1. Financial Services/Payroll Department
Authorization to Complete I-9 Forms
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2. Learning Objectives
This class will authorize you to:
• Fill out the Form I-9
• Recognize the correct documents that establish
Identity and Employment Eligibility
• Distinguish between foreign and domestic hires and the different requirements
• Prevent delays in establishing pay for a new employee
• Submit a correctly completed Form I-9 on the
employee's first day of work or at the least within the
first 72 hours (3 days) of starting their job.
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3. Facts
I-9 Questions?
Please contact Human Resource Employee Services at:
1-855-ASU-5081
1-855-278-5081
Department of Homeland Security Form I-9 must be completed and
submitted to the Payroll Office immediately upon the hiring of a new
employee.
Federal and State law requires that an employee’s employment eligibility
must be confirmed using E-verify within 3 days of hire.
A correctly completed I-9 is required in order to complete the E-verify
process.
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4. Facts
To insure that ASU adheres to this new mandate, Financial Services at ASU
now requires that all staff who are responsible for submitting I-9 forms be
authorized.
To become authorized you simply need to complete this course and answer a
few test questions at the end.
A PDF document of the Form I-9 is available for your reference in the Resource
area of this course.
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5. Why Authorization?
Submitting a late or incorrect Form I-9 (and New Hire Packet) to Financial
Services/Payroll may cause these problems:
•It may affect the individual’s start date.
•Benefits could be delayed
•Their paycheck could be delayed
•We would not be able to E-Verify employment timely which would have
serious consequences to ASU as it’s required for entities having federal
contracts and research funding.
•If it is the department’s or ASU's fault (mistake) it can delay when the new
employee receives their first check.
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6. Form I-9
Section 1
Employee Information
and Verification
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7. Section 1
• Although the employee is responsible for completing section 1,
we, as the employer, are responsible for ensuring that it is
accurately and completely filled out prior to the employee leaving
our desk.
(cont’d.)
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8. Section 1
• Please review and ensure the employee has filled in all the
required information completely. Review the information and
compare it to the employee’s documents. Verify that the name is
the same as it appears on the passport and that the date of birth
is entered correctly. The name and date of birth is also noted on
both the passport and the Form I-94. Check both.
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9. Section 1
• Pay special attention to the “attestation box” and ensure that the
employee marks one of the choices and fully completes the
required information for their choice.
• International employees will mark the third box “An alien
authorized to work until ___/__/____”
(Cont’d)
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10. Section 1
• (Alien # or Admission #)_____________
• The alien # or admission # is the 11-digit number located at the
top of the Form I-94.
• The work authorization expiration date will be located on the
employees work authorization document which may be an I-20,
DS-2019 or an H1B Form I 797 A.
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11. Section 1
A. On the "Print Name" line the name should appear exactly as it
appears on the employee's document in List A or List B of the
List of Acceptable documents.
Please note that international employees may only submit
documents from List A.
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12. Section 1
B. The Employee MUST complete the Attestation box to affirm their
legal responsibility for the accuracy of the information and to
protect ASU.
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13. Section 1
• A Lawful Permanent Resident is a person who has gone
through the legal process to become a “Permanent Resident
of the US”. They are eligible for employment as equally as a
Citizen of the US.
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14. Section 1
• A Lawful Permanent Resident will have a Driver License and regular
Social Security card THAT DOES NOT INCLUDE “ for work purposes
only’ printed on it above the SSN. This individual CAN Use their DL
and SSN to complete the form I-9 (List B & List C) OR they can use
their Permanent Resident Card (PRC) Form I-551 (List A).
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15. Section 1
D. For the line titled “An alien authorized to work until”:
The expiration date is collected from either the DS-2019 (J-1
Student or J-1 Researcher), the Form I-20 ( F-1 Student), or the
Form I-797 (H1B).
For the line titled “(Alien # or Admission #)” use the 11-digit
number on the Form I-94.
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16. Section 1
Please send Internationals to the
Human Resource office in the USB
Building to receive one-on-one
assistance from Financial Services
international employee specialists
who can help them to:
1. Correctly complete their I-9
(must bring all original
immigration documents to HR)
2. Understand the Glacier Tax
Compliance System
3. Understand the Social Security
Card application process
4. Review any possible tax treaty
benefits
5. Select the proper Arizona
Form A-4 withholding option
6. Understand direct deposit setup
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17. Form I-9
Section 2
Lists of Acceptable Documents
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18. Section 2
List A affirms BOTH Identity
and Eligibility
IMPORTANT NOTE
International employees
can only provide documents
from List A.
