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Form I-9 Training for Department Representatives

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Page 1: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Form I-9 Training for Department Representatives

Page 2: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Course ContentPurpose of the Form I-9Introduction to the Form I-9Form I-9, Section 1Form I-9, Section 2Form I-9, Section 3I-9 Exceptions and Special Situations

I-9 Training

Page 3: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Form I-9, Employment Eligibility Verification The purpose of the I-9 form is to verify

Identity Authorization to work in the United States

Form I-9 Purpose

Page 4: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

All new employees must complete a Form I-9 Renewal of work authorization for

international employees Federal law provides for civil and criminal

penalties for failure to comply with Form I-9 requirements

Form I-9 Purpose

Page 5: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Multi-page form includes: Instructions Form I-9 List of Acceptable Documents

Give the employee all pages

Form I-9 Introduction

Page 6: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Requirements when hiring a new employeeSection 1 Upon Hire, no later than Day One

Section 2No later than Day ThreeValid proof of identity and work eligibility

Send documents to Human ResourcesOriginal I-9Copy of valid documents

Form I-9 Introduction

Page 7: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Requirements for re-verification/renewal of work authorizationSection 1 Record employee name and SSN

Section 3Before previous authorization expires

Send documents to Human ResourcesOriginal I-9Copy of valid documents

Form I-9 Introduction

Page 8: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Original I-9 and copies of supporting documents go to Human Resources

Keep a copy in the departmental file

Form I-9 Introduction

Page 9: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Form I-9; Section 1Employee Information and Verification

Page 10: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

To be signed no later than first day of employment

The employee has three business days to provide supporting documents Provide Instructions pages and List of Acceptable Documents Do not request specific documents

Form I-9; Section 1Employee Information and Verification

Page 11: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Is Section 1 complete? Legal Name Signature Citizenship Date

Form I-9; Section 1Employee Information and Verification

Page 12: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Form I-9; Section 2Employer Review and Verification

Page 13: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

To be completed no later than the third day of employment

Form I-9; Section 2Employee Information and Verification

Page 14: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

What document does the employee need?List A – Establishes both identity and

authorization to work in the US

List B – Establishes identity

List C – Establishes eligibility to work

One document from List A

-or-

One from List B and one from List C

Form I-9; Section 2Employee Information and Verification

Page 15: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Can I accept this document? Original – no faxes or photocopies Signed Unexpired – Refer to the List of Acceptable

documents for exceptions Appears valid

Still not sure?

Contact Human Resources

Form I-9; Section 2Employee Information and Verification

Page 16: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Record the Documents Use the correct column

Don’t record the List B document in the List C column

Use the correct lines in each column Document Title Issuing Authority Document # Expiration Date

Make a copy of each Attach copies to the I-9 Don’t copy any additional documents

Form I-9; Section 2Employee Information and Verification

Page 17: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Complete the Certification Date of actual first work date regardless of payroll start date Signature, Name, Title UT Department Name and Address Date

Form I-9; Section 2Employee Information and Verification

Page 18: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Form I-9; Section 3Updating and Reverification

Page 19: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

When is Section 3 used? Extension of work authorization Work authorization status changes New Name

Make a copy of the supporting document

Form I-9; Section 3Updating and Reverification

Page 20: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Social Security Number applied for Complete the I-9 on time Copy the official Receipt Letter (proof that SSN

has been requested) Use the SSN on the letter to complete the I-9 Send to HR Records as usual

When SSN card is received Send a copy to HR Records

I-9 Exceptions and Special Situations

Page 21: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Social Security Number Delayed Complete the I-9 on time Copy the official Delay Letter (proof that SSN has been

requested) Send to HR Records as usual

When SSN card is received Send a copy to HR Records

Employment should not continue until

immigration status has been resolved!

I-9 Exceptions and Special Situations

Page 22: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Documents Applied for but not received Authorization to work at the university Replacement social security card, driver license, etc.

Complete the I-9 on time Copy the official Receipt Notice (proof that document

has been requested) Send to HR Records as usual

When document is received Send a copy to HR Records

I-9 Exceptions and Special Situations

Page 23: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Late I-9 Document the reason in writing Attach to the original I-9 Send to HR Records with all other documents

Review and correct your procedures Form I-9 is a federal compliance requirement

I-9 Exceptions and Special Situations

Page 24: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

I-9 Checklist for Department Representatives I-9 Handbook for Employers

Published by the U.S. Citizenship and Immigration Services

If working with an international employee, contact your local Center for International Education

I-9 Exceptions and Special Situations

Page 25: Course Content Purpose of the Form I-9 Purpose of the Form I-9 Introduction to the Form I-9 Introduction to the Form I-9 Form I-9, Section 1 Form I-9,

Human Resources

910 Madison Avenue, Suite 722

Memphis, TN 38163

(901) 448-5600 Office

(901) 448-5170 Fax

[email protected]

For Assistance


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