I 9 Training

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Stacey L. Spector, Esq.
Jill K. Soubel, Esq.
The Rudnick Spector Firm
1608 Walnut St., Ste. 1700
Philadelphia, PA 19103
T: 215-546-0880
F: 215-600-2743
sspector@rudnickspector.com
jsoubel@rudnickspector.com
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© 2011 Rudnick Spector Firm

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Page
* Fundamentals of Form I-9 Completion 3-8
* Employee Completion of Form I-9 9-18
* Employer Completion of Form I-9 19-20
* Retention & Storage 21
* Electronic Storage 22
* E-Verify 23-24
* Reverification 25-29
* Internal Audit 30-31
* Common Errors & Corrections 32-34
* Resources 36

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* Immigration Form
* Purpose: Employer must verify employee’s identity and employment
eligibility after November 6, 1986
* If I-9 completed correctly, employer not liable if employee not
actually legally authorized to work
* May not knowingly hire or continue to employ any unauthorized
worker
• “Knowingly” = actual knowledge or “should have known”
constructive knowledge
* Deceptively simple-looking
* Monetary and criminal penalties possible for incorrect completion

*
3 © 2011 Rudnick Spector Firm

* All employers must complete for employees to perform labor or services in return for
wages or “remuneration”
* Remote Hires:
• Company may designate agents to perform I-9 responsibilities, but is ultimately
liable. Agents can be notary publics, accountants, attorneys, etc
• Agent must still review original documents submitted by employee. Form I-9
should not be mailed or faxed to employee for completion
* Exempt Employees:
• Grandfathered employees
• Casual domestic workers
• Contractors (1099) & their employees
• Employees not physically present in the U.S.
* Failure for employee to complete I-9 is grounds for termination

*

* Prohibited from discriminating on basis of national origin or
citizenship status in hiring, recruiting or discharging employees.
Since 9/30/06, DHS must prove employer had “intent” to
discriminate against employee (i.e., by requesting more or
different documents during the I-9 verification process)
* Only protects U.S. citizens, U.S. permanent residents, temporary
residents, refugees in I-9 process
* Nonimmigrant not within “protected” class covered by
discrimination, but could be under Title 7
* Not unfair immigration employment practice for Company to
choose U.S. citizen over foreign national if two are equally
qualified

*

* Spanish version may only be used in Puerto Rico

Version Valid From To
August 7, 2009 8/7/2009 8/31/2012

February 2, 2009 4/3/2009 Present

June 5, 2007 11/26/2007 4/2/2009

May 31, 2005 11/21/1991 11/25/2007

*

* Employer & Employee complete all requested information in
Sections 1-3
* Failure to complete required information is a violation
* Form must be completed within the first three days of actual
employment
• Employment Day #1: Employee completes and signs Section #1
• Employment Days #1-4: Employee provides Section #2
documents, Employer reviews documents, Employer completes
and signs Section #2
* Process can be started anytime between job acceptance and first
day of employment. If I-9 process begun before 1st day of
employment, must do so for all employees

*

* Employee must sign/date Form I-9 by first day of employment
* Employee may complete I-9 before first day as long as I-9
process is same for all job applicants
* Employee has 3 business days, if necessary, to produce original
document(s) to satisfy I-9 unless granted 90 additional days
based on receipt rule. If employee fails to comply, must be
terminated
* Company may instruct employees prior to start date re: need to
arrive on day 1 of employment with appropriate documents for
I-9 purposes

*

* Employee prints last name, first name, middle initial, maiden
name, and address
* Employee completes date of birth
* Employee completes social security number
* Employee, under penalty of perjury, checks off box as to
his/her status in the U.S.
* Employee signs/dates Form I-9
* Preparer and/or translator certification—if used by employee to
fill out Section 1, translator/preparer signs, dates, and provides
requested information in box

*

* Employee must present original, unexpired documents
* Employer must examine documents to determine if they are (1)
genuine and (2) related to employee
* List A: document establishes both identity and employment
authorization—employee who presents List A document
need not present any other documents
* List B: document establishes identity only. List B document must
be presented in conjunction with List C document
* List C: document establishes employment authorization only and
must be presented in conjunction with List B
* For E-Verify: If you accept a List B document, it must have a photo

*

* You may not accept expired documents
* Except:
• Automatic Extension of Employment Authorization Document (I-
766 card) for Temporary Protected Status
• Automatic Extension of STEM OPT extensions for F-1 students
until USCIS makes decision or 180 days
• Permanent Resident Cards for Conditional Permanent Resident
with receipt for Petition to remove conditions that extends
work/travel authorization
• When these extensions expire, you must reverify

