I-9 Designee Training Hello and welcome to I-9 training! The Office of Human Resources is excited to partner with you in completing this important process for new employees at The Medical College of Wisconsin.

My name is Jody Gottsacker, I’m a Human Resources assistant My name is Jody Gottsacker, I’m a Human Resources assistant. Craig Roeder is our Immigration Consultant. Together we hope to answer any questions you might have about this process. This training will consist of an informational overview and a step-by-step walk-through of the I9 system. Feel free to ask questions along the way; our goal is to help you feel prepared and comfortable in doing this.

Why do we complete the I-9? The US Government requires every employer to complete an I-9 for every individual they hire in the United States. The I-9 Form is used to verify identity and employment authorization.

Section 1- The New Employee’s Responsibility New employee receives information for Section 1 of the I-9 in their offer email. Completing Section 1 is a “task” in their Onboarding Portal. www.newi9.com, MCW’s Employer Code is: 13884 Can be done up to 180 days in advance Insert photo here

Section 1- The New Employee’s Responsibility Insert photo here In section 1, the employee will be prompted to enter their personal information. If the employee is a foreign national who does not have a US Social Security Number yet, they can click on the drop-down menu and select “applied for”. Once they’ve received their Social Security number- usually between 30-45 days- HR will update this in the I9 system. The employee’s first day of work can be found in their offer letter. If the start dates changes, please contact Human Resources. We understand that these dates can change based on a number of factors: an employee coming from out of state, credentialing a provider, etc. It’s a simple process for us to change the start date in the system, so please just let us know as soon as possible.

Section 1- The New Employee’s Responsibility In this next section, If the new employee is a US Citizen, they will select 1. If the new employee is a foreign national, they will select 2, 3, or 4 in the “Citizen Attestation” section. The employee will know/ have this information. More information on foreign nationals will be provided in just a few minutes.

Section 1- The New Employee’s Responsibility If you are completing Section One with the employee, as in- you are sitting with them to do this, where you are entering the information- it is legally required that you add yourself as a preparer of the document. You’re going to enter your first and last name, and then use MCW’s business address: 8701 W. Watertown Plank Rd, Milwaukee WI 53226 as the Address in this section. You’ll click “Add Preparer” and the page will refresh. At that point you can click “Continue” and complete Section One.

Section 2- The I9 Designee’s Responsibility Complete Section 2 with the employee within their first three working days. The employee must bring original documents to you. Do NOT accept: expired documents, photocopied/faxed/scanned documents Can be completed up to 180 days prior to employee’s start date Insert photo here Insert photo here Insert photo here This can be completed up to 180 days prior to the employee’s start. So if you are in a situation where the employee lives out of state, or you know that you as the designee will be out of the office on their first day- this can easily be done ahead of time! Other options when you are out of the office are- sending them to a nearby department’s designee (a full list is on Infoscope) or send them over to HR.

Practice Hiring or employing unauthorized aliens Penalty First Offense: $539 to $4,313 for each unauthorized alien Repeat offenders: $6,469 to $21,563 for each unauthorized alien Hiring or employing unauthorized aliens $216 to $2156 for each violation Failing to comply with Form I-9 requirements $178 to $1,782 per offense (policies that result in overdocumentation) Civil Document Fraud Source: US Citizenship and Immigration Services- Handbook for Employers, Instructions for completing Form I-9

OR Section 2- Acceptable Documents List A Document Examples (All-in-one documents) List B Document Examples (one each from B and C) List C Document Examples (one each from B and C) US Passport US Passport Card Permanent Resident Card Full list at: https://www.uscis.gov/i-9 Driver’s License State ID Card Federal ID Card School ID Social Security Card Original or Certified Copy of US Birth Certificate US Citizen Card OR A full list of acceptable documents can be found at: https://www.uscis.gov/i-9 You cannot tell the employee which documents to bring/ use To complete section 2 with the employee, you can use either one document from List A or one of each from Lists B and C. These are just some examples of the most commonly used documents, but the full list is comprised of about 50 different options. You can view that on the link above. If you ever have a question about a document, feel free to call us.

Foreign Nationals - Definitions Visa: Issued by the Department of State Allows the foreign national to enter the U.S. Indicates the status they entered the U.S. under, but may differ from current status (since foreign nationals can change their status while in the U.S.) This is not on the list of acceptable documents and should not be accepted as proof of identity or work authorization Passport: Issued by country of citizenship Does not show employment authorization for non-U.S. citizens; only proves identity Must be accompanied by an unexpired Arrival-Departure Record (form I-94) when used as a List A document I-94 card: Arrival/Departure Record Is accessible online by searching “get most recent I-94”

Foreign Nationals – Definitions Continued DS-2019: Certificate of Eligibility for Exchange Visitor (J-1) status Issued by International Scholar Coordinator for purposes of participation in J-1 exchange visitor program Shows proof of J-1 program, but should not be accepted as a form of identification/proof of work authorization I-20: Certificate of Eligibility for Non-immigrant Student Status (F-1) Issued by the Graduate School or an International Office of an outside university In order to be eligible to work, the student needs to show proof of additional authorization: an Employment Authorization Card (EAD) for Optional Practical Training or approval on page 3 of the I-20 for Curricular Practical Training USCIS: United States Citizenship and Immigration Services

Verifying I-9 for a on-U.S. Citizen Must mark current status in section 1 by indicating lawful permanent residence or alien status. Alien: Must indicate the expiration date of their current work authorization on the corresponding line Must also list an A# or an Admission # Admission # would be their Arrival/Departure record, also known as their I-94 Number. It is 11 digits long US Permanent Resident: Must indicate A# Alien #: located on their Permanent Resident Card (“Green Card”) on corresponding line

Section 2- The I9 Designee’s Responsibility Please refer to your handout for step-by-step instructions as we walk through the process of completing an I-9.

Next Steps You will receive an email from Human Resources Log into the I9 system to change your password Get familiar with the system Contact us with any questions! Next steps- you will receive an email, default password that you will have to change.

Thank You!