The New I-9

What’s New The form layout (1-page to 2-pages). Improvement in form instructions. New data fields. New form is effective now – start using it no later than May 6th.

Section 1 must be completed by the employee (and preparer/translator, if applicable) no later than the 1st day of employment but not before accepting a job offer. Section 2 must be completed by the employer or employer representative within 3-days of the employee’s first day of employment.

Email address & Telephone numbers are optional. All fields are REQUIRED except as highlighted in red below. Enter “n/a” if the Other Names, Apt. Number, Email Address or Telephone Number fields do not apply. Note the date format DATE OF BIRTH: needs to be two digit/two digit/four digit Email address & Telephone numbers are optional.

Employee should only choose ONE citizen status and enter additional information if needed. Then sign & date the form. This area is completed ONLY if an employee receives assistance completing Section 1. If an employer or representative completes any part of Section 1 – i.e. pre-complete the name, address, etc. – for the employee, we must complete the Preparer and/or Translator Certification; or if the person has a disability and is unable to actually complete the section on their own.

Enter the employee’s name as specified (note the sample format). You may not specify which documents the employee presents from the authorized list. Unexpired documents only. Document receipts may be acceptable. Copies of the Social Security Card and Driver’s License are required for all MSU new hires, reasons unrelated to the I-9. Examples of acceptable documents, with pictures, can be found in the USCIS Employer I-9 Manual If an employee presents a document receipt, they must present the actual document within 90 days. (This must be received by HR within 90 days.) If we know an individual will work only three days or less, receipts are never acceptable in that case. As noted, leave the First Day of Employment field blank. This will be completed by MSUE HR when the documentation is received. Leave the First Day of Employment field blank. If an authorized representative completes the form the word “for” should be entered before the name of the business.

Re-verification & Rehires MSUE requires that any time someone is re-hired, a new I-9 is required. RE-VERIFICATION MSUE will be notified should a re-verification be required. US citizens and non-citizen nationals never need re-verification. An employee must be re-verified no later than the date that the employee’s employment authorization or employment authorization document expires, whichever is sooner. Re-verification is no longer an automatic assumption with name changes. Gather proof of the name change (e.g. new social security card and/or legal documents) and contact MSUE HR. Some documents will require re-verification – how does that work with MSU/MSUE (e.g. re-verification – E.g. if someone is NOT a US Citizen or noncitizen national and used a Driver’s License (or international passport) to complete the I-9 form, at the time the license/passport expires, a re-verification would need to be completed. Or if someone has a Foreign Passport with I-551 stamp, when either the passport itself OR the I-551 (work authorization) stamp expires, the re-verifcation would also need to be completed). And the re-verifcation process needs to be completed ON OR BEFORE the expiration date.

eVerify A way for employers to confirm employees’ authorization to work via federal databases MSUE employees hired into specific programs are subject to eVerify The I-9 form must be completed and retained when using eVerify When using eVerify, if an employee chooses to present documents from list B & C, the list B document must have a photograph. For minors, this may be a school identification card. When asked by MSUE HR, required documents must be submitted within two business days or this may delay the start date of employee

Hiring Minors (Individuals under 18) If an employee is under 18 and is able to produce proof of identity as defined in column B on the last page of the I-9 form, nothing changes from the above instructions. If a minor is not able to produce proof of identity, a parent or legal guardian is able to establish identity for the minor by completing Section 1 of the form, filling in “Individual Under Age 18” in the Signature of Employee line and completing the Preparer/Translator Certification. In either case the employee is still required to produce authorization to work documents as defined in column C. In Section 2 the employer enters information for List B as seen here.

Resources Your MSUE Human Resources Department The new I-9 Jessica Nakfour (gordon14@anr.msu.edu) Gina Flores (flores35@anr.msu.edu) Vickie Lovejoy (lovejoyv@anr.msu.edu) Nancy Axtell (axtelln@anr.msu.edu) The new I-9 USCIS Employer I-9 Manual US Citizenship and Immigration Services I-9 Central