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Contents of the Manage Employee I-9 Data Screen

Use the fields and options to configure the Manage Employee I-9 Data screen.

Employee Information

Use this group box to identify the employee to whom this record applies and display relevant information entered on the Manage Employee Information screen.

Field Description
Employee

Enter, or click to select, the employee ID in this required field. The employee's name displays in the field to the right.

E-Verify

Select this check box if the employee's Social Security Number (SSN) has been verified through the E-Verify system.

Date of Birth

This non-editable field displays the employee's date of birth from the Employee Info tab of the Manage Employee Information screen.

Social Security Number

This non-editable field displays the employee's Social Security Number from the Employee Info tab of the Manage Employee Information screen.

Address

This non-editable field displays the employee's address from the Address tab of the Manage Employee Information screen.

Employee I-9 Data

Use this table to indicate which, if any, documents have been provided by the new employee to establish identity and employment eligibility.

Field Description
Date Submitted

Enter, or click to select, the date on which the I-9 form was signed.

List

From the drop-down list, select the list code that contains the employee documentation.

I-9 Code

Enter, or click to select, the I-9 code for the employee's document. The Lookup results depends on the selected list code (List A, List B, or List C).

Description

This field displays the description of the selected employee's document.

Document Title

Enter the title of the employee's document.

Issuing Authority

Enter the issuing authority of the employee's document

Document Number

Enter the employee's document number.

Expiration Date

Enter, or click to select,  the date, in MM/DD/YYYY format, on which any unexpired forms of identification expire. This is an optional field; however, if you selected any options for unexpired forms of identification, Costpoint displays a warning message if you try to save the record without entering an Expiration Date.

Status

From the drop-down list, select the employee's legal status. Valid options are:

  • U.S. Citizen
  • U.S. Noncitizen National: An individual born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad.
  • Lawful Permanent Resident: An individual who is not a U.S. citizen and who resides in the United States under legally recognized and lawfully recorded permanent residence as an immigrant. Conditional residents should select this status. Asylees and refugees should NOT select this status; they should instead select "Noncitizen Authorized to Work."
  • Noncitizen Authorized to Work: An individual who has authorization to work but is not a U.S. citizen, noncitizen national, or lawful permanent resident.
  • Unknown
Country

Enter, or click to select, the code of the Employee's country of origin.

Other Date

Enter, or click to select, any additional date that is relevant.

Verifying Employee

Enter, or click to select, the employee who verified the documents presented.

Verifying Employee Name

This field displays the name of the verifying employee.

Date Verified

Enter, or click to select, the date when the document was verified.

Reason

From the drop-down list, select the reason why the document was entered. Valid options are:

  • New Hire
  • Rehire
  • Name Change
  • Change in Status
  • Other
Notes

Enter additional notes that are relevant to the employee's document.

Used an alternative procedure authorized by DHS to examine documents

Select this checkbox if you used an optional alternative procedure to physical document examination authorized by the Secretary of the Department of Homeland Security (DHS).

Certain employers who participate in E-Verify are qualified to examine their employee's documentation remotely by using the optional alternative procedure to physical document examination authorized by the Secretary of DHS. Employers who examine documentation remotely for some employees must offer this option to all employees. To examine your employee's documentation remotely, you must be enrolled in good standing in E-Verify.

List of Acceptable Documents

The following lists identify the documents that are acceptable for establishing identity and/or employment eligibility.

List A

These documents establish both identity and employment eligibility.

  • Expired U. S. Passport: Select this option if the employee provides an expired U.S. passport to establish identity and employment eligibility.
  • Permanent Resident Card: Select this option if the employee provides a permanent resident card to establish identity and employment eligibility.
  • Unexpired U. S. Passport: Select this option if the employee provides an unexpired U.S. passport to establish identity and employment eligibility.
  • Alien Registration Receipt w/ Photo (I-551): Select this option if the employee provides an Alien Registration Receipt Card with Photograph (INS Form I-551) to establish identity and employment eligibility.
  • Unexpired Foreign Passport w/I-551 Stamp: Select this option if the employee provides an unexpired foreign passport (with I-551 stamp indicating unexpired employment authorization) to establish identity and employment eligibility.
  • Unexpired Temporary Resident Card (I-688): Select this option if the employee provides an unexpired Temporary Resident Card (INS Form I-688) to establish identity and employment eligibility.
  • Unexpired Employment Authorization Card (I-688A): Select this option if the employee provides an unexpired Employment Authorization Card (INS Form I-688A) to establish identity and employment eligibility. 
  • Unexpired INS Employment Authorization w/ Photo (I-688B or I-766): Select this option if the employee provides an unexpired Employment Authorization Document that contains a photograph (INS Form I-766 or I-688B) to establish identity and employment eligibility.
  • Unexpired Foreign Passport w/I-94: Select this option if the employee provides an unexpired foreign passport (with attached INS Form I-94 indicating unexpired employment authorization) to establish identity and employment eligibility.

