I-9 records

Security

Built-in filters

Use I-9 records to track the documents employees present to establish identity and employment authorization. You can attach a scanned or PDF I-9 to an I-9 record for easy access to a copy of the original document. ActivityHD tracks the date that an I-9 is eligible for destruction and provides a flag to indicate that an I-9 has been destroyed.

Record an I-9

US citizen

In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > I-9s folder.
Click . The New I-9 window opens.
Select the Employee for whom you are recording the I-9 record.
The First Day of Employment field defaults to the latest hire date based on the employee's status. If this date is incorrect, enter the actual first day of employment. (If the status date and first day of employment disagree, you may need to adjust the employee status date.)
Enter Other Last Names Used by the employee, if any.
Ensure that "Citizen of the US" is selected in the Employee is field.
In the Identity and Employment Authorization field, select the list(s) containing the authorization document(s) presented. Your options are:
- List A. The documents in List A establish both identity and employment authorization.
- Lists B and C. The documents in List B establish identity. The documents in List C establish employment authorization.

If you selected "List A", expand this link to see the remaining instructions.

If you selected "Lists B and C", expand this link to see the remaining instructions.

In the List B column, select the Document Title of the "List B" document or receipt that the employee presented. Your options are:
- Driver's license issued by state/territory
- ID card issued by state/territory
- Government ID (not driver's license)
- School ID
- Voter registration card
- U.S. Military card
- U.S. Military draft record
- Military dependent's ID card
- USCG Merchant Mariner card
- Native American tribal document
- Canadian driver's license
- School record (under 18)
- Report card (under 18)
- Clinic record (under 18)
- Doctor record (under 18)
- Hospital record (under 18)
- Day-care record (under 18)
- Nursery school record (under 18)
- Individual under Age 18 endorsement
- Special Placement (persons with disabilities)
- Receipt: Replacement Driver's license
- Receipt: Replacement ID card
- Receipt: Replacement Government ID
- Receipt: Replacement School ID
- Receipt: Replacement Voter registration card
- Receipt: Replacement U.S. Military card
- Receipt: Replacement U.S. Miltary dependent card
- Receipt: Replacement U.S. Military draft record
- Receipt: Replacement Merchant Mariner card
- Receipt: Replacement Canadian driver's license
- Receipt: Replacement Native American tribal document
- Receipt: Replacement School record (under 18)
- Receipt: Replacement Report card (under 18)
- Receipt: Replacement Clinic record (under 18)
- Receipt: Replacement Doctor record (under 18)
- Receipt: Replacement Hospital record (under 18)
- Receipt: Replacement Day-care record (under 18)
- Receipt: Replacement Nursery school record (under 18)
Enter the name of the Issuing Authority for the List B document or receipt.
Enter the Document Number of the List B document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List B document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
In the List C column, select the Document Title of the "List C" document or receipt that the employee presented. Valid options for a US citizen are:
- Social Security Card (unrestricted)
- FS-545
- DS-1350
- FS-240
- Birth certificate
- Native American tribal document
- I-197
- I-179
- N-560 Certificate of U.S. citizenship
- N-561 Replacement cert of citizenship
- N-550 Certificate of naturalization
- N-570 Replacement cert of naturalization
- Receipt: Replacement Social Security card
- Receipt: Replacement Birth certificate
- Receipt: Replacement Native American tribal document
Enter the name of the Issuing Authority for the List C document or receipt.
Enter the Document Number of the List C document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List C document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
Mark the Check here if you used an alternative procedure authorized by DHS to examine documents checkbox if an alternative method was used to verify identity and employment authorization.
Save your changes.

Noncitizen national

Note

"Noncitizen national" status is rare. Noncitizen nationals of the United States are people born in American Samoa, some former citizens of what was formerly known as the Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad.

In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > I-9s folder.
Click . The New I-9 window opens.
Select the Employee for whom you are recording the I-9 record.
The First Day of Employment field defaults to the latest hire date based on the employee's status. If this date is incorrect, enter the actual first day of employment. (If the status date and first day of employment disagree, you may need to adjust the employee status date.)
Enter Other Last Names Used by the employee, if any.
In the Employee is field, select "Noncitizen national of the US".
In the Identity and Employment Authorization field, select the list(s) containing the authorization document(s) presented. Your options are:
- List A. The documents in List A establish both identity and employment authorization.
- Lists B and C. The documents in List B establish identity. The documents in List C establish employment authorization.

If you selected "List A", expand this link to see the remaining instructions.

If you selected "Lists B and C", expand this link to see the remaining instructions.

