I-9 Forms Sometimes, documents used to complete an I-9 Form have expiration dates. When this is the case, the I-9 Form may have to be updated by re-inspecting the employee’s updated documents. When this is necessary, you will be contacted by the Home Office Human Resources Department.

Handbook for Employers References Handbook for Employers Be sure to read VPSI’s company procedure. The federal government’s Handbook for Employers is included with this procedure. Both are available on the Intranet with the Standard Operating Procedures. VPSI Procedure 30-61

Quick Reference Guide There is also a quick reference sheet included in the New Hire package.

Additional State Requirements Some states now add their own requirements to this process. If you are in Arizona, VPSI must complete an on-line verification process. Only employees who have been authorized by the Company, and completed required training, can do this. If you are in Georgia, this requirement may become effective in 2009. If you are in Colorado, an additional form is required at the time of hire.

Your Responsibilities As a Hiring Manager, you are responsible for Knowing the requirements of the employment eligibility process. Following these requirements when processing a new employee. Completing the I-9 Form in a timely, and accurate manner. Meeting the company’s responsibility to hire only individuals who are legally authorized to work in the U.S.