Employment Eligibility Verification The I-9/E-Verify Process Robyn Williams

Agenda I-9 resources I-9 regulations E-Verify definition How to complete the I-9 form Understanding common visa types Viewing I-9 information in SAP Monitoring for expired identification documentation

I-9 Resources (SSC) Shared Service Center Website SSC I-9 Training Information SSC I-9 Tab I-9 Process I-9/E-Verify Procedure I-9 Form (ISS) International Students and Scholars Immigration Services Robyn Williams, I-9 and E-Verify Processor, phone 49-49688, fax 49-46138, interoffice mail to FREH/HR-SSC SAP: PA20 – Infotype 94 (I-9 residence status) and Infotype 48 Monthly reports: Missing I-9 and Expired Status Reports

Purpose Form I-9 is required by DHS (U.S. Department of Homeland Security). The purpose of the form is to document that every new employee is authorized to work in the United States. The I-9 is required for ALL employees paid by Purdue University.

E-Verify E-Verify is required for all employers who have federal contracts. E-Verify provides an instant employment eligibility confirmation. Information will be entered into E-Verify from the I-9 and supporting documents. Verification number is printed on the I-9 when employment is approved. New hire and re-hire PA Form’s cannot be entered without the completed I-9 Form, including the E-Verify number.

Requirements/Regulations Employers may NOT specify which documents they will expect from the employee. Only original documents are acceptable for verification purposes. Copies of the supporting documents are not required for citizens, but are required for permanent residents and non-residents to be submitted with the I-9 to the HR- SSC. I-9 form is required by law within three days of hire. Purdue University policy requires I-9 completion on or before the hire date. White Out (correction fluid or tape) may NOT be used on any part of this form.

Requirements/Regulations The I-9 must be sent with the new hire/re-hire PA Form. The PA Form will not be entered without the I-9. Non-citizens who have a “999” number assigned to them must provide a valid social security number within 30 days of hire. Certain documents listed on the I-9 list are no longer acceptable because of E-Verify. List B documents must include a photograph. All documents must be current and valid. (Expired documentation is not acceptable.)

Completing the I-9 form: Employee Completes Section 1 - (Ensure that they have marked a box and signed and dated the form.)

Completing the I-9 form Employer (you) completes Section 2 – (The list of acceptable documents is on the back …minus a few options due to E-Verify.) Be sure to put the HIRE DATE in the “certification” paragraph and sign and date the form).

Completing the I-9 form Re-Hires (Employers may complete Section 3 for re-hires and “updates.” In this instance, the employee is not required to fill out section 1. Only the name and social security number are necessary in section 1.) The I-9 can be re-verified if the original I-9 is not over 3 years old. Original I-9 forms should be re-verified only once, do not keep making a copy of the original I-9 and re-verify. Use a new form.

I-9 Acceptable Documents

U.S. Citizens List A or B and C document information placed in Section 2. (Refer to documents page of the I-9 form for a list of acceptable docs.) List B documents must include a photo. Copies of documents are kept with the I-9 form in the business offices. They are not required to be sent with the I-9 form to HR - SSC.

Things to watch for: Birth certificates issued by hospitals are not acceptable. Social Security cards that state “Not Valid for Employment” or “Valid for Work Only with Authorization.” Do not highlight or make notes on the original I-9 form. Be sure the start date is completed in Section two. Be sure that List A, B, and C information is recorded in the correct lines.

International Status F-1 Student Visa J-1 Student Visa (J1S) or J-1 Professor/Scholar (J1T) H-1B Temporary Worker Lawful Permanent Resident Alien (RA) Conditional Resident Alien (RAC) Temporary Resident Alien (RAT) TN (Trade NAFTA) Working Visa Employment Authorization Card (EA)

I-9 Help Sheet: F-1 Must be full time student May work 20 hours on-campus during academic year Additional hours allowed only during specific breaks With approval, may work more than 20 hours per week due to “curricular practical training” or “optional practical training”

How it looks on the I-9 Form: I-9 Help Sheet: F-1 F-1 Required Documentation: Passport, I-94 Card, I-20 form How it looks on the I-9 Form:

Passport Example

I-94 Example

F-1 Form I-20 Example

I-9 Help Sheet: J-1 Student Visa Must be full-time student May work 20 hours on campus during academic year Additional working hours allowed only during specific breaks Eligible for up to 18 months of academic training following completion of program (36 months for post doctoral training) May work more than 20 hours a week with ISS or DHS permission J-1 students working a bi-weekly position are also required to have J-1 Student Approval Form to be submitted with their I-9 information.

I-9 Help Sheet: J-1 Professor/Scholar (JIT) Visiting researchers, professors, short-term scholars or specialists May be paid by sponsoring institution May not enroll in a formal degree-granting academic program

I-9 Help Sheet: J-1 J-1 Required Documentation: Passport, I-94, DS-2019 How it looks on the I-9 Form:

DS-2019 Example

I-9 Help Sheet: H-1B Performs professional services for a fixed period of time Employment permitted only with the sponsoring institution that obtained USCIS approval for the visa classification

How it looks on the I-9 form: I-9 Help Sheet: H-1B H-1B Required Documentation: Passport, I-94 card, I-797A/I-797C How it looks on the I-9 form: If you receive a receipt notice for H-1B, the expiration date is 240 days past the current expiration date.

I-797 Example

H-1B – Receipt Notice A receipt is acceptable for 240 days after the current H-1B expiration date.

I-9 Help Sheet: Resident Alien (RA) Individuals who have permission to reside permanently in the United States Form I-551, permanent resident (resident alien) card (or I-551 stamp in passport) 10-year validity; however status never expires Also referred to as a “green card”

I-9 Help Sheet: Conditional Residential Alien (RAC) Individuals who have been granted conditional permanent residency in the United States Form I-551, permanent resident (RA) card Two-year validity, employers must re-verify employment eligibility before expiration date

I-9 Help Sheet: Resident Alien (RA) RA and RAC Required Documentation: RA Card or Valid B&C documents How it looks on the I-9 form: RA cards will have an issue and expire date that is 10 or more years apart. RAC cards will have an issue and expire date that is two years apart.

RA Example

I-9 Help Sheet: Temporary Resident Alien (RAT) Individuals who have been granted temporary permission to reside in the United State under certain special U.S. government programs RAT may apply for extension. Receipt of application is good for 1 year ONLY if noted on the receipt w/ one year statement.

I-9 Help Sheet: Resident Alien (RAT) RAT Required Documentation : Visa with Temporary Statement -or- Passport with RAT Stamp How it looks on the I-9 form:

How it looks on the I-9 form: I-9 Help Sheet: EA Employment Authorization (EA) Required Documentation: EA Card How it looks on the I-9 form: EA card expiration date can be extended for 180 days with receipt of application document.

EA Example

I-9 Help Sheet: TN (Trade NAFTA) Working Visa Citizens of Canada and Mexico Canadians require I-94 card and passport as employment authorization Mexicans require USCIS Form I-797A, I-94 card and passport May be employed and compensated only by the sponsoring employer through whom the status was obtained

How it looks on the I-9 form: I-9 Help Sheet: TN TN Required Documentation: Passport, I-94 with TN Stamp How it looks on the I-9 form:

PA20 – Infotype 94

Missing I-9 Report The first Tuesday of every month the Missing I-9 report is forwarded to business offices/departments that have new hires without proper I-9 identification documentation.

Expired Status Report The first Tuesday of every month the Expired Status report is forwarded to business offices/departments that have current employees whose status is expired or will expire in the next 90 days.