There are three lists of documents that can be used. In addition to teaching them about their responsibilities and your companys systems, theres also a significant amount of paperwork involved. The type of documents used dictate the portion of Part II that the employer must complete. Include both names if you have 2 first names or 2 last names. Do I Need to Get a New Passport After a Name Change. Mail Us: 7999 N. Federal Hwy, Suite 400Boca Raton, FL 33487 USA, Disclaimer: Instant Vital Records is a DBA of Interactive Media Technologies, Inc, Copyright Instant Vital Records 2023 All right reserved. Everything you need to thrive during your business's busiest seasons. % of people told us that this article helped them. Documents on list A serve a double purpose as they can be used as proof of ID as well as evidence of employment authorization. Doing so requires attesting that youve physically examined documentation verifying their eligibility to work in the United States. NOT VALID FOR EMPLOYMENT Also, while knowing your birth certificate number is handy, its not essential. This site uses cookies for web analytics. In all birth certificates issued in the United States of America, the birth certificate identification number is located in the upper right corner of the certificate copy. With that said, most institutions generally dont just accept birth certificate numbers. I-9 documents must be obtained from the relevant issuing body. For Financial Terms & More, visit the About Data Governance Center page, powered by Collibra. A step-by-step guide on how to complete an I-9 form. In addition to signing the certification section, the employer must note the employees first day of employment as well as other employer information (the name of the business, the title of the person signing the form and the businesss address). U.S. Immigration and Customs Enforcement (ICE) conducts I-9 audits as one of its ordinary responsibilities. Well, the answer to that question generally depends on where the document was issued. The lists are issued by the U.S. The form must be accompanied by acceptable supporting I-9 documents. The Employment Eligibility Verification form, also known as Form I-9, is a form that the U.S. government requires for each new employee. Acceptable documents under List C include: A Social Security card without endorsement that limits employment authorization; A U.S. Department of State birth abroad certification (Form FS-545) A U.S. Department of State report of birth (Form DS-1350) Long Form Birth Certificate (Travel/Passport) x $22.00 $ Short Form Birth Certificate (General Use) x $22.00 $ Texas Flag Heirloom Birth Certificate (Framing and Display) x $60.00 $ Bassinet Heirloom Birth Certificate (Framing and Display) x $60.00 $ Birth Verification (Letter, not official certificate) x $22.00 $ This compensation may impact how and where listings appear. If your employees name has changed since they filled out Section 1, complete Block A. Employment authorization is the most basic job requirement for any employee working in the U.S. Form I-9 is your proof that your employees comply with this statement. A 6-digits serial registration number, assigned sequentially to each birth as it is filed. A noncitizen national of the United States, Foreign Passport Number, including the country of issuance, A Permanent Resident Card or Alien Registration Receipt Card (Form I-551 or green card), A foreign passport with evidence of permanent resident status, An employment authorization document that includes a photograph (Form I-766), A foreign passport and Form I-94 or an unexpired I-94A for nonimmigrants authorized for a specific employer, A passport from the Federated States of Micronesia with Form I-94 or I-94A, A passport from the Republic of the Marshall Islands with Form I-94 or I-94A, A drivers license or ID card that includes a photograph and identifying information (e.g., name, date of birth, gender, height, eye color, address), A drivers license issued by a Canadian government authority, A Social Security card without endorsement that limits employment authorization, A U.S. Department of State birth abroad certification (Form FS-545), A U.S. Department of State report of birth (Form DS-1350), A birth certificate with an official seal from the state, county, municipality, or U.S. territory, An employment authorization issued by the U.S. Department of Homeland Security, Section 3 is for reverification and rehires. US Birth Certificates is an independent preparer that provides vital records application preparation assistance services. Citizenship and Immigration Services. Employers must complete and sign the second section by each new employees third day of work. Fortunately, you can obtain a certified copy of your birth certificate online at a low price. You can present 1 item from List A, or a combination of 2 items from List B and List C. Permanent Resident or Alien Registration Receipt Card, A foreign passport with a Form 1-94 or a I-551 stamp/Form I-551, A passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A, A government-issued photo ID card with basic biographical information, A hospital, school, or doctor record, if you're under 18 with no other ID, Consular Report of Birth Abroad (Form FS-240), Certification of Birth Abroad issued by the U.S. Department of State (Form FS-545), Certification of Report of Birth issued by the U.S. Department of State (Form DS-1350), An Identification Card for Use of Resident Citizen in the United States (Form I-179), An authorization document issued by the Department of Homeland Security (DHS).