List B affirms Identity ONLY
List C affirms Eligibility ONLY
You cannot use the same
document for both Lists B
and C.
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19. Section 2
Employers must record:
• Document title;
• Issuing authority;
• Document number;
• Expiration date, if any All Passport dates must be Unexpired.
• The date employment begins.
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20. Section 2
• Section 2, List A of the Form I-9 provides space for you to record the
document number and expiration date for both the unexpired Foreign
Passport and the attached Form I-94.
(Cont’d.)
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21. Section 2
• Section 2, List A
These documents establish both identity and employment eligibility.
However, this does not indicate they are eligible to work at ASU--just that
they are eligible to work in the US. There are other specific documents
which indicate they are eligible to work at ASU (i.e., I-20, DS-2019 or an
H1B Form I 797 A). (Cont’d.)
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22. Section 2
• Section 2, List A - Examine the documents and fill in the document title,
issuing authority, number, and expiration date in the appropriate spaces
provided
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23. Section 2
The unexpired Foreign Passport will:
• Have a Form I-94 attached to it bearing the same name as the
passport and an employment authorization stamp, so long as the
period of endorsement has not yet expired, and the proposed
employment is not in conflict with any restrictions or limitations
identified on the Form I-94. (Cont’d.)
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24. Section 2
Or
The unexpired Foreign Passport will:
• Contain an unexpired stamp which reads “Processed for I-551.
Temporary Evidence of Lawful Admission for permanent residence.
Valid until ___/__/____ Employment authorized.” (Note: this is less
commonly seen, but still acceptable)
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25. Section 2
Reminder - Please send all international employees to Human Resources to see an international
specialist who can help them to:
1. Correctly complete their I-9 (they must bring all original immigration documents to HR)
2. Understand the Glacier Tax Compliance System
3. Understand the Social Security Card application process
4. Review any possible tax treaty benefits
5. Select the proper Arizona Form A-4 withholding option
6. Understand direct deposit setup
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26. Section 2
C. If any area is not filled out correctly the document will be returned
to the Authorized Representative who signed in Section Two.
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27. Section 2
Items in list A include:
1. U.S. Passport (unexpired)
2. Permanent Resident Card
or Alien Registration
Receipt Card (Form I-551)
3. An unexpired foreign
passport with a temporary
I-551 stamp
4. An unexpired
Employment
Authorization Document
that contains a
photograph (Form I-766, I-
688, I-688A, I-688B)
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28. Section 2
5. An unexpired foreign passport
with an unexpired Arrival-
Departure Record, Form I-94,
bearing the same name as the
passport and containing an
endorsement of the alien's
nonimmigrant status, if that
status authorizes the alien to
work for the employer.
6. Passport from the Federated
States of Micronesia or
Republic of Marshall Island
with Form I-94 or I-94A.
(Cont’d.)
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29. Section 2
Copies required when List A Documents are accepted:
• US Passport
• Permanent Resident Card
• Employment Authorization Document (EAD Card)
A legible copy of these documents are required to be submitted with the
Form I-9 so that a Payroll representative can complete the E-Verify photo
matching process.
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30. Section 2
Items in list B include:
1. Driver's license or ID card
issued by a state or outlying
possession of the United
States provided it contains
a photograph or information
such as name, date of birth,
gender, height, eye color
and address
(Cont’d.)
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31. Section 2
Items in list B include:
2. ID card issued by federal,
state or local government
agencies or entities,
provided it contains a
photograph or information
such as name, date of birth,
gender, height, eye color
and address
3. School ID card with a
photograph
(Cont’d.)
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32. Section 2
4. Voter's registration card
5. U.S. Military card or draft
record
6. Military dependent's ID card
(Cont’d.)
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33. Section 2
7. U.S. Coast Guard Merchant
Mariner Card
8. Native American tribal
document
9. Driver's license issued by a
Canadian government
authority
(Cont’d.)
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34. Section 2
For persons under age 18 who
are unable to present a
document listed above:
10. School record or report
card
11. Clinic, doctor or hospital
record
12. Day-care or nursery school
record
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35. Section 2
Items in list C include:
1. U.S. Social Security card
issued by the Social
Security Administration
(other than a card stating
it is not valid for
employment)
2. Certification of Birth
Abroad issued by the
Department of State (Form
FS-545)
(Cont’d.)
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36. Section 2
3. Certificate of Report of
Birth issued by the
Department of State
(Form DS-1350)
4. Original or certified copy
of birth certificate issued by
a State, county, municipal
authority, or territory of the
United States bearing an
official seal.
