Employment Eligibility
Verification
The I-9/E-Verify Process
Robyn Williams
Agenda
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I-9 resources
I-9 regulations
E-Verify definition
How to complete the I-9 form
Understanding common visa types
Viewing I-9 information in SAP
Monitoring for expired identification documentation
I-9 Resources
• (SSC) Shared Service Center Website
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SSC I-9 Training Information
SSC I-9 Tab
I-9 Process
I-9/E-Verify Procedure
I-9 Form
(ISS) International Students and Scholars Immigration Services
Robyn Williams, I-9 and E-Verify Processor, phone 49-49688, fax
49-46138, interoffice mail to FREH/HR-SSC
• SAP: PA20 – Infotype 94 (I-9 residence status) and Infotype 48
• Monthly reports: Missing I-9 and Expired Status Reports
Purpose
• Form I-9 is required by DHS (U.S. Department of
Homeland Security).
• The purpose of the form is to document that every new
employee is authorized to work in the United States.
• The I-9 is required for ALL employees paid by Purdue
University.
E-Verify
• E-Verify is required for all employers who have federal
contracts.
• E-Verify provides an instant employment eligibility
confirmation.
• Information will be entered into E-Verify from the I-9 and
supporting documents.
• Verification number is printed on the I-9 when
employment is approved.
• New hire and re-hire PA Form’s cannot be entered
without the completed I-9 Form, including the E-Verify
number.
Requirements/Regulations
• Employers may NOT specify which documents they will
expect from the employee.
• Only original documents are acceptable for verification
purposes.
• Copies of the supporting documents are not required for
citizens, but are required for permanent residents and
non-residents to be submitted with the I-9 to the HRSSC.
• I-9 form is required by law within three days of hire.
Purdue University policy requires I-9 completion on
or before the hire date.
• White Out (correction fluid or tape) may NOT be used on
any part of this form.
Requirements/Regulations
• The I-9 must be sent with the new hire/re-hire PA Form.
The PA Form will not be entered without the I-9.
• Non-citizens who have a “999” number assigned to them
must provide a valid social security number within 30
days of hire.
• Certain documents listed on the I-9 list are no longer
acceptable because of E-Verify. List B documents must
include a photograph.
• All documents must be current and valid. (Expired
documentation is not acceptable.)
Completing the I-9 form:
• Employee Completes Section 1 - (Ensure that they have
marked a box and signed and dated the form.)
Completing the I-9 form
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Employer (you) completes Section 2 – (The list of acceptable
documents is on the back …minus a few options due to E-Verify.)
Be sure to put the HIRE DATE in the “certification” paragraph and
sign and date the form).
Completing the I-9 form
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Re-Hires (Employers may complete Section 3 for re-hires
and “updates.” In this instance, the employee is not
required to fill out section 1. Only the name and social
security number are necessary in section 1.)
The I-9 can be re-verified if the original I-9 is not over 3 years old.
Original I-9 forms should be re-verified only once, do not keep making a
copy of the original I-9 and re-verify. Use a new form.
I-9 Acceptable Documents
U.S. Citizens
• List A or B and C document information placed in Section
2. (Refer to documents page of the I-9 form for a list of
acceptable docs.) List B documents must include a
photo.
• Copies of documents are kept with the I-9 form in the
business offices. They are not required to be sent with
the I-9 form to HR - SSC.
Things to watch for:
• Birth certificates issued by hospitals are not acceptable.
• Social Security cards that state “Not Valid for
Employment” or “Valid for Work Only with Authorization.”
• Do not highlight or make notes on the original I-9 form.
• Be sure the start date is completed in Section two.
• Be sure that List A, B, and C information is recorded in
the correct lines.
