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FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION FORM

FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION FORM. Why do we need to fill out an I-9 form?. To comply with the law, Collin College must: Verify the identity and employment authorization of EVERY new hire after Nov 6, 1986.

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FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION FORM

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  1. FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION FORM

  2. Why do we need to fill out an I-9 form? • To comply with the law, Collin College must: • Verify the identity and employment authorization of EVERY new hire after Nov 6, 1986. • Complete form I-9 at the time of hire or within the first 3 days of employment. • Retain the form for 3 years after the date of hiring an employee, or 1 year after the date employment is terminated, whichever is later.

  3. Which employees should NOT complete a Form I-9? • Hired before November 7, 1986. • Employed for casual domestic work. • Independent contractors. • Providing labor to us but are employed by a contractor providing us contract services. • Not physically working on US soil.

  4. COMPLETING FORM I-9Section 1 • Must be completed by the employee at the time of hire or within the first 3 days of employment. • If the employee cannot complete Section 1 without assistance, someone may assist him. The preparer/translator must then complete the Preparer and/or Translator Certification block. • Collin College is responsible for reviewing and ensuring that our new employee fully and properly completes Section 1.

  5. COMPLETING FORM I-9Section 1 1 1 2 2 3 3 4 4 5 6 Employee enters full name and maiden name, if applicable. 1 Employee enters current address and date of birth. 2 Employee enters his or her city address, state, ZIP Code, and Social Security Number. Entering SSN is optional unless the employer verifies employment authorization through the USCIS E-Verify Program. 3 4 Employee reads warning and attest to his or her citizenship or immigration status. Employee signs and dates the form 5 If the employee uses a preparer or translator to fill out the form, that person Must certify that he or she assisted the employee by completing this signature block 6

  6. COMPLETING FORM I-9Section 2 • Section 2 must be completed by an authorized employee of Collin College. • Employee must present an original document that establishes identity and employment documentation, within the first 3 days of employment. • We CANNOT establish what type of document the employee must present to us.

  7. COMPLETING FORM I-9Section 2 • There are 3 kinds of documents the new employee can present to us: • LIST A: Documents that establish both identity and employment authorization. • LIST B: Documents that establish Identity only. • List C: Documents that establish Employment Authorization only. • Employee may present documents from “List A” OR“List B” AND documents from “List C” • Expired documents are not acceptable.

  8. COMPLETING FORM I-9Section 2 1 2 3 Employer records document title(s), issuing authority, document number, and the expiration date from original documents supplied by employee. 1 Employer enters date employment began 2 Employer attests to examining the documents provided by filling out the signature block. 3

  9. COMPLETING FORM I-9LIST ADocuments establishing both Identity and Employment Authorization • U.S. Passport or Passport Card • Permanent Resident Card or Alien Registration Receipt Card (Form I-551). • Foreign passport that contains a temporary I-551 stamp or “Green Card” Stamp, or temporary I-551 printed notation on a machine readable immigrant visa (MRIV). • Employment Authorization Document (EAD) that contains a photograph (Form I-766). • In the case of a nonimmigrant alien authorized to work for a specific employer, a foreign passport with form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien’s nonimmigrant status, as long as the period of endorsement has not yet expired and proposed employment is not in conflict with any restrictions or limitations identified on the form. 6.Passport from the Federal States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI.

  10. COMPLETING FORM I-9LIST ADocuments establishing both Identity and Employment Authorization 1. U.S. Passport or Passport Card 3. Foreign passport that contains a temporary I-551 stamp (Green Card) 2. Permanent Resident Card (Form I-551) (Green Card) 4. Employment Authorization Document (Form I-766)

  11. COMPLETING FORM I-9LIST ADocuments establishing both Identity and Employment Authorization 5. Form I-94/I-94A Arrival/Departure Record containing nonimmigrant status 6. Passports of the Federated States of Micronesia and the Republic of the Marshall Islands

  12. COMPLETING FORM I-9LIST BDocuments establishing Identity Only • For persons over 18 • Driver’s license or ID card issued by a state or outlying possession of the United States, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address. • ID Card issued by federal, state, or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address. • School ID card with a photograph. 4.Voter’s registration card. 5.U.S. military card or draft record. • Military dependent’s ID card. • U.S. Coast Guard Merchant Mariner Card. • Native American tribal document. • Driver’s license issued by a Canadian government authority. • For persons under 18 • School record or report card • Clinic, doctor or hospital record. • Day-care or nursery school record.

  13. COMPLETING FORM I-9LIST BDocuments establishing Identity Only • For person over 18 1. State-issued Driver’s License 3. School ID card 2. State-issued ID Card 4. Voter’s registration card

  14. COMPLETING FORM I-9LIST BDocuments establishing Identity Only • For person over 18 7. U.S. Coast Guard Merchant Mariner Card 5. U.S. Military Card 6. Military dependent’s ID card 8. Native American tribal document

  15. COMPLETING FORM I-9LIST BDocuments establishing Identity Only • For person over 18 9. Driver’s license issued by a Canadian government authority 11. Clinic, doctor or hospital record • For person under 18 10. School record or report card 12. Day-care or nursery school record.