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* Employer may accept a receipt in limited circumstances:
• All Employees: Original document if lost, stolen, or damaged, and
thereby gain 90 additional days from hire (List A, List B, or List C)
• Green Card holder: I-94 with temporary I-551 stamp
• Refugee: Form I-94 or I-94A with unexpired refugee admission
stamp
• Still complete I-9 based on receipt
• To “reverify”: Do not complete Section #3. Cross out word
receipt in Section #2 and complete information.
* Rule does not apply to employee presenting new EAD card or EAD
renewal (i.e., L-2/E-2, I-485, F-1 OPT) or Social Security Cards

*

* Social Security Card (“SSC”) on List C, but must be unrestricted
* SSC stating “valid only with DHS (or INS) authorization” does not
satisfy Form I-9 List C without additional documentation
* SSC cardstating “not valid for employment” does not satisfy
Form I-9 requirements
* IRS individual taxpayer ID number (ITIN) not employment
eligibility verification document
* For E-Verify: If the employee does not have SSC, employee may
produce official document from SSA stating that SSC has been
applied for

*

* Prior to 1989, DHS issued Green Card (“GC”) with no expiration
date
* Post 1989, DHS issued GCs that expire every ten years (Form I-
551)
* GCs are not reverified upon expiration

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* No later than close of fourth business day, Company completes
Section 2 of Form I-9
* Company examines document(s) presented by employee, and
inspects document(s) to make sure original, genuine, and relate
to employee
* Company cannot require employee to provide certain
documents from List
* Company fills in document title, issuing authority, number, and
expiration date (if any) in Section 2
* Company completes Certification, including date employment
begins (in Certification), signs and dates Section 2 of Form I-9

*

* Company must retain I-9 for at least 3 years from hiring or for one year after
employment ends—whichever is later
* Retention date can only be determined at time employee leaves. To
calculate, Company adds 3 years to hire date. To calculate second
date, Company adds 1 year to end date. Whichever of two dates is later is date
until which Company must retain Form I-9
* Organize & Update
• I-9s for current employees
• I-9s for employees with work authorization expiration date for reverification
• I-9s for terminated employees that may require purging/destruction
* I-9 Forms should be kept separate from employee personnel files to avoid
discrimination charges (i.e., information concerning employees’ age and national
origin) & to facilitate production if audited

*

* Employers may use paper system, electronic system, or combination to store Forms I-9.
* Benefits
• Prevents costly I-9 errors
• Increases I-9 efficiency
• Produces compliance reports to be reviewed by counsel/internal audit
• Ensures timely I-9 reverification
• Seamlessly integrates with E-Verify
* An electronic storage system must:
• Include controls to ensure integrity, accuracy and reliability of system
• Include controls to detect and prevent unauthorized or accidental creation of, addition
to, alteration of, deletion of or deterioration of electronically stored Form I-9
• Include controls to ensure audit trail so any alteration or change to form since is electronically
stored and can be accessed if audited
• Include inspection and quality assurance program that regularly evaluates system, and includes
periodic checks of electronically stored Forms I-9
• Include detailed index of all data so any record is accessed immediately
• Produce high degree of legibility when displayed or copied

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* E-Verify is completed at this point in I-9/E-Verify process
* E-Verify
• Free internet-based system that employers use to confirm legal status of newly hired
employees.
• System compares SSN data and DHS immigration databases to information entered on Form I-9
to confirm employee matches.
• MOU
• STEM OPT F-1 students
* Federal Contractor E-Verify Rule
• Federal contractors who are awarded contract on or after 9/8/09 are subject to E-Verify, if
contract:
• Has performance period of more than 120 days,
• Value exceeds $100,000, and,
• At least some portion of work under contract is performed in U.S.
• Subcontractors must also E-Verify if working on federal contract and contract is for at least
$3,000 in services or construction
• Must E-Verify within 30 days after contract is awarded and begin to use within 90 days
• Must verify all new hires and existing employees assigned to affected contract

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* Pros
• Presumption that employer is compliant with I-9 requirements
• Allows F-1 students to have additional 17-months of OPT time
• Can E-Verify one site or entire company
* Cons
• Another step in on-boarding processing
• E-Verify very good with U.S. citizens, but terrible with verifying
employment for foreign nationals
• Time consuming process to clear-up nonconfirmations

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* Can be used for reverification, rehires, updates in circumstances
* Company obligated to reverify employment authorization for
employees who have time-limited employment (i.e. nonimmigrants).
* Company completes Section 3 of Form I-9 by filling in new name for
employee (if applicable) and/or date of rehire (if applicable).
* Company examines document(s) and fills in document title, number
and expiration date (if any) in Part C of Section 3.
* Company reads, signs & dates Section 3 of Form I-9.
* Must be completed before work authorization expires
* Do not reverify Green Cards & U.S. passports

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* Not required to reverify
* If you reverify, do not need to review document with new name.
If you take document, retain with I-9 Form and ensure document
pertains to employee