International Status
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F-1 Student Visa
J-1 Student Visa (J1S) or J-1 Professor/Scholar (J1T)
H-1B Temporary Worker
Lawful Permanent Resident Alien (RA)
Conditional Resident Alien (RAC)
Temporary Resident Alien (RAT)
TN (Trade NAFTA) Working Visa
Employment Authorization Card (EA)
I-9 Help Sheet: F-1
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Must be full time student
May work 20 hours on-campus during academic year
Additional hours allowed only during specific breaks
With approval, may work more than 20 hours per week
due to “curricular practical training” or “optional practical
training”
I-9 Help Sheet: F-1
F-1 Required Documentation: Passport, I-94 Card, I-20 form
How it looks on the I-9 Form:
Passport Example
I-94 Example
F-1 Form I-20 Example
I-9 Help Sheet: J-1 Student Visa
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Must be full-time student
May work 20 hours on campus during academic year
Additional working hours allowed only during specific breaks
Eligible for up to 18 months of academic training
following completion of program (36 months for post
doctoral training)
• May work more than 20 hours a week with ISS or DHS
permission
J-1 students working a bi-weekly position are also required to
have J-1 Student Approval Form to be submitted with their I-9
information.
I-9 Help Sheet: J-1 Professor/Scholar (JIT)
• Visiting researchers, professors, short-term scholars or
specialists
• May be paid by sponsoring institution
• May not enroll in a formal degree-granting academic
program
I-9 Help Sheet: J-1
J-1 Required Documentation: Passport, I-94, DS-2019
How it looks on the I-9 Form:
DS-2019 Example
I-9 Help Sheet: H-1B
• Performs professional services for a fixed period of time
• Employment permitted only with the sponsoring
institution that obtained USCIS approval for the visa
classification
I-9 Help Sheet: H-1B
H-1B Required Documentation: Passport, I-94 card, I-797A/I-797C
How it looks on the I-9 form:
If you receive a receipt notice for H-1B, the expiration date is 240 days past the
current expiration date.
I-797 Example
H-1B – Receipt Notice
A receipt is acceptable for 240 days after the current H-1B
expiration date.
I-9 Help Sheet: Resident Alien (RA)
• Individuals who have permission to reside permanently in
the United States
• Form I-551, permanent resident (resident alien) card (or
I-551 stamp in passport)
• 10-year validity; however status never expires
• Also referred to as a “green card”
I-9 Help Sheet:
Conditional Residential Alien (RAC)
• Individuals who have been granted conditional
permanent residency in the United States
• Form I-551, permanent resident (RA) card
• Two-year validity, employers must re-verify employment
eligibility before expiration date
I-9 Help Sheet: Resident Alien (RA)
RA and RAC Required Documentation: RA Card or Valid B&C
documents
How it looks on the I-9 form:
RA cards will have an issue and expire date that is 10 or more years apart.
RAC cards will have an issue and expire date that is two years apart.
RA Example
I-9 Help Sheet:
Temporary Resident Alien (RAT)
• Individuals who have been granted temporary permission
to reside in the United State under certain special U.S.
government programs
• RAT may apply for extension. Receipt of application is
good for 1 year ONLY if noted on the receipt w/ one year
statement.
I-9 Help Sheet: Resident Alien (RAT)
RAT Required Documentation : Visa with Temporary Statement
-or- Passport with RAT Stamp
How it looks on the I-9 form:
I-9 Help Sheet: EA
Employment Authorization (EA) Required Documentation: EA Card
How it looks on the I-9 form:
EA card expiration date can be extended for 180 days
with receipt of application document.
EA Example
I-9 Help Sheet:
TN (Trade NAFTA) Working Visa
• Citizens of Canada and Mexico
• Canadians require I-94 card and passport as
employment authorization
• Mexicans require USCIS Form I-797A, I-94 card and
passport
• May be employed and compensated only by the
sponsoring employer through whom the status was
obtained
I-9 Help Sheet: TN
TN Required Documentation: Passport, I-94 with TN Stamp
How it looks on the I-9 form:
PA20 – Infotype 94
Missing I-9 Report
The first Tuesday of every month the Missing I-9 report is
forwarded to business offices/departments that have new hires
without proper I-9 identification documentation.
Expired Status Report
The first Tuesday of every month the Expired Status report is
forwarded to business offices/departments that have current
employees whose status is expired or will expire in the next 90
days.