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<div class="WordSection1">
<p class="MsoNormal" align="center" style="text-align:center;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif"><img width="159" height="82" style="width:1.6562in;height:.8541in" id="Picture_x0020_1" src="cid:image001.jpg@01DCC5A2.3A407970" alt="FSU Human Resources Logo"></span><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">An important message from FSU Office of Human Resources<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">This message has been approved by Shelley Lopez, Director, Communications/Training & Organizational
Development, for distribution to all Department Representatives.</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">An I-9 is a federal employment eligibility verification form required in the United States.
Every new hire must complete this form, regardless of citizenship, to confirm their eligibility to work in the United States.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Completing the I-9 form is mandatory to comply with Federal law. Forms should be completed
accurately and within specified timeframes. Failure to comply can result in fines and criminal penalties.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">This is a reminder of key best practices to ensure full compliance with Form I</span><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">9
and E</span><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Verify requirements.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:115%"><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Form I</span></u></b><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span></u></b><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">9
Completion Timeframes<o:p></o:p></span></u></b></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Section 1 (Employee):
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Must be completed no later than the first day of work for pay.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Section 2 (Employer):
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Must be completed no later than the third business day after the employee begins work for pay. If employment will last less than three days, Section
2 must be completed on the first day of work for pay.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Important:
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">If Section 2 cannot be completed on time because the employee has not presented acceptable documents, the employee must stop working until the required
documentation is provided.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:115%"><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Employee Document Choice for Section 2<o:p></o:p></span></u></b></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Employees must be allowed to choose which documents to present. They may provide:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListBulletCxSpFirst" style="margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">One document from </span><a href="https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.uscis.gov%2Fi-9-central%2Fform-i-9-acceptable-documents&data=05%7C02%7Chrms%40lists.fsu.edu%7C87598aafdc36441b4de508de93dcb050%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C639110773231785823%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=nBEMJEkbH7yDjxWMbufeHnftOIf5bbgd7hpHB5PnlGk%3D&reserved=0" originalsrc="https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents"><span style="font-family:"Calibri",sans-serif;color:blue">List
A</span></a><span style="font-family:"Calibri",sans-serif">, OR<o:p></o:p></span></li><li class="MsoListBulletCxSpLast" style="margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">One document from </span><span style="font-family:"Calibri",sans-serif"><a href="https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.uscis.gov%2Fi-9-central%2Fform-i-9-acceptable-documents&data=05%7C02%7Chrms%40lists.fsu.edu%7C87598aafdc36441b4de508de93dcb050%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C639110773232360492%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NWWrYhfkdC7Hu6vqQNFHrxUlqxZAyRSQF9sRhKw9wBE%3D&reserved=0" originalsrc="https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents"><span style="color:blue">List
B</span></a></span><span style="font-family:"Calibri",sans-serif"> and one document from
</span><span style="font-family:"Calibri",sans-serif"><a href="https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.uscis.gov%2Fi-9-central%2Fform-i-9-acceptable-documents&data=05%7C02%7Chrms%40lists.fsu.edu%7C87598aafdc36441b4de508de93dcb050%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C639110773232381902%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=H1LeiwDziQClfgUuvAUs%2BypAFQ%2BJbIWwFPvCKV78g9k%3D&reserved=0" originalsrc="https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents"><span style="color:blue">List
C</span></a></span><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Only accept the required documents (List A, or List B + List C). Do not request or accept
additional documents.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Common Error Example:
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">The employee presents a List A document, “Employment Authorization Document (EAD) that contains a photograph,” that is incorrectly labeled as a List
C “Employment authorization document issued by the Department of Homeland Security (DHS).” The EAD card is a List A document that establishes identity and employment authorization. Accepting or categorizing it incorrectly causes compliance issues.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif"><img border="0" width="320" height="201" style="width:3.3333in;height:2.0937in" id="Picture_x0020_2" src="cid:image004.png@01DCC5A2.3A407970" alt="A United States of America Employment Authorization Card. On the image are three read boxes highlighting the following three pieces of information: 1. USCIS#, Category card #, and Card Expiration date."></span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:115%">
<b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:115%">
<b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Restricted Social Security Cards – Not Acceptable<o:p></o:p></span></u></b></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">A restricted Social Security card cannot be used as a List C document.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif"><img border="0" width="321" height="202" style="width:3.3437in;height:2.1041in" id="Picture_x0020_3" src="cid:image005.png@01DCC5A2.3A407970" alt="Example restricted Social Security Card. There is a redaction line on the image. A red box highlights the words "Valid for work only with DHS Authorization."