How to Register a Birth and Get your Baby's Birth Certificate. This part of the form is completed by the employee. Alternatively, it is possible to request a copy in person at the nearest Department of Vital Records office. Request the same documentation as before. A 2-digit year of registration, which is usually the year of birth. If the employee is a minor or disabled (or needs translation), the person aiding in the completion of the form (i.e., the preparer and/or translator) must also include their name and address as well as a signature on the form (also under penalty of perjury). Aliens authorized to work should include one of three document numbers to support their selection: Once the employee completes Section 1, they can sign and date the I-9. All potential job applicants should verify that theyre authorized to work in the United States. Often, they shall request a complete. All relevant fields of the form must be fully completed and the document's submission accurately recorded. Citizenship and Immigration Services. In the first subsection, employers copy the employees name and citizenship or immigration status from Section 1. Copyright 2012-2023 You can learn more about the standards we follow in producing accurate, unbiased content in our. Please contact your campus HR office for assistance in completing the form. If you fail to complete Form I-9 or make false statements on the document, you may face criminal prosecution and severe penalties under federal law, including fines and jail time. How-to Articles - HR Liaisons How to Complete Form I-9 with Examples Created by Lauren Kelley, last modified by April A Strowbridge on Mar 27, 2021 The examples below are of properly completed I-9s in an effort to maintain I-9 compliance. As an employer it is your responsibility to see that this form from the U.S. Citizenship and Immigration Services. I would like to once again state that you can find your birth certificates document number in the top-right corner of the document. Her expertise is in personal finance and investing, and real estate. It is also officially known as the Employment Eligibility Verification, and it was first mandated by the 1996 Immigration Reform and Control Act. Form I-9 is used to verify an individual's identity and eligibility to work. Employees must complete a copy of their form too. You dont need to keep I-9s and documentation longer than required. Section 3 is also the employers responsibility, but you can leave it blank if your hire is new to your organization. You can trust that we take your personal information privacy and security seriously with HIPAA compliant data storage and data encryption. A certified copy of a birth record issued by the State Vital Records Office will contain three distinctive identifying numbers: (1) The state file number that identifies the record of the birth. endstream endobj 24 0 obj <> endobj 25 0 obj <> endobj 26 0 obj <>stream How Long Does It Take to Get a Birth Certificate in the US? If you make a good-faith effort to complete this section and honestly review the documents provided, you meet the certification requirements. It verifies each employees identity and eligibility to work in the United States. documents employees provide. Include your email address to get a message when this question is answered. ICE may receive a tip that leads them to inspect a companys I-9s. The card must include a photograph or identifying information about the individual such as name, DOB, sex, height, eye color, address, State from which the Drivers License was issued (for drivers licenses), A Citizen of the U.S. / A Noncitizen National of the U.S. / A Lawful Permanent Resident / An Alien Authorized to Work, U.S. Armed Services identification card or draft record, Military Branch from which the Military Card or Draft Record was issued, County or territory from which the voter registration card was issued, Native American Tribe from which the document was, Driver's license issued by a Canadian government authority, Canadian Province or Territory from which the drivers license was issued, School from which the school record or report card was issued, Clinic, Doctor, or Hospital from which the record was issued, Day-care or nursery school from which the record was issued, Original or certified copy of a birth certificate from the U.S. or an outlying possession of the U.S., bearing an official sea, State of the U.S. from which the certificate was issued, A Certificate of U.S. US Birth Certificates is an independent preparer that provides vital records application preparation assistance services. If you fail to produce I-9s, you can be subject to civil and/or criminal penalties. How to find funding and capital for your new or growing business. Citizenship and Immigration Services is completed by the employee and you. Compare the serial registration number with the date of birth. Intuit Inc. does not have any responsibility for updating or revising any information presented herein. Expiration Date: NA (Birth Certificates have no expiration date.) hb```f````e`ab@ !