List A Acceptable Documents Prior to September 30, 1997

Note:

The following four documents were removed from the list of acceptable List A documents on September 30, 1997. If the submission date of the I-9 data is earlier than September 30, 1997, these options are acceptable List A documents.

  • Certificate of U.S. Citizenship: Select this option if the employee provides a Certificate of U.S. Citizenship (INS Form N-560 or N-561) to establish identity and employment eligibility.
  • Certificate of Naturalization: Select this option if the employee provides a Certificate of Naturalization (INS Form N-550 or N-570) to establish identity and employment eligibility.
  • Unexpired Reentry Permit: Select this option if the employee provides an unexpired Reentry Permit (INS Form I-327) to establish identity and employment eligibility.
  • Unexpired Refugee Travel Document: Select this option if the employee provides an unexpired Refugee Travel Document (INS Form I-571) to establish identity and employment eligibility.

List B

These documents establish identity. The documents in this list must be presented with one document in List C.

  • U.S. Driver's License/ID: Select this option if the employee provides a driver's license or ID card issued by a state or outlying possession of the United States, which contains a photograph or information such as name, date of birth, sex, height, eye color, or address to establish identity.
  • Federal/State/Local ID: Select this option if the employee provides an ID card issued by federal, state, or local government agencies or entities, containing a photograph or information such as name, date of birth, sex, height, eye color, or address to establish identity.
  • School ID w/Photo: Select this option if the employee provides a school ID with photo to establish identity.
  • Voter's Registration Card: Select this option if the employee provides a voter's registration card to establish identity.
  • U.S. Military Card or Draft Record: Select this option if the employee provides a U.S. military ID card or draft record to establish identity.
  • Military Dependent ID: Select this option if the employee provides a military dependent's ID card to establish identity.
  • U.S. Coast Guard Merchant Mariner Card: Select this option if an employee provides a U.S. Coast Guard Merchant Mariner Card to establish identity.
  • Native American Tribal Document: Select this option if the employee provides a Native American tribal document to establish identity.
  • Canadian Driver's License: Select this option if the employee provides a driver's license issued by a Canadian government authority to establish identity.
  • School Record/Report Card: Select this option if the employee provides a school record or report card to establish identity. Use this option only for employees who are under age 18 and who are unable to present another document from the List B group box.
  • Clinic/Doctor/Hospital Record: Select this option if the employee provides a clinic, doctor, or hospital record to establish identity. Use this option only for employees who are under age 18 and who are unable to present another document from the List B group box.
  • Day-care/Nursery School Record: Select this option if the employee provides a day-care or nursery school record to establish identity. Use this option only for employees who are under age 18 and who are unable to present another document from the List B group box.

List C

These documents establish employment eligibility. The documents in this list must be presented with one document in List B.

  • U.S. Social Security Card: Select this option if an employee provides an U.S. Social Security card issued by the Social Security Administration (other than a card stating it is not valid for employment) to establish employment eligibility.
  • Certificate of Birth Abroad: Select this option if an employee provides a Certificate of Birth Abroad issued by the Department of State (Form FS-545 or Form DS-1350) to establish employment eligibility.
  • Original/Certified Copy of U.S. Birth Certificate: Select this option if an employee provides an original or a certified copy of a birth certificate issued by a state, county, municipal authority, or outlying possession of the United States bearing an official seal to establish employment eligibility.
  • Native American Tribal Document: Select this option if an employee provides a Native American tribal document to establish employment eligibility.
  • U.S. Citizen ID Card: Select this option if an employee provides a U.S. Citizen ID Card (INS Form I-197) to establish employment eligibility.
  • ID Card for Use of Resident Citizen in U.S.: Select this option if an employee provides an ID Card for use of Resident Citizen in the U.S. (INS Form I-179) to establish employment eligibility.
  • Unexpired INS Employment Authorization Document (other than List A documents): Select this option if an employee provides an unexpired employment authorization document issued by the INS (other than those shown under List A) to establish employment eligibility.