If you are the owner or manager of a business that hires employees, you probably already know that you must complete I-9 employment verification forms on all new employees. This requirement applies to both domestic and international workers. You also need to verify the validity of documents provided by all employees. As well as completing an I-9, you will need to register your business with E-Verify, which is a program that allows employers to electronically verify that new employees are authorized to work in the United States.
Form I-9
When you hire a new employee, one of the most important steps you have to do is obtain a completed Form I-9 for employment verification. This document can be obtained from your human resources department. It is a required form that should be kept in a locked file cabinet. The form is also available to download on the USCIS website.
In addition to obtaining a Form I-9, you also need to verify that your employee is authorized to work in the United States. This is done by collecting and analyzing documents from the employee. If there are any errors, you should make corrections. Typically, you can use a pen or a computer to draw a line through the incorrect information.
Acceptable documents
If you are hiring an employee, you need to provide an acceptable document to verify his or her work authorization. To do this, you will need to fill out Form I-9. The form consists of three parts. First, you must enter the first name, last name, and middle initial of the person you are hiring. Secondly, you must enter the date the person began employment and receiving remuneration. You also need to enter the date the person began to present documentation.
Once you have entered these information, you will need to choose the documents you will use to verify the applicant’s identity and authorization to work. There are a number of acceptable documents to choose from, but each one has specific requirements.
Expired documents
If an employee’s employment authorization is expired, he or she must provide an unexpired document. The document can be an old List A or B document or a renewed version of that document. It must establish identity and show evidence of authorization for work.
The document may not be an unexpired passport. However, if the employee’s passport was issued before October 2007, it must be reviewed by the employer to determine whether or not it is still acceptable. Expired passports are considered unacceptable documents.
A good rule of thumb is to examine the document in the presence of the employee. If the document appears genuine, accept it. Otherwise, reject it.
One of the most important steps in Form I-9 employment verification is ensuring that the document that the employee presents to the employer is genuine. An unexpired document must be reviewed in the presence of the employee and the employee’s identity must be established.
Requirements for employees with CPT/CJ-1 status
If you are an employer with employees in CPT or CJ-1 status you may want to do a little ad-hoc testing. Luckily, the US Department of Homeland Security has created an I-9 verification checklist to help you out. This list is broken down into three categories. You can use it to ensure your employees get the job done right the first time. Once you have completed your checklist, be sure to retain it in case of a future audit.
The most important part of the test is the DUO two-factor authentication. To qualify for this, your employee must possess an upgraded EID. There are other requirements as well, like an updated driver’s license and a valid passport.
E-Verify
E-Verify is an electronic system that allows employers to verify their employees’ eligibility for employment. It is a free service, but some employers are required to participate in it by local and state laws. In addition, there are penalties for employers who fail to comply.
E-Verify is an Internet-based tool that compares Form I-9 information to records held by the Department of Homeland Security and the Social Security Administration. The resulting match ensures that the employee is legally authorized to work in the United States. If a mismatch is found, it may be a serious problem, and significant fines could be imposed. Using E-Verify is important for all employers, regardless of whether they are required to participate.
