FORM I-9 & WORK INJURY REPORTING
Presented by Human Resources
FORM I-9
• Established in 1986, through the Immigration
Reform and Control Act (IRCA).
• Forbids employers from knowingly hiring
individuals who do not have work
authorization in the U.S.
WORKING IN THE U.S.
Individuals who may legally work in the United
States are:
• Citizens of the U.S.
• Noncitizen nationals of the U.S. (i.e. Born in American
Samoa or Swains Island)
• Lawful Permanent Residents. (i.e. Resident Aliens)
• Aliens authorized to work. (i.e. Non-citizens)
EMPLOYMENT VERIFICATION
To comply with employment eligibility provisions
established by law, employers must:
• Verify the identity and employment authorization
documents of employees hired after November 6,
1986.
• Complete and retain a Form I-9 for each employee
hired after November 6, 1986.
• Refrain from discriminating against individuals on the
basis of actual or perceived national origin, citizenship
or immigration status.
PREVENTING DISCRIMINATION
The anti-discrimination provisions, enforced by
the Department of Justice, prohibit four types of
unlawful conduct:
• Citizenship or immigration status discrimination*
• National origin discrimination*
• Document abuse during Form I-9 process
• Retaliation
* Actual or Perceived
COMPLETING FORM I-9
FORM I-9 REQUIREMENTS
All U.S. employers must have a Form I-9 on file
for all current employees.
• Exception: Employers are not required to have Form
I-9 for employees hired on or before November 6,
1986.
• Human Resources has delegated authority to
complete Form I-9 to university hiring managers.
FORM I-9 EXCEPTIONS
You are NOT required to complete Form I-9 for:
• Casual domestic service employees in a private
household when work is sporadic, irregular, or
intermittent.
• Independent contractors for whom you do not set
work hours, or provide tools to do the job.
• Employees working outside the U.S.
LIST OF ACCEPTABLE DOCUMENTS
• Use most current version of
Form I-9
• You must make the List of
Acceptable Documents
available to your employee
when they are completing the
Form I-9
The employee MUST provide:
• One document from List A
OR
• One document from both
List B AND List C
SECTION 1: EMPLOYEE INFORMATION
• To be completed by Employee.
• Employer MUST verify Section 1 is complete.
SECTION 1: PREPARER/TRANSLATOR
CERTIFICATION
• This certification is required when Section 1 is
prepared by someone other than the employee.
• By signing, the preparer is attesting that Section 1 is
true and correct to the best of their knowledge.
• Note that only the employee can sign the Section 1
Employee Signature Block.
SECTION 2: EMPLOYER CERTIFICATION
OF DOCUMENT REVIEW
• Section 2 is completed by
the employer.
• MUST be completed no
later than 3 business days
after the employee begins
work for pay.
• Employer MUST examine
original documents.
• Documents MUST be
unexpired.
SECTION 2: EXAMINING DOCUMENTS
• You are not required to be a document expert.
• You MUST accept a document presented by an
employee if it reasonable appears to be:
• Genuine; AND,
• Relates to the individual presenting it
• The document MUST be original* – photocopies
are NOT acceptable
* Except certified copy of a birth certificate
SAMPLE DOCUMENTS
• Passport
SAMPLE DOCUMENTS
• Passport Card
SAMPLE DOCUMENTS
• Permanent Resident Card
SAMPLE DOCUMENTS
• State Issued Driver’s License and ID Cards
SAMPLE DOCUMENTS
• School ID card with photograph
SAMPLE DOCUMENTS
• Social Security Card
SAMPLE DOCUMENTS
• Birth Certificate
SECTION 2: RECEIPT RULE
• Receipts may be used as a temporary proof of
employment eligibility when a List A, B, or C document
has been lost, stolen, or damaged.
• The receipt must be issued by the originating authority.
• The employee must present a replacement document
within 90 days of the hire date.
• A receipt indicating that an individual has applied for an
initial employment authorization document or for a
renewal of an expiring document is NOT acceptable.
• Receipts are never acceptable for employment lasting
less than 3 business days.