(y,*@0{GGGwK -`HYEL6120U2%32(=[XEp6ul. In the latter case, complete Section 3 before the expiration date. The employee will need to enter in theircurrent apartment number, if the employee does not have an apartment number the needto write in N/A Just below the Address field is the Date of Birth this is a required field and must be inMM/DD/YYYY format. How to Identify the Birth Area Code The birth area code consists of the first 3 digits of the birth certificate number. www.usbirthcertificates.com Where do i find the number on my document? The first part is filled out by the employee, who then presents documents proving they are allowed to work in the U.S. to the employer. USCIS Form I-9 OMB No. Instant Vital Records offers a birth certificate replacement service you can use from the comfort of your home. You only need to use your middle initial, not your full middle name. "Instructions for Form I-9, Employment Eligibility Verification, USCIS Form I-9," Page 8-11. In addition, you may also pass it as a means of identification. One of the most important administrative tasks to complete when bringing a new hire into the fold is to fill out an I-9 Form. Employees must be allowed to present any valid combination of documents listed on Form I-9. Driver's License + List C: Birth Certificate List A: U.S. Passport See the example of a completed Section 1 of Form I-9 See the . We also reference original research from other reputable publishers where appropriate. A knowing violation means the employer expressly understands that it employs individuals unauthorized to work in the U.S. Technical violations are for filling out I-9 forms incorrectly. The employee must sign the form and date it. Again, if the employee cannot produce a document from List A, they must produce one from List B and one from List C. As in the case of the employee, employers must attest under penalty of perjury that they have reviewed the necessary documents, believe they are genuine and believe to the best of their knowledge that the employee is authorized to work in the U.S. The employer examines the documents, determines their veracity, and then finishes the form by filling in the second section. "Complete and Correct Form I-9.". You dont have to save a copy of the verification documents your employee provided, but it can be a good idea. For badging purposesTwo forms of identification (such as a state driver's license, state identification card, U.S. Passport, military ID card, birth certificate, or Social Security card). Employers are liable for errors in the completion of this form. Intuit, QuickBooks, QB, TurboTax, Mint, Credit Karma, and Mailchimp are registered trademarks of Intuit Inc. U.S. Department of Homeland Security, U.S. After all, birth certificates are loaded with all kinds of information that can overload your mind. It is illegal to discriminate against work-authorized individuals in hiring, firing, recruitment or referral for a fee, or in the employment eligibility verification (Form I-9 and E-Verify) process based on that individual's citizenship status, immigration status or national origin. The certificate of live birth is an unofficial document issued by the hospital for data entry purposes. Second, they must attest under penalty of perjury that they have authorization to work in the United States based on their citizenship or immigration status. Employers are liable for errors in the completion of this form. Conducting an internal I-9 audit annually to find any I-9 documents that are expiring and need updating or need destroying. Jobs report: Are small business wages keeping up with inflation? Accounting and bookkeeping basics you need to run and grow your business. What If I Dont Have A Copy Of My Birth Certificate?

There are three acceptable document types, and its illegal for you to decide which ones your employees provide. Section 2 includes three subsections. This part of the form is completed by the employer. *Unrestricted Social Security cards that are acceptable List C documents are only issued to: An official website of the U.S. Department of Homeland Security, An official website of the United States government, To protect your privacy, please do not include any personal information in your feedback. If you happen to only have 1 name, place it in the last name field and "unknown" in the first name field. Employers must retain I-9s for the later of three years from the date of hire or one year after the date employment ends. Looking for U.S. government information and services? Resources to help you fund your small business. Definition, Dates, and Deadlines, Form 1078: Certificate of Alien Claiming Residence Definition, Garden Leave: What It Is, Pros and Cons for Employers, Employees, Tax Identification Number (TIN) Definition, Types, and How To Get One, Employment Eligibility Verification, USCIS Form I-9, Instructions for Form I-9: Employment Eligibility Verification, Instructions for Form I-9, Employment Eligibility Verification, USCIS Form I-9, A noncitizen national of the United States, An alien authorized to work in the U.S. Onboarding an employee is an intensive process, especially for a small business. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/b\/b7\/Complete-an-I9-Form-Step-1.jpg\/v4-460px-Complete-an-I9-Form-Step-1.jpg","bigUrl":"\/images\/thumb\/b\/b7\/Complete-an-I9-Form-Step-1.jpg\/aid9658333-v4-728px-Complete-an-I9-Form-Step-1.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"