Completing the Completing the Form I-9Form I-9

““Employment Authorization Employment Authorization Form”Form”

Citizens, Permanent Residents Citizens, Permanent Residents &&

Aliens Authorized to WorkAliens Authorized to Work

Why do we need an Why do we need an I-9?I-9?

PURPOSEPURPOSEThe Immigration Reform and Control Act made all The Immigration Reform and Control Act made all U.S. employers responsible to verify the U.S. employers responsible to verify the employment eligibility and identity of all employment eligibility and identity of all employees hired to work in the United States after employees hired to work in the United States after November 6, 1986. To implement the law, November 6, 1986. To implement the law, employers are required to complete Employment employers are required to complete Employment Eligibility Verification forms (Form I-9) for all Eligibility Verification forms (Form I-9) for all employees, including U.S. citizens. The I-9 must employees, including U.S. citizens. The I-9 must be completed within be completed within 3 DAYS3 DAYS of the hire date or of the hire date or the employer may terminate employment. If the the employer may terminate employment. If the employer is audited and the I-9 is found employer is audited and the I-9 is found incomplete the employer could face fines from incomplete the employer could face fines from $100-$10,000.$100-$10,000.

Request for specific Request for specific documents is NOT alloweddocuments is NOT allowed

An employee can give you his choice of An employee can give you his choice of combination of documents. We CANNOT combination of documents. We CANNOT request more documents if an acceptable ID request more documents if an acceptable ID or combination of IDs is already presented.or combination of IDs is already presented.

If they do not know what to present, you can If they do not know what to present, you can suggest possible combinations, but make it suggest possible combinations, but make it clear that they may choose which IDs they clear that they may choose which IDs they show us. If the ones they present are not show us. If the ones they present are not acceptable, you may request that they show acceptable, you may request that they show us more identification, but do not demand a us more identification, but do not demand a certain type.certain type.

Three Day Grace PeriodThree Day Grace Period

I-9 Form MUST be completed within I-9 Form MUST be completed within three days of hirethree days of hire The original documents must be The original documents must be

verified…photo copies of IDs cannot be verified…photo copies of IDs cannot be acceptedaccepted

The form must be signed and dated by The form must be signed and dated by employee and employer at that timeemployee and employer at that time

DefinitionsDefinitions Visa:Visa: This is a permit that allows a person to enter a country. This is a permit that allows a person to enter a country.

The employee must have a The employee must have a Work VisaWork Visa to be eligible for to be eligible for employment. There are different types of Visas an international employment. There are different types of Visas an international employee may have.employee may have.

Passport:Passport: This is a form used for International Identity. This is a form used for International Identity. This This alonealone does not allow you to work (except U.S. citizens)does not allow you to work (except U.S. citizens), but , but only visit a particular country. This document shows your only visit a particular country. This document shows your picture identity and citizenship status. If the Passport is picture identity and citizenship status. If the Passport is accompanied by work authorization forms then it may be used accompanied by work authorization forms then it may be used for work eligibility.for work eligibility.

DS-2019:DS-2019: Certificate of Eligibility for Exchange Visitors (J-1) Certificate of Eligibility for Exchange Visitors (J-1) Status. The (DS-2019)will give the employer the date ranges the Status. The (DS-2019)will give the employer the date ranges the employee is allowed to work, a beginning date and an ending employee is allowed to work, a beginning date and an ending date. This form is issued by Int’l Student & Scholar Services or a date. This form is issued by Int’l Student & Scholar Services or a sponsoring agency (e.g.: Fulbright). This form along with proper sponsoring agency (e.g.: Fulbright). This form along with proper identification may be used for work eligibility. identification may be used for work eligibility.

Definitions cont’d…Definitions cont’d… I-20:I-20: Certificate of Eligibility for Non-immigrant Student Certificate of Eligibility for Non-immigrant Student

Status - for Academic and Language Students. Used with Status - for Academic and Language Students. Used with the F-1 & F-2 visa. This form will be issued from the F-1 & F-2 visa. This form will be issued from International Student & Scholar Services at Vanderbilt. In International Student & Scholar Services at Vanderbilt. In some cases the I-20 will be issued from another school. If some cases the I-20 will be issued from another school. If so, the student needs additional authorization: an E.A.D. or so, the student needs additional authorization: an E.A.D. or approval on page 3 of the I-20 for Curricular Practical approval on page 3 of the I-20 for Curricular Practical Training.Training.

I-94:I-94: When someone arrives in the United States, he/she When someone arrives in the United States, he/she should receive a USCIS Form I-94 (Arrival-Departure should receive a USCIS Form I-94 (Arrival-Departure Record) that will include the admission number (an eleven Record) that will include the admission number (an eleven digit number) to the United States. The BCIS Form I-94, digit number) to the United States. The BCIS Form I-94, proves that one has entered the United States legally. proves that one has entered the United States legally.

USCIS:USCIS: United States Citizenship and Immigration United States Citizenship and Immigration ServicesServices

New I-9 protocol for New I-9 protocol for

International Staff & Students!International Staff & Students!