SECTION 2: COPYING DOCUMENTS
You may choose to make copies of employee
documentation presented to you for Section 2.
• If you choose to photocopy documents, you
must do so for ALL employees, regardless of
actual or perceived national origin, immigration
or citizenship status, or you may be in violation
of anti-discrimination laws.
• Because UNC uses E-Verify all I-9 documents
will need to be photocopied and provided to HR
along with the Form I-9.
SECTION 3: REVERIFICATION
• You MUST reverify an employee using
Section 3 if their temporary employment
authorization has expired.
CORRECTING FORM I-9
Correcting Mistakes
If you discover a mistake on Form I-9, correct the
existing form – line out the incorrect portions,
enter the correct information, and initial and date
the correction.
OR
Prepare a new Form I-9 and retain the old form.
You should also attach a short memo to both the
new and old forms stating the reason for your
action.
CORRECTING FORM I-9
Missing Forms
If you discover you are missing the Form I-9 for an
employee:
• Immediately provide the employee a Form I-9.
• Allow employee 3 business days to provide
acceptable documents.
• DO NOT backdate the Form I-9
I-9 QUIZ
Question 1
Identify the document that is an acceptable List B
document for Form I-9 purposes:
A) French Passport
B) Canadian Driver’s License
C) Sandwich Club card from local deli
D) Hospital-issued Birth Certificate
I-9 QUIZ
Question 1
Identify the document that is an acceptable List B
document for Form I-9 purposes:
B) Canadian Driver’s License
I-9 QUIZ
Question 2
The document provided by the employee is obviously a fake
document. Your response should be:
A) Complete the Form I-9 and say nothing to the employee
because you’re not required to be a document expert.
B) Tell the employee that you cannot accept the document.
C) For a social security card – contact the Social Security
Administration, for a Passport – contact the Dept. of State.
All other documents, contact Dept. of homeland Security.
D) Complete the From I-9 and include a memo noting the
concern for future audits.
I-9 QUIZ
Question 2
The document provided by the employee is obviously a fake
document. Your response should be:
B) Tell the employee that you cannot accept the
document.
I-9 QUIZ
Question 3
It is best practice for employers to tell new hires
to bring their driver’s license and social security
card or birth certificate with them on their first day
of work in order to timely complete Form I-9.
A) True
B) False
I-9 QUIZ
Question 3
It is best practice for employers to tell new hires
to bring their driver’s license and social security
card or birth certificate with them on their first day
of work in order to timely complete Form I-9.
B) False
I-9 QUIZ
Question 4
As the one completing the Form I-9 on behalf of
UNC, you must attest, under the penalty of
perjury, that you have examined the documents
presented, that the documents appear to be
genuine and relate to the employee, and to the
best of you knowledge the employee is
authorized to work in the U.S.
A) True
B) False
I-9 QUIZ
Question 4
As the one completing the Form I-9 on behalf of
UNC, you must attest, under the penalty of
perjury, that you have examined the documents
presented, that the documents appear to be
genuine and relate to the employee, and to the
best of you knowledge the employee is
authorized to work in the U.S.
A) True
I-9 QUIZ
Question 5
May an employer request – so long as it does not
require – that all lawful permanent residents provide
their “green card” (aka. Form I-551) as proof of
identity and work authorization for the From I-9?
A) Yes
B) No
C) Yes, but only if the employer assisted the
employee in obtaining permanent residence.
D) Yes, but only if the employee is paid hourly.
I-9 QUIZ
Question 5
May an employer request – so long as it does not
require – that all lawful permanent residents provide
their “green card” (aka. Form I-551) as proof of
identity and work authorization for the From I-9?
B) No
QUESTIONS ABOUT THE I-9 PROCESS?
WORKPLACE INJURY REPORTING
• Workers Compensation Act of Colorado was
established in the early 1900’s due to growing
numbers of injuries due to the industrial
revolution.
• Purpose – Speedily and justly compensate
employees for injuries occurring during the
performance of their jobs and to insure
employers liability for injuries to their employees.
