Completing Form I-9Overview

What will be covered

I-9 Basics newI9.com! – Online Access http://www.newi9.com/ Section 1 – Employee Information Section 2 – Employer Verification of documentation Additional Resources

I-9 Basics

Form I-9 is a federal compliance requirement

Risks for Non-Compliance Penalties for knowingly hiring or continuing to employ an authorized

alien Failure to comply with employment eligibility verification

requirements

Fines for Failing to Comply with I-9 requirements Civil monetary penalties in an amount of not less than $110 and not

more than $1,100 for each violation

USCIS responsibilities for alien employment authorization and E-Verify

I-9 Basics - Dates

Section 1 – Employee completes no later than first day of work

Acceptable documents – Employee has three days from first day of work to present original unexpired documents

Section 2 – Department must complete no later than three days after first day of work

If any of these dates are missed, an explanation needs to be attached to the electronic I-9 documents

Best practice: Complete the I-9 as soon as employment is accepted

I-9 Basics

Calculating the third day for document verification

Mon Tues Wed Thurs Fri

Employee Start Date Day 1 Day 2 Day 3

Employee must Complete

Section 1 by this day

Department must Complete

Section 2 by this day

Best practice: Complete the I-9 as soon as employment is accepted. If either of these dates are missed, an explanation must be attached to the electronic I-9 documents.

I-9 Basics

From the List of Acceptable Documents, the new hire must provide:• One selection from List A

-OR-• One from List B and one from List C

Original unexpired documents only

Departments cannot suggest or request specific documents

When can a new hire complete Section 1????

New hires can complete Section 1 of the Form I-9 either :

On their first day of employment

Before their first day of hire, if you have offered the job and they have accepted the offer. Best Practice if possible!

newI9.com ! – Online Access for new hire

http://www.newi9.com/

Employer Code for W&M/VIMS is 14621

Enter 14621

Section 1 – Employee Information

New Hire must enter all required information.

E-mail Address & Telephone Number are optional fields

If the new hire does not have a Social SecurityNumber, choose SSN Applied For

Section 1. Employee Information

This date is the first day the employee begins work for pay. Section 1 can be completed prior to this date, but must be completed no later than the employee’s first day of work.

Attestation Section

The New Hire will check one ofthe four (4) choices:

Employee Review

The new hire has the opportunity to review the information completed in Section 1. If anychanges are necessary, simply click on the “Change Information” link.

Employee Electronic Signature

Once the new hire completes the above electronic signature section and chooses “Continue”the message below appears to remind them of the requirement to present original documentationwithin three (3) business days of the date they begin work.

Section 1. Employee Instructions on Documentation

New Hires areprovided with instructionson the types of documentationto provide.

Section 2 – Employer Review

When are Employers required to complete Section 2?

Section 2 of Form I-9 must be completed within three business days of the date of hire of their employee (the date of hire is the first day of work for pay). For example, if your employee began work for pay on Monday, you must complete Section 2 by Thursday of that week. If the job lasts less than three days, you must complete Section 2 no later than the first day of work for pay.

Section 2 – Important Dates

• The Date the Employee Began Employment• Current date is entered if Section 2 is completed the same day the employee

begins work for pay.

• A past date is entered if Section 2 is completed after the employee began work for pay. Enter the actual date the employee began work for pay.

• A future date is entered if Section 2 is completed after the employee accepts the job offer but before they begin work for pay. Enter the date the employee expects to begin work. If the employee begins work for pay on a different date, correct the date by selecting the “Change Section 1 Information” link.

• The Date the Employer Examined the Employee’s Documents• The date the employer completes Section 2 by examining the documentation

presented by the employee. This is automatically generated by the electronic I9 system.

Verifying Date Employee Completed I-9

Before you begin completing Section 2, to verify the datethe new hire completed Section 1 click on the “View and PrintEmployee Receipt” link

Viewing Employee Receipt

Date new hire completedSection 1.

I-9 Completed on First Day

The new hire presents their documentation on the same day they begin work. Complete Location and continue completing Section 2.

I-9 Completed before First Day

A future date of employment can be enteredonce the new hire accepts the offer even before they start working.

If the new hire begins work on a different date, the date can be corrected by selecting the “Change Section 1 Information” link.

Employer Date – Verification of Documents

In this example, the first day of employment is 11/04/2013, the documents were verified on 11/05/2013 which is within the three day window. The new hire completedSection 1 on 11/04/2013 which was on their first day of work.

Date

ente

red

In Se

ction

2

Date automatically generated by system

I-9 Completed After First Day

The date of employment of 11/18/2013 will remain with you completing the location before continuing to complete Section 2.

If the date of employment of 11/18/2013 needs to be changed , click on the Review/Change Section 1 Information to make the update . Now complete the location before continuing to complete Section 2.

Section 1 for Charles Monarch

Section 2 Certification

In this example, the first day of employment was 11/18/2013, the documents were verified on 11/26/2013 which is NOT within the three day window. The new hire completedSection 1 on 11/26/2013 which was NOT on their first day of work.

If this occurs, a document needs to be attached to the I-9explaining why the I-9 was not completed on or before theNew hire’s first day of work.

Additional Resources

Completing the Form I-9 rev 6-2013

I-9 Resources webpage

USCIS Website I-9 Central

Questions????

If you have any questions concerning processing a Form I-9, please contact the following areas:

Human Resources 221-3769

Student Financial Aid 221- 7799

Thank you