Form I-9 Training

FORM I-9 TRAINING
Employment Eligibility Verification
Purpose of Form I-9
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The Immigration Reform and Control Act of 1986 made all U.S.
employers responsible for verifying the employment eligibility of all
employees (both citizen and noncitizen) hired after November 6,
1986.
To implement the law, employers are required to complete
Employment Eligibility Verification forms (Form I-9) for all
employees.
Employers are subject to civil or criminal penalties if they do not
comply with the Immigration Reform and Control Act of 1986.
Authorized officers of the Department of Homeland Security (DHS),
the U.S. Department of Labor (DOL), or the Office of Special
Counsel for Immigration Related Unfair Employment Practices
(OSC) can request I-9 forms for inspection.
Additional Information
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An individual cannot begin employment unless Section 1 of this
form is completed on the first day of employment. The individual
has 3 business days to provide original documents. If unable to do
so, employee must be terminated immediately.
Listing more documents than required is considered “over
documenting” and could result in civil penalties.
The original I-9 forms will be maintained in Human Resources.
Do not make photocopies of the documents or the I-9 form.
o However, for payroll purposes (to verify name & number), Human
Resources will still need a copy of the social security card. Do
not attach this copy to the I-9.
Additional Information Continued
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A receipt may be used but the actual document
must be presented within 90 days. The I-9 form
must be completed/finalized at the time actual
document is presented.
Anyone not a US Citizen (F1, H1B, etc.) will need
to complete their I-9 form in Human Resources.
Cannot use an expired form or document.
If an incomplete or incorrect I-9 form is received in
Human Resources, the department will be
contacted and asked to correct the form.
Section 1: Employee
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Must be completed on the first date of employment.
All parts of Section 1 must be completed solely by the
employee.
Note: No other part of the I-9 may be completed by the
employee.
Following Fields to be Completed:
o Full Name (& Maiden Name, if applicable)
o Full Current Address & Date of Birth
o Social Security Number
o Employee must check Immigration Status, and include
their Alien number & Visa expiration date (if applicable)
o Signature & Date
Section 2: Employer
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Must be completed within 3 business days of employment start
date.
Employee is allowed to choose which documents to present; do
not ask to see specific documents.
The documents presented:
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1. Prove Employee Identity
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2. Provide proof of eligibility to work in the US
Employee must present original documents.
o Do not accept any document that does not appear to be genuine
or appears to be photocopied
Review the List of Acceptable Documents on the back of the I-9
Form to ensure that all documents presented will qualify.
Section 2: Employer Continued
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List only one document in List A, or one document for List B &
one document for List C.
Note: Only regular APSU employees can complete this form
(temporary employees cannot).
Following Fields to be Completed:
o Document title
o Issuing authority
o Document #
o Expiration Date (if any)
o Anticipated start date
o Signature, Printed Name, & Title of the APSU employee that
verified the original document(s)
o Business Name & Address, and Date
Eligible
Documents
List A
Or
List B & C
Document Title,
Issuing Authority,
Document Number
& Expiration Date
Start
Date
List B
Documents
-These documents
establish identity and
must have a picture.
List A Documents
-These documents establish both
identity (have picture) and
employment eligibility.
List C Documents
-These documents establish
employment eligibility.
-Note: If the Social Security
Card states, “ Valid for work
only with INS or DHS
authorization” you may ask
for a CIS-issued document
granting US employment
authorization.
Practical Examples
Example: List A

I-9 How To
Complete:
List A
Document title: ___US Passport_______
Issuing authority: __US Government___
Document #: ____15000003________
Expiration Date (if any): _01-15-08__
Example: List B & C
I-9 How To
Complete:
List B
Document title: __Driver’s License___
Issuing authority: _State of Tennessee_
Document #: __9-11-2001-666____
Expiration Date (if any): _12-20-2000
List C
Document title: Social Security Card__
Issuing authority: Social Security Admin
Document #: __000-00-0000_______
Expiration Date (if any): ___N/A____
Example: Non Acceptable Document
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A social security card
that says, “Valid for
work only with INS or
DHS Authorization” is
restricted and cannot be
used. If this document is
presented, an employer
must ask the employee
to present a document
issued by CIS that
authorizes employment
in the United States.
Remote Hiring
Remote Hiring Instructions
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The hiring department will
need to complete the
Remote
Hire
Notary
Notice Form.
Then send the out of area
employee both the Remote
Hire Notary Notice Form
& the Remote Hire Notary
Notice Form Instructions so
the employee can give
these forms to the notary
public that completes their
I-9 form.
Review
Facts to Remember
Employee must complete Section 1
on or before the first day of
employment.
Do Not ask for specific
documents &
Do Not over document.
Use Remote Hiring
forms for Out of
Area employees
Employer
must complete
Section 2 within 3
business days of
start date.
Do Not make
copies of the form
or documents.
Questions