• All work-related injuries MUST be reported to
Human Resources within four working days.
REQUIRED NOTICES
WHAT DOESN’T WORKERS
COMPENSATION COVER
• Injuries caused by intoxication or drugs
• Self-inflicted injuries
• Injuries from a fight started by the employee
• Injuries resulting from horseplay or violation of
company policy
• Felony-related injuries
• Injuries suffered while off the job
• Injuries claimed after an employee is terminated or
laid off
• Injuries to an independent contractor
FIRST REPORT OF INJURY
• Injured employee MUST complete a ‘First Report of
Injury’ form and submit it to Human Resources. (Form
located on UNC’s Human Resources webpage under “HR Forms”)
• If the injury is life or limb threatening, the employee
or supervisor should call 911 and request medical
assistance, even if the employee does not request
or states they don’t need medical assistance.
• Employee can refuse transport by ambulance but
will need to sign a release form, which will reduce
the University’s liability.
FIRST REPORT OF INJURY
DOCTOR’S LOCATIONS
• Once the First Report of Injury form has been submitted
to Human Resources, the employee will be offered two
locations to see a doctor:
• Workwell Occupational Medicine
2528 W. 16th Street
Greeley, CO 80634
• Family Physicians of Greeley
6801 W. 20th Street, Ste. 101
Greeley, CO 80634
• Employee will sign a notice stating they received the
locations of both doctor’s offices.
• This form, along with the First Report of Injury form, is
submitted to Pinnacol Assurance to begin the Workers
Compensation process within 10 days from when the
injury occurred.
AFTER THE CLAIM IS FILED
• Keep in touch with the injured employee –
Usually the longer the employee is away from
work, the more difficult it is to come back to
work, both physically and psychologically.
• Let the employee know you and the team is
looking forward to them coming back to work
and what they contribute to the team.
• Employer MUST work with doctor
recommendations to get the employee to
return to work as soon as possible, even with
modified work duty.
REDUCING REOCCURRING INCIDENTS
• Track the types of Workers Compensation
claims your employees typically make.
• Evaluate what is causing the frequent injuries.
• Ask employees what can be done to help
alleviate on the job injury risks.
• Offer training to educate and create
awareness for the most common, reoccurring
incidents.
WORKERS COMPENSATION QUIZ
Question 1
It is never a good idea to place an injured
employee on a modified work assignment.
A) True
B) False
WORKERS COMPENSATION QUIZ
Question 1
It is never a good idea to place an injured
employee on a modified work assignment.
B) False
WORKERS COMPENSATION QUIZ
Question 2
You should report minor injuries to HR and the
insurance provider.
A) True
B) False
WORKERS COMPENSATION QUIZ
Question 2
You should report minor injuries to HR and the
insurance provider.
A) True
WORKERS COMPENSATION QUIZ
Question 3
Which situation qualifies as a compensable injury under
Workers Compensation laws?
A) Factory worker breaks arm while shoveling snow at
home.
B) Teacher is injured in car accident while on the way to
work.
C) An engineer, who is an independent contractor, has a
ladder fall on their head while working on a
construction site.
D) Secretary injures wrist while picking up boxes at work.
WORKERS COMPENSATION QUIZ
Question 3
Which situation qualifies as a compensable injury under
Workers Compensation laws?
D) Secretary injures wrist while picking up boxes at
work.
WORKERS COMPENSATION QUIZ
Question 4
__________ is currently one of the “Top 10 Most
Common Workplace Injuries”:
A) Slips, Trips, & Falls
B) Being Struck by Object
C) Repetitive Motion Injuries
D) Overexertion
WORKERS COMPENSATION QUIZ
Question 4
__________ is currently one of the “Top 10 Most
Common Workplace Injuries”:
A) Slips, Trips, & Falls
B) Being Struck by Object
C) Repetitive Motion Injuries
D) Overexertion
QUESTIONS ABOUT WORKERS COMPENSATION?
THANK YOU!
Contact Us
UNC Human Resources
Carter Hall – Room 2002
970-351-2718