What You Should Know About I-9 Forms
immigration law prohibits employers from recruiting, hiring, or continuing
to employ illegal immigrants. The Immigration Reform and Control Act
(IRCA) of establishes employment eligibility verification procedures
that all employers must follow when filling a job vacancy. IRCA also
prohibits employers from discriminating in recruitment, hiring, or
discharge on the basis of national origin or citizenship status.
The Office of
Human Resources is responsible for implementing, administering, and
reviewing procedures necessary to comply with the employment eligibility
verification and nondiscrimination requirements of the Immigration
Reform and Control Act (IRCA), as amended. Managers
are expected to work with Human Resources to ensure compliance with
- New employees
must complete an I-9 form and provide required documentation to
prove that they are eligible to work in the United States on
the day they begin work and provide the
supporting documentation no later than three business days of starting
- If an employee
is authorized to work, but is unable to provide the required
documentation, the employee can under certain circumstances
present a Human Resources representative with a receipt for
an application for the necessary document(s).
- If the
appropriate documents were lost, stolen, or damaged, the individual
must present a receipt for a replacement within three business
days of hire and present the actual replacement document within
90 days of hire or, in the case of re-verification, by the date
that the employment authorization expires.
who fail to provide the appropriate documents or a receipt for application
of an approved document must not be allowed to work beyond three
- If a terminated
employee is rehired within three years of initially completing an
I-9 form, the Office of Human Resources is responsible for updating
and verifying the information on the form.
- An employee's
failure to provide proof of his or her renewed authorization to
work prior to the expiration of the authorization documented on
the employee's Form I-9 may result in immediate suspension without
pay or termination of employment.
and hiring representatives involved in the hiring process are prohibited
from asking employees for a specific document whether it is designated
on Form I-9 as acceptable for purposes of verifying an employee's
identity and employment eligibility, or not. See list
of acceptable documents.
- Example of
an appropriate request for documentation: "If you do not have
one document from list "A," then you must provide one
document from list "B" and one from list "C"
(note: list A documents prove identity and eligibility to work so
no further documentation is necessary unless the document indicates
that there are employment restrictions. List "B" documents
only establish proof of identity and list "C" documents
only establish proof of eligibility to work in the United States,
so a list "B" document must always be accompanied
by a document from list "C").
- Human resource
representatives and any other hiring personnel cannot refuse to
honor documents that, on their face, reasonably appear to be genuine
and relate to the employee in question.
of Acceptable Documents
to prove identity and eligibility for employment in the United States,
the Act requires employees to allow examination the following
A valid original document (not a copy) is required from either "List A" or if you do not have a document from "List A", the Act requires that you provide two
documents: one from "List B" and one from "List
C" for examination and verification of identity and employment
Since the I-9 Form is changed from time to time by the U.S.Government, please refer to the current I-9 Form for acceptable documents.
Please bring the appropriate
documentation of your eligibility for employment to the Office of Human
Resources on your first day of employment. If you have questions, please
feel free to contact the Office of Human Resources at (206) 281-2809.