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I-9 Completion & Compliance Webinar: Learn How to Properly Complete and Store Form I-9s

This webinar provides comprehensive guidance on completing Form I-9, including understanding antidiscrimination laws, acceptable documents, and storage requirements. Learn how to avoid common errors and comply with federal regulations.

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I-9 Completion & Compliance Webinar: Learn How to Properly Complete and Store Form I-9s

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Presentation Transcript

  1. I-9 Completion & Compliance

  2. I-9 Webinar

  3. I-9 Webinar Indexhttps://www.uscis.gov/i-9-central/learning-resources • Introduction • Why use Form I-9? • Who can legally work in the United States? • How do antidiscrimination laws protect employees? • Who is required to have a Form I-9? • How to Complete Section 1 • How to Complete Section 2 • How to Complete Section 3 • Acceptable Documents for Form I-9 • How should I store Form I-9s? • How long am I required to keep Form I-9s on file? • What do I do if I discover a mistake or I'm missing a Form I-9 for an employee? • How do Form I-9 and E-Verify work together? • Where can I find contact information and additional resources? • Main points to remember

  4. Fines and Penalties Failure to comply leaves the University and hiring departments subject to: • Civil fines • Criminal penalties (when there is a pattern or practice of violations) • Debarment from government contracts • A court order requiring the payment of back pay to the individual discriminated against • A court order requiring the employer to hire the individual discriminated against

  5. Completing Form I-9 – NMSU Process Smart Form (will soon be required – 5/1/2018) • Downloads best with Internet Explorer • Those completing it on the computer will see helper text for each field. (Built in instruction) • Drop-down lists are available for several fields (acceptable documents, calendars, states and countries.) • Once completed by both parties, all entries are reviewed for the correct format, including entries in blocks that require an N/A. If errors are found, the form will provide guidance on what needs to be fixed.

  6. Section 2. NMSU Process - Copying Documents • Copies of the documents the employee provided (one from list A or one from list B and one from list C) is required to be attached to the I-9.

  7. Missing I-9 Form – NMSU Process Employment Services send out periodic reminders as needed to Dean/VP/CC President, HR Liaisons and Business Managers. • If the form is in route to HRS no further action is needed. • If the department has not completed the form, they need to immediately contact the employee and complete the form.

  8. Storage and Retention- NMSU Process Central HR Stores and Retains I-9s

  9. Section 3: Reverification – NMSU Process • Employment Services sends out reminders to the employees periodically starting at approximately 90 days prior to expiration date. • Employees receive instructions to bring a List A or List C document (or acceptable receipt) showing continued employment authorization on or before the date that their employment authorization or documentation expires. • If no response is received, Dean/VP/CC Pres, HR Liaison, Business Managers are notified.

  10. Smart form tutorial https://www.uscis.gov/system/files_force/files/form/i-9.pdf?download=1

  11. Common Errors You must ensure that all parts of Form I-9 are properly completed and NMSU may be subject to penalties under FEDERAL law if the form is not completed properly. 80+ Common Errors • Required fields left blank • Incorrect document titles • Incorrect issuing authority (Social Security Card) • DOB/Today’s Date • Preparer/Translator blank • White out used • P.O. Boxes – Section 2 • Signing and dating

  12. Hiring Process • Upon request to hire, initiating and completing hiring action in hiring system. • HRS recommendation: Submit hiring action prior to start date. • Complete I-9 per federal guidelines • HRS recommendation: Complete I-9 prior to start date – can be completed as soon as offer is accepted

  13. Form I-9 Resources Human Resources – Employment Services • Hadley Hall Room 17 • 646-8000 • teamhrs@nmsu.edu I-9 Central • www.uscis.gov/I-9Central Additional Training Resources - https://www.uscis.gov/e-verify/e-verify-webinars/take-free-webinar • Webinars – Live Internet-based seminars that you can attend without leaving your office or On-Demand

  14. Disclaimer Immigration law can be complex and it is not possible to describe every aspect of the process. This presentation provides basic information to help you become generally familiar with rules and procedures. For more information on the law and regulations please see the Web site: www.dhs.gov/E-Verify.

  15. Questions?

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