"></span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Restricted cards include any of the following wording:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListBulletCxSpFirst" style="margin-bottom:6.0pt;margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">“VALID FOR WORK ONLY WITH DHS AUTHORIZATION”<o:p></o:p></span></li><li class="MsoListBulletCxSpMiddle" style="margin-bottom:6.0pt;margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">“VALID FOR WORK ONLY WITH INS AUTHORIZATION”<o:p></o:p></span></li><li class="MsoListBulletCxSpLast" style="margin-bottom:6.0pt;margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">“NOT VALID FOR EMPLOYMENT”<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">If an employee presents a restricted Social Security card, ask whether they have any other
valid work authorization documents. Accepting restricted Social Security cards violates Form I</span><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">9
rules and may result in non</span><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">compliance.</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:115%"><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">E</span></u></b><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span></u></b><b><u><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Verify
Reminders<o:p></o:p></span></u></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:4.3pt;line-height:115%">
<b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Case Processing<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListBulletCxSpFirst" style="margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">Create the case no later than the third business day after the employee’s first day of employment.<o:p></o:p></span></li><li class="MsoListBulletCxSpMiddle" style="margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">If a Tentative Nonconfirmation (TNC) occurs, contact the I</span><span style="font-family:"Cambria Math",serif">‑</span><span style="font-family:"Calibri",sans-serif">9 Administrator for guidance.<o:p></o:p></span></li><li class="MsoListBulletCxSpMiddle" style="margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">During a TNC, the employee must be allowed to continue working while resolving the mismatch.<o:p></o:p></span></li><li class="MsoListBulletCxSpLast" style="margin-left:-.25in;mso-add-space:auto;mso-list:l0 level1 lfo1">
<span style="font-family:"Calibri",sans-serif">Employees must stop working only if the case results in DHS or SSA Final Nonconfirmation.<o:p></o:p></span></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:6.0pt;margin-left:4.3pt;mso-add-space:auto;line-height:115%">
<b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Photo Matching<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-left:27.4pt;mso-add-space:auto;text-indent:-13.7pt;line-height:115%;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-size:11.0pt;line-height:115%;font-family:Symbol;mso-ligatures:none"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Photo matching is triggered automatically if an employee presents:<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:49.5pt;mso-add-space:auto;text-indent:-13.5pt;line-height:115%;mso-list:l1 level2 lfo2">
<![if !supportLists]><span style="font-size:11.0pt;line-height:115%;font-family:"Courier New";mso-ligatures:none"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Permanent Resident Card (Form I-551)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:49.5pt;mso-add-space:auto;text-indent:-13.5pt;line-height:115%;mso-list:l1 level2 lfo2">
<![if !supportLists]><span style="font-size:11.0pt;line-height:115%;font-family:"Courier New";mso-ligatures:none"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Employment Authorization Document (Form I-766)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:49.5pt;mso-add-space:auto;text-indent:-13.5pt;line-height:115%;mso-list:l1 level2 lfo2">
<![if !supportLists]><span style="font-size:11.0pt;line-height:115%;font-family:"Courier New";mso-ligatures:none"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">U.S. passport<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:49.5pt;mso-add-space:auto;text-indent:-13.5pt;line-height:115%;mso-list:l1 level2 lfo2">
<![if !supportLists]><span style="font-size:11.0pt;line-height:115%;font-family:"Courier New";mso-ligatures:none"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">U.S. passport card<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:27.0pt;mso-add-space:auto;text-indent:-13.5pt;line-height:115%;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-size:11.0pt;line-height:115%;font-family:Symbol;mso-ligatures:none"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">This is the only time you should make a front and back copy of the photo documents for E-Verify compliance. Onboarding document
requirements are not considered when completing Form I-9.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:27.0pt;mso-add-space:auto;line-height:115%">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Why Compliance Matters<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Ensuring strong Form I‑9 and E‑Verify compliance is essential because it improves the accuracy
and efficiency of employment verification processes, reduces the likelihood of administrative errors, promotes fair and consistent treatment of all employees, upholds federal legal requirements, and helps protect the institution from potential legal risks
and penalties.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">This is an ongoing opportunity to strengthen our Form I</span><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">9
and E</span><span style="font-size:11.0pt;line-height:115%;font-family:"Cambria Math",serif;mso-ligatures:none">‑</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Verify processes and reinforce organizational
compliance.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Questions?
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Contact Derik Lipford at
</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><a href="mailto:dlipford@fsu.edu"><span style="color:blue">dlipford@fsu.edu</span></a></span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Open Sans",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Open Sans",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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