  16. COMPLETING FORM I-9LIST CDocuments establishing Employment Authorization only • U.S. Social Security account number card other than one that specifies on the face the issuance of the card does not authorize employment in the United States. (Copies not accepted). • Certification of birth Abroad issued by the U.S. Department of State (Form FS-545). • Certification of Rapport of Birth issued by the U.S. Department of State (Form DS-1350). • Original or certified copy of a birth certificate issued by a state, county, municipal authority, or outlying possession of the United States bearing an official seal. 5.Native American tribal document. 6.U.S. Citizen Identification Card (Form I-197). 7.Identification Card for Use of Resident Citizen in the United States (Form I-179) 8.Employment Authorization document issued by DHS (other than those listed under List A)

  17. COMPLETING FORM I-9LIST CDocuments establishing Employment Authorization only 1. U.S. Social Security 3. Certification of Rapport of Birth 2. Certification of birth 4. Original or certified copy of a birth certificate

  18. COMPLETING FORM I-9LIST CDocuments establishing Employment Authorization only 5. Native American tribal document. 7. Identification Card for Use of Resident Citizen 8. Employment Authorization document issued by DHS 6. U.S. Citizen Identification Card

  19. COMPLETING FORM I-9Section 3 • Section 3 of the Form I-9 must be filled out when: • Re-verifying employment authorization for current employees. • No later than the date the employee’s employment authorization expires. • Do not re-verify an expired U.S. passport or passport card, an Alien Registration Receipt Card/Permanent Resident Card, or a List B Document that has expired.

  20. COMPLETING FORM I-9Section 3 • Section 3 of the Form I-9 must be filled out when: • Re-verifying or updating employment authorization for rehired employees if: • You rehire the employee within the 3 years of the initial date of hire • The employee’s previous grant of employment authorization has expired but he or she is now eligible to work under a new grant of employment authorization • The employee is still eligible to work on the same basis as when Form I-9 was completed.

  21. COMPLETING FORM I-9Section 3 • To re-verify • Record the date of rehire; • Record the document title, number and expiration date (if any) of the document(s) the employee presents: • Sign and date Section 3; and • If you are re-verifying on a new Form I-9, write the employee’s name in Section 1. • To update, you must: • Record the date of rehire and the employee’s new name if applicable; • Sign and date Section 3; and • If you are updating on a new Form I-9, write the employee’s name in Section 1.

  22. COMPLETING FORM I-9Section 3– Re-verifying 1 2 3 1 Record the employee’s new name, if applicable, and date of rehire, if applicable. Record the document title, number, and expiration date (if any) of document(s) presented 2 Sign and Date 3

  23. E-Verify: The Web-based Verification companion to Form I-9 • As an employer that participates in the USCIS E-Verify Program, Collin College is entitle to: • Ask for the Social Security Number for all new employees filling out the I-9 Form. • If the employee chooses to present a List B and List C combination, the List B (identity only) document must have a photograph.

  24. IMPORTANT TIPS TO REMEMBER • We may not ask an employee for a specific document, including social security card, unless the employer participates in the E-verify program. • Forms I-9 must be stored for 3 years after the date we hire an employee, or 1 year after the date we or the employee terminates employment. • When re-verifying an employee Employment Authorization, Collin College is not required to verify an expired U.S. passport or passport card, an Alien registration receipt card/Permanent Resident Card, or a list B document that has expired.

  25. Special Cases

  26. COMPLETING FORM I-9RECEIPTS IN SECTION 2 • Collin College may accept some kind of receipts in lieu of a List A, List B or List C document. • A receipt indicating that an individual has applied for an initial employment authorization document (Form I-766) or for an extension of an expiring employment authorization document (Form I-766) is NOT acceptable. • We are NOT allowed to receive any receipt if employment lasts less than three business days.

  27. COMPLETING FORM I-9EXAMPLES OF ACCEPTABLE RECEIPTS

  28. COMPLETING FORM I-9RECEIPTS • When receiving the receipt: • When receiving the original document:

  29. COMPLETING FORM I-9DOCUMENTS THAT EMPLOYMENT-AUTHORIZED ALIENS MAY PRESENT (Temporary employment authorization)

  30. COMPLETING FORM I-9DOCUMENTS THAT EMPLOYMENT-AUTHORIZED ALIENS MAY PRESENT (Temporary employment authorization)

  31. COMPLETING FORM I-9DOCUMENTS THAT EMPLOYMENT-AUTHORIZED ALIENS MAY PRESENT (Temporary employment authorization)

  32. COMPLETING FORM I-9DOCUMENTS THAT EMPLOYMENT-AUTHORIZED ALIENS MAY PRESENT (Temporary employment authorization)

  33. COMPLETING FORM I-9DOCUMENTS THAT EMPLOYMENT-AUTHORIZED ALIENS MAY PRESENT (Temporary employment authorization)

  34. COMPLETING FORM I-9Special Cases • MINORS (INDIVIDUALS UNDER 18): If a minor – a person under the age of 18 – cannot present a List A document or an identity document from List B, complete Form I-9 as follows: • A parent or legal guardian must complete Section 1 and write “Individual under age 18” in the space for the employee’s signature; • The parent or legal guardian must complete the “Preparer/Translator Certification” block; • Write “Individual under age 18” in Section 2, under List B; and • The minor must present a List C document showing his or her employment authorization. You should record the required information in the appropriate space in Section 2.

  35. COMPLETING FORM I-9Special Cases

  36. COMPLETING FORM I-9Special Cases • EMPLOYEE WITH DISABILITIES(SPECIAL PLACEMENT) If a person with a disability, who is placed in a job by a nonprofit organization, association, or as part of a rehabilitation program, cannot present a List A document or an identity document form List B, complete Form I-9 as follows: • A representative of the nonprofit organization, a parent or a legal guardian must complete Section 1 and write “Special Placement” in the space for the employee’s signature. • The representative, parent or legal guardian must complete the “Prepare/Translator Certification” block. • Write “Special Placement” in Section 2, under List B; and • The employee with the disability must present a List C document showing his or her employment authorization. Record the required information in the appropriate space in Section 2.

  37. COMPLETING FORM I-9Special Cases

  38. Additional Information • U.S. citizen and Immigration Services • WEB SITE • WWW.USCIS.GOV • Handbook for Employers • http://www.uscis.gov/files/nativedocuments/m-274.pdf

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