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
  (except U.S. citizens), 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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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 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
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U.S. Citizen with identification from list B 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

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I-551 Permanent Resident Card
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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 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/I9Update6
  .16.08.pdf
• OR
• Sign on for I-9 Express and simplify the process!
• Revised 11/16/07