Completing the Form I-9 at UNO for US Citizens-Domestics (Updated for August 7, 2009 Form)

1. Completing the Form I-9 at UNO for US Citizens-Domestics (Updated for August 7, 2009 Form)

2. The Form I-9 Required of employers with one or more employees since 1986. Purpose: • To establish the identity of employees hired for work in the United States. • To establish employees’ eligibility for employment in the United States.

3. Where is the Form I-9? The form is located in SAPPHIRE: http://sapphire.nebraska.edu/index.asp Path: Business Forms, UNO, Human Resources, Personnel Administration Forms (blank), New Hire Packet. The updated form is the only version accepted (dated 08/07/2009 at bottom right of form). Discard all other blank I-9 forms.

4. New Employee’s Role • Completes, signs and dates Section 1 of Form I-9 on or prior to the FIRST DAYOF WORK(witnessed by University representative signing form). (New employee receives form and instruction pages.) • Presents original, unexpireddocuments. Certified copy of birth certificate accepted. • one document from Column A OR • one document from Column B AND one from Column C.

5. Documentation Note Common Error You may not specify which of the accepted documents you want the employee to present. Show them the list and let them decide.

6. Important! If the new employee cannot produce ALL the proper documents, DO NOT sign the I-9 form. Ask the person to return with the correct documents promptly because . . . an employer is NOT to authorize a person to begin work if the person started more than 3 days prior to the date you are viewing the documents. Should the University be found in non-compliance, UNO could be subject to fines of $1000 per error.

7. Common Errors-Section 1 of I-9 • No employee signature; no date • Form completed after first day of work (form may be completed prior to first work day) • Status box unchecked (“US Citizen” is only choice departments may authorize.) • Missing date of birth, maiden name (if applicable) • Missing/incomplete local address

8. Internationals Please remember: All international new hires—students, faculty, and staff—must complete the I-9 form in the Human Resources Office, EAB 205. (Any category other than US Citizen requires Human Resources’ attention.) Anyone with a social security card that states it does not authorize employment in the US must come to HR to do their I-9.

9. Employer’s Role • Witnesses completion of I-9 by new employee. • Makes no assumptions about a person’s citizenship. A “foreign-looking” person may very well be a citizen and vice versa. • Reviews only original, unexpireddocuments as of April 3, 2009. (Certified copies of birth certificates are permitted.)

10. Employer’s Role cont. • Completes Section 2 of I-9: Document Title, Issuing Authority, Document #, Expiration Date (if any) in relevant column and order. • Completes Certification portion (penalty of perjury): Enters the FIRST DAY OF WORK. • Prints and signs name; enters title, address, and date legibly—no abbreviations. • If error, draws one line through; initials/dates.

11. Common Errors-Section 2 of I-9 • Information in columns A/B/C entered on wrong lines, incorrectly and/or incompletely • Listed document(s) unacceptable • Employee’s first day of work missing (Certification Section) • No employer signature; no date • Completed more than 3 days after start date • Missing/abbreviated employer information

12. Who signs the Form I-9 at UNO? UNO representatives trained to complete I-9 • Chairpersons • Directors • Department heads • Office support staff (Ex: SAP User Group) If in doubt about signing the Form I-9, do not sign. Please send the person to Human Resources, EAB 205.

13. Documents Make copies of the original, UNEXPIRED documents - front and back of driver’s license, SS card, etc. Examples: • U.S. Passport or Passport Card (Column A ) • Driver’s License (Column B) • School ID (Column B) • Birth Certificate (Column C) • Social Security Card (Column C)

14. Documents If you have any doubts about the validity of a document, please ask the employee to come to HR to do their I-9. We have resources for assuring documents are genuine. If necessary, copy the document in color to assure legibility (MavCards, Passports)

15. Documents cont.: Social Security Account Number Card Issues • Social Security Card may not always confirm work authorization and cannot be accepted: • “Not Valid For Employment” • “Valid For Work Only With DHS Authorization” • Laminated card where reverse side states “invalid if laminated” • Canadian Social Security Card similar to US card • Unsigned Social Security Card

16. Documents cont.-Distribution • Departments may keep a copy of the completed Form I-9. • Original Form I-9 goes to HR. • Send the I-9 to HR promptly to avoid being out of compliance (for departments not completing E-Verify) - separate the I-9 from the PAF, PDF, etc., and send on its own. • For Rehires, notify HR to check I-9 status for re-verification of the I-9 and E-Verify ahead of time. Not necessary for “Employment Pause.”

17. Other Common Errors • Over-documentation. Ex: If US Passport submitted, do not ask for Social Security Card or driver’s license. • Inconsistent/illegible photocopies (MavCards copied in B&W may be illegible) • Failure to retain copies of front & back of I-9 • Corrections not initialed/undated • Unnecessary writings/notes in margins & reverse side of I-9

18. E-Verify • Required within 3 days of hire • If you need E-verify training, contact HR. • Because we use E-verify, we may request Social Security numbers from employees. • The date of hire is day zero when counting the 3 days for compliance. • Because we use E-verify, the List B document must include a photograph.

19. QUESTIONS OR COMMENTS???