Completing the Form I9

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Completing the Form I-9

• Employment Authorization Form
• 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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Definitions

• Visa This is a permit that allows a person to
  enter a country. The employee must have a Work
  Visa to be eligible for employment. There are
  different types of Visas an international
  employee may have.
• Passport This is a form used for International
  Identity. This alone does not allow you to work,
  but only visit a particular country. This
  document shows your picture identity and
  citizenship status. If the Passport is
  accompanied by work authorization forms then it
  may be used for work eligibility.
• DS-2019 Certificate of Eligibility for Exchange
  Visitors (J-1) Status. The (DS-2019)will give the
  employer the date ranges the employee is allowed
  to work, a beginning date and an ending date.
  This form is issued by Intl Student Scholar
  Services or a sponsoring agency (e.g.
  Fulbright). This form along with proper
  identification may be used for work eligibility.

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Definitions contd

• I-20 Certificate of Eligibility for
  Non-immigrant Student Status - for Academic and
  Language Students. Used with the F-1 F-2 visa.
  This form will be issued from International
  Student Scholar Services at Vanderbilt. In
  some cases the I-20 will be issued from another
  school. If so, the student needs additional
  authorization an E.A.D. or approval on page 3 of
  the I-20 for Curricular Practical Training.
• I-94 When someone arrives in the United States,
  he/she should receive a USCIS Form I-94
  (Arrival-Departure Record) that will include the
  admission number (an eleven digit number) to the
  United States. The BCIS Form I-94, proves that
  one has entered the United States legally.
• USCIS United States Citizenship and Immigration
  Services

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Lets Work Together

• If you have International employees in your
  office, please keep track of their work
  authorization expiration date. Remember they
  cannot work past their expiration date and that
  their I-9 will also expire on the same date.
  (Both must be extended for continued employment.)
• If the faculty/staff/postdoc/student worker needs
  to extend their work authorization date before it
  expires, please have them contact the appropriate
  office.
• F-1, F-1 OPT, J1, J2 Intl Student Scholar
  Services 2-2753
• H1-B, TN-1, O-1, E-3 or Permanent Residency
  (green card) HR Office of International
  Services Lorie Lunn, Director 3-7467

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Examples of competed I-9s
Next page
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U.S. Citizen with identification from list A
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U.S. Citizen with identification from list B C
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Permanent Resident with identification from list A

• A should be placed next to Permanent Resident
  Status

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Permanent Resident Card
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Form I-551 also used for Temporary Employment in
regards to Permanent Residents.
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Permanent Resident with identification from list
B C
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Alien

• Passport plus USCIS work authorization
• Identity page VS. Visa page
• USCIS work authorization
• Admission number
• Use I-94 card number
• Work authorization date
• I-94 future date for H, O, and TN visas
• I-20 Form date for F visas
• DS-2019 Form date for J visas

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Alien
NEVER USE Visa Page for Form I-9
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Alien H1B, O-1, TN1 Visa Holders
OR
Both are forms of I-94 cards
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Alien D/S Duration of Status Visa Holders
F1, F-2, J-1, and J-2s all have D/S on their I-94
cards under normal circumstances.  This means
that you must verify the end date on the I-20 or
Ds-2019 for the actual end date of their
program.  If they are on F-1 OPT, the end date on
their EADs should be reviewed (as their I-20 end
date does not reflect the OPT period).  If they
have a specific date on their I-94 (i.e. March
5, 2006), they need to go to Intl Student
Scholar Services 2-2753 immediately with their
documents to rectify this entry-related issue.
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Alien authorized to work with identification from
list A.1
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Alien authorized to work with identification from
list A.2
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Alien Restricted SS Card
If provided by employee, you will ALWAYS need to
view a form of identification and the USCIS work
authorization
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Alien authorized to work with identification from
list B C
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Still need assistance?

• Call Beth Grisham _at_ 2-8402
• Need a blank I-9?
• Download from the INS website
• http//www.immigration.gov/graphics/formsfee/forms
  /files/i-9.pdf
• Make copies of identification in question
• Write your contact information at the top of the
  form.