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* Must reverify before document expires
* Employee must present List A or List C document showing continued employment
authorization
* NIV work authorization automatically extended for 240 days for employee who files
timely extension (i.e., E-1, E-2, H-1B, H-2A, H-2B, H-3, J-1, L-1, TN).
* Retain DHS receipt for timely filed extension, proof of payment, and evidence of
petition mailing
* Write “240-Day Ext.” & record date Form I-129 submitted to USCIS next to Section 2.
Reverify the employee’s employment authorization in Section 3 once you receive USCIS
decision or by the end of 240-day period, whichever comes first.
* Use a new I-9 to reverify if
• Previously used Section 3
• Version of I-9 no longer valid
• Write employee’s name in Section 1
• Complete Section 3
• Retain previously completed I-9

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* If rehire w/in 3 years of previous I-9 completed, complete new I-
9 or Section 3 of previous I-9 if employee still work authorized

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* DHS has increased employer audits
• 2009 to present: 4,000 employers audited; $7 Million in fines
assessed
• In July of 2011: 3 New England companies fined $118K, $110K, and
$22.8K for I-9 violations
* If Company complies in “good faith” with I-9 verification process, has
affirmative defense; Law also permits “good faith” defense for
technical/procedural errors
* Identifying/Correcting I-9 errors in advance of DOL/DHS inspection
demonstrates “good faith” compliance, and may lead to reduced
liability
* Should I-9 Form need to be corrected after completion, should not be
“backdated”

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 Each section completed in its entirety?
 Employee and company rep each sign and date?
 Were the proper documents accepted for appropriate version
of form?
 Have List A & List C items been reverified, if necessary?
 Were the copies of the I-9 documents retained?

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* USCIS Resources: http://www.uscis.gov
 Form I-9 & Instructions
 I-9 Handbook for Employers
 I-9 Central: webpage that offers quick access to information
in I-9 handbook & customer support

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Stacey Leigh Spector, a Founding Partner of The Rudnick Spector Firm, is among the
country’s leading immigration lawyers. She has been practicing immigration law for over
25 years, and is a founding partner of The Rudnick Spector Firm. Ms. Spector’s practice
encompasses a full spectrum of business immigration including multinational
corporations, technology companies, academic and research institutions, and entertainers
and artists. Ms. Spector has particular expertise in advising employers on the immigration
implications of corporate changes, including mergers and acquisitions, downsizing, and
reductions in work force. She has successfully developed I-9 Compliance Training Programs
for HR personnel, and has managed I-9 and H-1B audits for her clients.

Prior to establishing the Rudnick Spector Firm, Ms. Spector served for ten years as Of
Counsel to the predecessor firm of Steel, Rudnick & Ruben. Ms. Spector also served as
Immigration Counsel to the former Rhône-Poulenc Group based in
Collegeville, Pennsylvania, from 1992 to 2000. Ms. Spector was based in
Paris, France, from 1990 to 1992, where she established an immigration practice and
published “The Immigration Chronicle.” From 1987 to 1990, Ms. Spector headed the
immigration practice at Pavia & Harcourt in New York, New York. She served as an
Associate at Patterson, Belknap Webb & Tyler, also in New York City, from 1982 to 1984.

Education:
New York University School of Law, 1982, J.D.
Brown University, 1979, Magna Cum Laude, Phi Beta Kappa

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Ms. Soubel is an Associate at The Rudnick Spector Firm, having served in this
capacity with its predecessor firm beginning in 2007. Ms. Soubel was selected as a
2010 Top Young Attorney “Rising Star” by Pennsylvania Super Lawyers.

Ms. Soubel counsels clients on U.S. and global immigration matters. She concentrates
in all aspects of U.S. corporate immigration, including nonimmigrant visas and
permanent residence for intracompany transferees, professionals, and extraordinary
ability individuals. She also assists clients with global immigration needs by preparing
outbound business-related visas. She advises on and crafts corporate strategies for
clients to ensure U.S. immigration law compliance.

Prior to practicing exclusively in immigration law, Ms. Soubel gained several years of
employment litigation experience representing employers and their insurance
providers in Workers’ Compensation matters.

Throughout her career, Ms. Soubel has been actively involved with international affairs
and the immigrant community. In 2003, she interned as a Law Clerk in Tokyo, Japan, at
Sakura Kyodo Law Offices, where she advised on matters of U.S.
immigration, corporate, and antitrust law, and gained experience in Japan’s
immigration system. She served as a member of the Temple International and
Comparative Law Journal, while pursuing her legal studies at Temple University. Prior
to practicing law, Ms. Soubel also served as an EFL Instructor.

Education:
James E. Beasley School of Law at Temple University, 2004, J.D.
University of Michigan, Ann Arbor, 2000, BA with Honors.

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