Completing the Form I9

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Completing the Form I-9

• Employment Authorization for
• Citizens, Permanent Residents
• Aliens Authorized to Work

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Why do we need an I-9?

• PURPOSEThe Immigration Reform and Control Act
  made all U.S. employers responsible to verify the
  employment eligibility and identity of all
  employees hired to work in the United States
  after November 6, 1986. To implement the law,
  employers are required to complete Employment
  Eligibility Verification forms (Form I-9) for all
  employees, including U.S. citizens. The I-9 must
  be completed within 3 DAYS of the hire date or
  the employer may terminate employment. If the
  employer is audited and the I-9 is found
  incomplete the employer could face fines from
  100-10,000.

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Request for specific documents is NOT allowed

• An employee can give you his choice of
  combination of documents. We CANNOT request more
  documents if an acceptable ID or combination of
  IDs is already presented.
• If they do not know what to present, you can
  suggest possible combinations, but make it clear
  that they may choose which IDs they show us. If
  the ones they present are not acceptable, you may
  request that they show us more identification,
  but do not demand a certain type.

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Three Day Grace Period

• I-9 Form MUST be completed within three days of
  hire
• The original documents must be verifiedphoto
  copies of IDs cannot be accepted
• The form must be signed and dated by employee and
  employer at that time

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New I-9 protocol for International Staff
Students!

• To alleviate some of the challenges related to
  completing I-9s for newly hired international
  staff students, effective immediately all F-1,
  F-2, OPT, J-1, J-2 employees should be directed
  to the International Student Scholar Services
  (ISSS) office to complete their I-9 form.
• http//www.vanderbilt.edu/isss/
• isss_at_vanderbilt.edu or call 2-2753
• All newly hired H1-B, TN-1, O-1, E-3 employees
  should be directed to Human Resources Office of
  International Services (OIS) to complete the I-9
  form.
• http//www.vanderbilt.edu/ois/index.html
• ois_at_vanderbilt.edu or call 3-1288
• Both offices are located at
• The Student Life Center Vanderbilt University
  310 25th Avenue South, Suite 103 Nashville TN
  37240

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New I-9 protocol for International Staff
Students cont

• This will be standard procedure for all newly
  hired international staff and students as well as
  those individuals that obtain work authorization
  extensions.
• All U.S. Citizens Permanent Residents should
  continue to complete their I-9s in their home
  departments, during New Staff Orientation or at
  the Human Resources office in the 2525 West End
  Building.
• Also, contact Human Resources at 3-6606 for
  information about I-9 Express, our new on-line
  I-9 web application. Its user-friendly and
  makes the process easier for everyone!
• http//hr.vanderbilt.edu/index.htm
• I9_at_vanderbilt.edu

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Examples of completed I-9s for United States
Citizens
FYI Puerto Rico, officially the Commonwealth of
Puerto Rico is a self governing unincorporated
territory of the United States with Commonwealth
status. Documents from Puerto Rico are
acceptable.
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Examples of competed I-9s FYI Puerto Rico,
officially the Commonwealth of Puerto Rico is a
self governing unincorporated territory of the
United States with Commonwealth status.
Documents from Puerto Rico are acceptable.
Next page
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U.S. Citizen with identification from list A

• Please Note
• Document title
• Issuing Authority
• Document Number
• Expiration Date
• is the standard format for List A , B and C.

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U.S. Citizen with identification from list B C

• Please Note
• Document title
• Issuing Authority
• Document Number
• Expiration Date
• is the standard format for List A , B and C.

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Permanent Residents

• Permanent residency refers to a person's visa
  status the person is allowed to reside
  indefinitely within a country despite not having
  citizenship. A person with such status is known
  as a permanent resident.
• A United States Permanent Resident Card, also
  green card, is an identification card attesting
  the permanent resident status of an alien in the
  United States of America. Green card also refers
  to an immigration process of becoming a permanent
  resident. Green card serves as a proof that its
  holder, Lawful Permanent Resident (LPR), has been
  officially granted immigration benefits,
  including permission to conditionally reside and
  take employment in the USA.

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Permanent Resident with identification from list A

• A should be placed next to Permanent Resident
  Status. Some cards have an expiration date and
  some do not.

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I-551 PERMANENT RESIDENT CARD/GREEN CARD
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Permanent Resident with identification from list
B C

• Please Note
• Document title
• Issuing Authority
• Document Number
• Expiration Date
• is the standard format for List A , B and C.

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Alien

• Passport with U.S.C.I.S. work authorization
• Unexpired Foreign Passport with an I-94 and
  either a DS-2019 or I-20 attached. 
• Employment Authorization Card (form I-7666)
• A is the Admission number
• Record the expiration date

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Alien authorized to work with identification from
list A.2
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Still need assistance?

• Call Ken Garner _at_ 2-9508 or email
  I9_at_vanderbilt.edu
• Need a blank I-9?
• Download the updated form from the H.R. website
• http//hr.vanderbilt.edu/forms/documents/I9Update.
  4.02.09pdf.pdf
• OR
• Sign on for I-9 Express and simplify the process!
• Revised 11/16/07