To alleviate some of the challenges related to completing I-9’s for To alleviate some of the challenges related to completing I-9’s for newly hired international staff & students, effective immediately newly hired international staff & students, effective immediately all all F-1, F-1 OPT, J1, J2:F-1, F-1 OPT, J1, J2: student employees may be directed to the student employees may be directed to the International Student & Scholar Services (ISSS)International Student & Scholar Services (ISSS) office to office to complete their I-9 form. complete their I-9 form. http://www.vanderbilt.edu/isss/http://www.vanderbilt.edu/isss/

isss@vanderbilt.eduisss@vanderbilt.edu or call 2-2753 or call 2-2753 All newly hiredAll newly hired

H1-B, TN-1, O-1, E-3 or Permanent Residency (“green card”)H1-B, TN-1, O-1, E-3 or Permanent Residency (“green card”): : may be directed to may be directed to Human Resources Office of International Human Resources Office of International Services (OIS)Services (OIS) to complete the I-9 form. to complete the I-9 form.

http://www.vanderbilt.edu/ois/index.html http://www.vanderbilt.edu/ois/index.html ois@vanderbilt.edu ois@vanderbilt.edu or call 3-1288or call 3-1288

Both offices are located at:Both offices are located at:

The Student Life Center The Student Life Center Vanderbilt University Vanderbilt University

310 25th Avenue South 310 25th Avenue South Nashville TN 37212Nashville TN 37212

New I-9 protocol for International New I-9 protocol for International

Staff & Students con’t…Staff & Students con’t… This will be standard procedure for all newly hired This will be standard procedure for all newly hired

international staff and students as well as those international staff and students as well as those individuals that obtain work authorization extensions.individuals that obtain work authorization extensions.

All U.S. citizens should continue to complete their I9s All U.S. citizens should continue to complete their I9s in their home departments, during New Staff in their home departments, during New Staff Orientation or at the Orientation or at the Human ResourcesHuman Resources office in the office in the 2525 West End Building2525 West End Building. .

Also, contact Human Resources at 3-6606 for Also, contact Human Resources at 3-6606 for information about information about I-9 ExpressI-9 Express, our new on-line I-9 , our new on-line I-9 web application. It’s user-friendly and makes the web application. It’s user-friendly and makes the process easier for everyone!process easier for everyone!

http://hr.vanderbilt.edu/index.htm http://hr.vanderbilt.edu/index.htm I9@vanderbilt.eduI9@vanderbilt.edu

Examples of competed I-Examples of competed I-9’s9’s

U.S.C itizens

Perm anentResidents

A liens authorized towork until a certain date

The m ost com m onscenarios for the catagories of...

Next page…

U.S. Citizen with U.S. Citizen with identification from list Aidentification from list A

U.S. Citizen with U.S. Citizen with identification from list B identification from list B

& C& C

Permanent Resident with Permanent Resident with identification from list Aidentification from list A

•A# A# should should be be placed placed next to next to PermanePermanent nt Resident Resident StatusStatus

Permanent Resident Permanent Resident CardCard

Form I-551 also used for Temporary Employment in regards to Permanent Residents.

Permanent Resident with Permanent Resident with identification from list B identification from list B

& C& C

AlienAlien Passport Passport plusplus USCIS work USCIS work

authorizationauthorization Identity page VS. Visa page Identity page VS. Visa page USCIS work authorizationUSCIS work authorization

Admission number Admission number Use I-94 card numberUse I-94 card number

Work authorization dateWork authorization date I-94 future date for H, O, and TN visasI-94 future date for H, O, and TN visas I-20 Form date for F visasI-20 Form date for F visas DS-2019 Form date for J visasDS-2019 Form date for J visas

AlienAlien

NEVER USE Visa Page for NEVER USE Visa Page for Form I-9Form I-9

Alien – H1B, O-1, TN1 Visa Alien – H1B, O-1, TN1 Visa HoldersHolders

Both are forms of I-Both are forms of I-94 cards94 cards

Alien – D/S: Duration of Status Alien – D/S: Duration of Status Visa HoldersVisa Holders

F1, F-2, J-1, and J-2s all have D/S on their I-94 cards under F1, F-2, J-1, and J-2s all have D/S on their I-94 cards under normal circumstances.normal circumstances.  This means that you must verify the end   This means that you must verify the end date on the I-20 or Ds-2019 for the actual end date of their 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 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).  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 If they have a specific date on their I-94 (i.e.: March 5, 2006), they need to go to Int’l Student & Scholar Services 2-2753 immediately need to go to Int’l Student & Scholar Services 2-2753 immediately with their documents to rectify this entry-related issue. with their documents to rectify this entry-related issue.

Alien authorized to work Alien authorized to work with identification from list with identification from list

A.1A.1

Alien authorized to work Alien authorized to work with identification from with identification from

list A.2list A.2

Alien – Restricted SS Alien – Restricted SS CardCard

If provided by employee, you will ALWAYS need If provided by employee, you will ALWAYS need to view a form of identification and the USCIS to view a form of identification and the USCIS work authorizationwork authorization

Alien authorized to work Alien authorized to work with identification from with identification from

list B & Clist B & C

Still need assistance?Still need assistance? Call Ken GarnerCall Ken Garner @ 2-9508 or email @ 2-9508 or email

I9@vanderbilt.eduI9@vanderbilt.edu Need a blank I-9? Need a blank I-9?

Download from the D.H.S. websiteDownload from the D.H.S. websitehttp://www.uscis.gov/files/form/I-9.pdfhttp://www.uscis.gov/files/form/I-9.pdf

Make copies of identification in Make copies of identification in questionquestion

Write your contact information at the Write your contact information at the top of the form.top of the form.