(Cont’d.)
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37. Section 2
5. Native American tribal
6. U.S. Citizen ID Card (Form
I-197)
7. ID Card for use of Resident
Citizen in the United States
(Form I-179)
(Cont’d.)
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38. Section 2
8. Employment authorization
document issued by the
Department of Homeland
Security.
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39. Section 2
Note: The Form I-9 must be received by the Payroll Office within 1
day of the employee’s start date in order for ASU to complete
the E-verify process within the required 3-day timeline.
Forms I-9 submitted late require an adjusted hire date
and employee’s benefit eligibility may be affected.
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40. Section 2
The Authorized Representative must use the precise address for the
Business Organization.
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41. Section 2
What will happen if any area is not filled out correctly?
The document will be returned to the Authorized Representative who
signed in Section Two.
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42. Form I-9
Section 3
Updating and Reverification
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43. Section 3
This area is to be completed when the employer needs to update
and/or re-verify the Form
I-9. For instance:
• Change in name (update)
• Extension of Visa work permit (reverify)
• Switched Visa type (reverify)
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44. Section 3
During the updating, what will happen if any area is not filled out
correctly?
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45. Section 3
Answer: The document will be returned to the Authorized Representative
who signed in Section Three.
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46. Authorization Process
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47. Authorization Process
After studying the I-9 training information:
1. Take the practice test,
2. Then continue on to the final test. You must complete the
test with 100% accuracy. You may retake the test multiple
times.
3. When you are done, notify Financial Services/Payroll that
you’ve completed this training by sending an email to:
I-9@asu.edu and your immediate supervisor.
You will be notified via email to confirm your authorization.
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48. Questions and Answers
To Form I-9
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49. Question 1
Where can I locate the Form I-9?
Note the Form I-9 is available on ASU’s Human Resources Forms page
at:
http://www.asu.ed/hr/forms/I-9
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50. Question 2
Can I accept documents that used to be on the Form I-9 but aren’t now?
No. Employers may only accept documents listed on the List of Acceptable
Document on Form I-9. When re-verifying employees, employers should
ensure that they use the new Form I-9 with its updated list of acceptable
documents.
NOTE: The ORIGINAL documents must be used to collect this information.
ASU CANNOT accept photocopies.
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51. Question 3
Is the Form I-9 available in different languages?
The form I-9 is available in English and Spanish. However, only employers in
Puerto Rico may have employees complete the Spanish version for their
records.
Employers in the 50 states and other U.S. territories may use the Spanish
version as a translation guide for Spanish-speaking employees, but must
complete the English version and keep it in the employer’s records.
Employees may also use or ask for a translator/preparer to assist them in
completing the form.
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52. Question 4
What are a few common problem the Financial Services/Payroll finds
when processing Form I-9s?
• Forms that are not signed or dated. Even if the Form I-9 is certified via a
notary, it must still be signed. The Department is still responsible for this
signature.
• International employees use List B and List C documents (they may only
use List A).
• Dates are not written in the specified MM/DD/YYYY format.
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53. Question 5
Do I need to make copies of any of the acceptable documents presented
in section 2?
Yes. You must make a legible copy of the US Passport and the Permanent
Resident Card and the Employment Authorization Document (EAD card)
from List A so that a Financial Services representative can complete the
E-Verify photo matching process.
No copies are ever needed from acceptable documents presented from
List B or List C.
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54. Question 6
What must I do differently for international employees?
Please send International hires to the Human Resource office in the USB
Building to receive personal, one-on-one assistance from Financial Services
international employee specialists who can help them to:
1. Correctly complete their I-9
2. Understand the Glacier Tax Compliance System
3. Understand the Social Security Card application process
4. Review any possible tax treaty benefits
5. Select the proper Arizona Form A-4 withholding option
6. Understand direct deposit setup
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55. Resource Links
Handbook for Employers, Instructions for Completing the Form I-9
http://www.uscis.gov/files/nativedocuments/m-274.pdf
The Form I-9 Process In A Nutshell
http://www.uscis.gov/files/article/EIB102.pdf
I-9 Document in Review
http://www.uscis.gov/files/article/OBL_103.pdf
I Am an Employer. . . How Do I. . .
http://www.uscis.gov/files/article/IamanemployercompleteformI9.pdf
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56. Thank you!
Thank you for your interest in complying with the laws and regulations regarding
how to correctly complete and submit the Form I-9.
Your expertise in serving the ASU Community is much appreciated.
Please continue to the Pre-test section of this training.
End of Presentation
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