Page 3 - Handbook for Employers - Guidance for Completing Form I-9

Table of Contents

Obtaining Forms and Updates ................................. Inside cover
Part One—Why Employers Must Verify Employment
Authorization and Identity of New Employees ......................... 1
The Homeland Security Act ......................................... 1
Part Two—Completing Form I-9 ................................... 2
Completing Section 1 ............................................. 2
Completing Section 2 ............................................ 5
Minors (Individuals under Age 18) .................................. 9
Employees with Disabilities (Special Placement) ......................... 11
Future Expiration Dates ........................................... 13
Automatic Extensions of Employment Authorization Documents (EAD) in Certain
Circumstances .................................................. 13
Reverifying Employment Authorization for Current Employees .............. 15
Evidence of Status for Certain Categories .............................. 16
Failure of an Employee to Present Acceptable Documents .................. 26
Completing Section 3 ............................................. 26
Leaves of Absence, Layoffs, Corporate Mergers and Other Interruptions
of Employment .................................................. 28
Correcting Form I-9 .............................................. 29

Part Three—Photocopying and Retaining Form I-9 .................... 31
Paper Retention of Form I-9 ........................................ 31
Microform Retention of Form I-9 .................................... 31
Electronic Retention of Form I-9 .................................... 32
Security ....................................................... 33
Retaining Copies of Form I-9 Documentation .......................... 33
Inspection ..................................................... 33

Part Four—Unlawful Discrimination and Penalties
for Prohibited Practices .......................................... 35
Unlawful Discrimination .......................................... 35
Overview of Discrimination Laws .................................... 35
Penalties for Prohibited Practices .................................... 37
Part Five—Instructions for Recruiters and Referrers
for a Fee ...................................................... 40
Part Six—E-Verify: The Web-based Verification Companion
to Form I-9 ................................................... 41
Federal Contractors ............................................... 41
Part Seven—Some Questions You May Have About Form I-9 ............. 42
Questions about the Verification Process ............................... 42
Questions about Documents ........................................ 42
Questions about Completing and Retaining Form I-9 ..................... 47
Questions about Avoiding Discrimination .............................. 49
Questions about Different Versions of Form I-9 ......................... 51

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