Employment Eligibility Verification

Form I-9

Guidelines and

Examples

I-9 GUIDELINES

And INFORMATION

Ø A new or returning employee must have a valid I-9 Form completed within the 3 days of employment.

Ø All original documents must be provided for verification within 3 business days of employment.

Ø In conjunction with the I-9, all non-citizens must also provide an I-20 Form, a DS-2019 Form, or an I-797 Form for employment authorization.

Ø Social Security Cards with “Not Valid for Employment”, “Valid for Work Only with INS Authorization”, or “Valid for Work Only with DHS Authorization” cannot be used to satisfy the I-9.

Ø If an employee does not have a Social Security number, they must request one by having the employing department complete a SSN Request Form obtained from the International Office via the web http://www.uta.edu/oie/forms/ssn_letter.php. The employee will then take the complete form to the International Office for certification. Once the form is certified, it should be taken to the Social Security Administration Office with all verification documents.

o Once the Social Security card has been received, a copy of the signed card must be submitted to the Payroll Office.

Ø White-out is not allowed on any I-9. This voids the I-9 and makes it invalid.

Ø The I-9 Form must be completed after the Offer Letter is signed.

Ø A new I-9 is needed when:

· A change in citizenship status is made.

· An employee is rehired after a break in employment.

Ø For rules and regulations regarding the I-9 Employment Eligibility Verification and answers to questions, contact The Citizenship and Immigration Services.

http://www.uscis.gov/portal/site/uscis

Telephone 1-800-357-2099

INSTRUCTIONS FOR EMPLOYEES COMPLETING SECTION ONE

AND PREPARER AND/OR TRANSLATOR CERTIFICATION

The employee completes Section 1 at the time of hire (i.e. by the first day of employment for pay. If the employee cannot complete Section 1 without assistance or needs the I-9 Form translated, someone else can complete Section 1 and have the employee sign or mark the form in the signature area. The preparer or translator must then complete the Preparer and/or Translator Certification Block of the form.

1. Enter your full legal name and other names that you have used in the past or present (e.g. maiden name) if any.

a. If you have two last names (family names) include both. If you hyphenate your last name, include the hyphen (-) between the names.

b. If you have two first names (given names), include both. If you hyphenate your first name, include the hyphen (-) between the names.

c. Include Middle initial, if applicable.

d. Enter N/A if you have no middle initial or have not used other names.

2. Enter you home Address, Apt Number, City or Town, State, and Zip Code. Enter N/A if you have no Apt. Number. You may not enter a P.O. Box in this field.

3. Enter Your Date Of Birth, Social Security Number, E-mail Address and Telephone Number. Entering the Social Security Number is optional unless your employer confirms employment authorization using E-Verify. The e-mail address and telephone number is voluntary. Enter N/A if you choose not to enter your email address and telephone number.

4. Read the warning and attest to your citizenship or immigration status by checking the appropriate box.

5. Sign and date the form.

6. If you use a preparer or translator to fill out the form, the person must verify the he/she assisted you by completing the Preparer or Translator Certification Block.

I-9 OF US CITIZEN or PERMANENT RESIDENT

The employee must present to the employer an original document or documents that show his/her identity and employment authorization within three business days of the date employment begins. List A documents show both identify and employment authorization. List B documents show only identity. List C documents show only employment authorization. The employee must be allowed to choose which documents he/she wants to present form the List of Acceptable Documents.

Permanent Residents can provide their

INTERNATIONAL EMPLOYEE

1. Employee completes Section 1 and enters his or her 11 digit Form I-94 card number.

a. Employee also enters Foreign Passport Number and Country who issued the passport.

2. Employee signs and dates the form.

Example of Section Two of a Foreign students pursuing academic studies and/or language training programs - classified as a F-1 nonimmigrants.

1. Enter the student’s name from Section 1 at the top of Section 2.

2. Enter the student’s foreign passport information in the first Block in List A. Enter the I-94 card information in the second Block in List A. Enter the I-20 information in the third Block of List A.

a. If the employee was on a H1B status, the I-797 information should be entered in the third Block of List A.

b. If the employee was on a J1 visa status, the DS-2019 information should be entered in the third Block of List A.

3. Enter the date employment begins.

4. Employer or authorized representative attest to physically examining the document provided by signing and dating the signature and date fields.

5. Enter the business name and address.

6. Example of Section Two using an Employment Authorization Document card or Optional Practical Training (OPT).

1. Enter the employee name from Section 1 at the top of Section 2.

2. Enter the document title, issuing authority, document number, and the expiration date from the original document supplied by the employee.

3. Enter the date employment begins.

4. Employer or authorized representative attest to physically examining the document provided by signing and dating the signature and date fields.

5. Enter the business name and address.

List A

Documents that Establish Both Identity and Employment Eligibility

The following illustrations are in the I-9 Handbook for Employers and do not necessarily reflect the actual size of the documents.

U.S. Passport

Issued by the U.S. Department of State to U.S.

Citizens and nationals. There are several different

versions that are currently valid that vary from the

latest version shown here.

Permanent Resident Card (I-551)

The latest version of the Permanent Resident Card, Form I-551, began being issued in November 2004. The card shows the seal of the Department of Homeland Security and contains a detailed hologram on the front of the card. Each card is personalized with an etching showing the bearer’s photo, name, and signature, date of birth, alien registration number, card expiration date, and card number.

Resident Alien Card (I-551)

These cards are no longer issued, but are valid indefinitely, or until their expiration date. Recipients of this card are lawful permanent residents. This card is commonly referred to as a “green card” and is the replacement for the Form I-151.

Unexpired Foreign Passport with I-551 Stamp

Employment Authorization Card I-766

Issued by USCIS to aliens granted temporary employment authorization in the United States. The expiration date is noted on the face of the card

Temporary Resident Card I-688

Issued by USCIS to aliens granted temporary resident status under the Legalization or Special Agricultural Worker program. It is valid until the expiration date stated on the face of the card or on the sticker(s) placed on the back of the card.

Employment Authorization Card I-688A

Issued by USCIS to applicants for temporary resident status after their interview for Legalization or Special Agricultural Worker status. It is valid until the expiration date stated on the face of the card or on the sticker(s) placed on the back of the card.

Employment Authorization Card I-688B

Issued by USCIS to aliens granted temporary employment authorization in the United States. The card has gold, interlocking lines across the front. The expiration date is noted on the face of the card.

I-94/I-94A Arrival/Departure Record

Arrival-departure record issued by DHS to nonimmigrant aliens and other alien categories. This document indicates the bearer’s immigration status, the date that the status was granted, and when the status expires.

Example of an I-20 Form and DS-2019.

Office of Human Resources

Employee Records Services

Phone: 817-272-5554

Fax: 817-272-5798

Verta Brown, HR Specialist III

Ext. 2-4213

Steven Allen, HR Specialist II

Ext. 2-4064

Annmarie Canas, HR Specialist II

Ext. 2-5118

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