Completion of I9 Form Employment Eligibility Verification U

Completion of I-9 Form Employment Eligibility Verification - U. S. Citizenship and Immigration Services www. uscis. gov/I-9 VHCC - June 2009

Current Version § Use of the most recent version of the form I-9 is required. The form in current use is dated 02/02/09. § Blank copies of any previous versions should be destroyed. § Current version of the form is available in VHCC Payroll Office. VHCC - June 2009

Basic Guidelines § I-9 forms must be completed on all new hires since November 6, 1986. § I-9 must be on file entire period of employment for each employee. § I-9 files are to be maintained separately from all other personnel/payroll files. § If employment is terminated, I-9 is to be destroyed one year after termination or three years after hire date, whichever is later. VHCC - June 2009

Completion of I-9 § The instructions for completing the I-9 must be made available during completion of the form (instructions available in Payroll Office). § I-9 is to be completed, signed and dated by employee prior to or on the first day of work. All fields in Section 1 are to be completed by new employee. VHCC - June 2009

Completion of I-9 § Employer Review and Verification in Section 2 must be completed before or within 3 business days of hire date. § Employer is required to examine one document from List A OR one document from List B and one from List C. No More, No Less. Doing more can result in being fined for discrimination. VHCC - June 2009

Completion of I-9 § Employers CANNOT specify which documents will be accepted. The employee may present any unexpired documents listed on back of I-9 form. Employees must submit original documents. § Employers may, but are not required to, photocopy documents presented. If photocopies are made, they must be made for all new hires. VHCC - June 2009

Completion of I-9 § Employer must completely fill out required information in Section 2 before signing and dating. § Includes: Document Title; Issuing Authority; Document Number; Expiration Date (if applicable); and Date Employment Begins. VHCC - June 2009

Completion of I-9 § If employee cannot present the necessary documents within 3 days of employment date (because documents are lost, stolen or destroyed), he/she must present a receipt for application for the replacement document with 3 days of hire. The employee then has 90 days from date of hire to present the actual document. VHCC - June 2009

Completion of I-9 § Use the first day of actual work as the employment begin date in the “Certification” section. § Do NOT Back Date forms. § Whoever sees the original documents presented by the new employee should sign the I-9 in Section 2. VHCC - June 2009

Correcting Errors § Draw a single line through incorrect information. § Date and initial by person making correction. § Write missing information or correct information nearby. § DO NOT USE White Out or Obliterate error. VHCC - June 2009

Penalties § Fine of not less than $110 and not more than $1, 100 for each employee for whom the I-9 is not properly completed, retained and/or made available for inspection. § Fines up to $3, 000 per employee and/or 6 months imprisonment for knowingly hiring or continuing to employ unauthorized aliens. VHCC - June 2009

Penalties § Unlawful discrimination: $375 -$16, 000 fine. § Document fraud: $375 -$6, 500 fine. § In some cases, managers are being charged with felonies. VHCC - June 2009

Assistance § The VHCC Payroll Office is available to provide any assistance needed in completion of I-9 forms. § Contact Dava Sweeney at 2520 (ADM 106) or Charlene Kirk at 2530 (ADM 108). VHCC - June 2009

Anti-Discrimination Notice § It is illegal to discriminate against any individual (other than an alien not authorized to work in the United States) in hiring, discharging, or recruiting or referring for a fee because of that individual’s national origin or citizenship status. It is illegal to discriminate against work-authorized individuals. VHCC - June 2009