In the List B column, select the Document Title of the "List B" document or receipt that the employee presented. Your options are:
- Driver's license issued by state/territory
- ID card issued by state/territory
- Government ID (not driver's license)
- School ID
- Voter registration card
- U.S. Military card
- U.S. Military draft record
- Military dependent's ID card
- USCG Merchant Mariner card
- Native American tribal document
- Canadian driver's license
- School record (under 18)
- Report card (under 18)
- Clinic record (under 18)
- Doctor record (under 18)
- Hospital record (under 18)
- Day-care record (under 18)
- Nursery school record (under 18)
- Individual under Age 18 endorsement
- Special Placement (persons with disabilities)
- Receipt: Replacement Driver's license
- Receipt: Replacement ID card
- Receipt: Replacement Government ID
- Receipt: Replacement School ID
- Receipt: Replacement Voter registration card
- Receipt: Replacement U.S. Military card
- Receipt: Replacement U.S. Miltary dependent card
- Receipt: Replacement U.S. Military draft record
- Receipt: Replacement Merchant Mariner card
- Receipt: Replacement Canadian driver's license
- Receipt: Replacement Native American tribal document
- Receipt: Replacement School record (under 18)
- Receipt: Replacement Report card (under 18)
- Receipt: Replacement Clinic record (under 18)
- Receipt: Replacement Doctor record (under 18)
- Receipt: Replacement Hospital record (under 18)
- Receipt: Replacement Day-care record (under 18)
- Receipt: Replacement Nursery school record (under 18)
Enter the name of the Issuing Authority for the List B document or receipt.
Enter the Document Number of the List B document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List B document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
In the List C column, select the Document Title of the "List C" document or receipt that the employee presented. Your options are:
- Social Security Card (unrestricted)
- FS-545
- DS-1350
- FS-240
- Birth certificate
- Native American tribal document
- I-197
- I-179
- N-560 Certificate of U.S. citizenship
- N-561 Replacement cert of citizenship
- N-550 Certificate of naturalization
- N-570 Replacement cert of naturalization
- Receipt: Replacement Social Security card
- Receipt: Replacement Birth certificate
- Receipt: Replacement Native American tribal document
Enter the name of the Issuing Authority for the List C document or receipt.
Enter the Document Number of the List C document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List C document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
Mark the Check here if you used an alternative procedure authorized by DHS to examine documents checkbox if an alternative method was used to verify identity and employment authorization.
Save your changes.

Lawful permanent resident

In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > I-9s folder.
Click . The New I-9 window opens.
Select the Employee for whom you are recording the I-9 record.
The First Day of Employment field defaults to the latest hire date based on the employee's status. If this date is incorrect, enter the actual first day of employment. (If the status date and first day of employment disagree, you may need to adjust the employee status date.)
Enter Other Last Names Used by the employee, if any.
In the Employee is field, select "Lawful permanent resident".
In the Document section, select the type of document used to establish citizenship or immigration status. Your options are:
- Alien Registration Number
- USCIS Number
Enter the Alien Registration Number or USCIS Number.
In the Identity and Employment Authorization field, select the list(s) containing the authorization document(s) presented. Your options are:
- List A. The documents in List A establish both identity and employment authorization.
- Lists B and C. The documents in List B establish identity. The documents in List C establish employment authorization.

If you selected "List A", expand this link to see the remaining instructions.

In the first column of the List A section, select the Document Title of the "List A" document or receipt that the employee presented. Your options are:
- Permanent Resident card (I-551)
- Alien Registration Receipt card (I-551)
- Foreign Passport
- Receipt: I-94/I-94A with I-551 stamp and photo
- Receipt: Replacement Perm Resident card (I-551)
Enter the name of the Issuing Authority for the List A document or receipt.
Enter the Document Number of the List A document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List A document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
If you selected any item in step 10 except "Foreign Passport", skip to step 19. If you selected "Foreign Passport", select the option for the additional document being presented. Your options are:
- Temporary I-551 Stamp
- Machine-readable immigrant visa (MRIV)
In the second column, enter the name of the Issuing Authority for the additional List A document.
Enter the Document Number of the additional List A document, if any. If none, enter "N/A".
Enter the Expiration Date of the additional List A document if it expires. Expired documents should not be accepted.
Mark the Check here if you used an alternative procedure authorized by DHS to examine documents checkbox if an alternative method was used to verify identity and employment authorization.
Save your changes.

If you selected "Lists B and C", expand this link to see the remaining instructions.

In the List B column, select the Document Title of the "List B" document or receipt that the employee presented. Your options are:
- Driver's license issued by state/territory
- ID card issued by state/territory
- Government ID (not driver's license)
- School ID
- Voter registration card
- U.S. Military card
- U.S. Military draft record
- Military dependent's ID card
- USCG Merchant Mariner card
- Native American tribal document
- Canadian driver's license
- School record (under 18)
- Report card (under 18)
- Clinic record (under 18)
- Doctor record (under 18)
- Hospital record (under 18)
- Day-care record (under 18)
- Nursery school record (under 18)
- Individual under Age 18 endorsement
- Special Placement (persons with disabilities)
- Receipt: Replacement Driver's license
- Receipt: Replacement ID card
- Receipt: Replacement Government ID
- Receipt: Replacement School ID
- Receipt: Replacement Voter registration card
- Receipt: Replacement U.S. Military card
- Receipt: Replacement U.S. Miltary dependent card
- Receipt: Replacement U.S. Military draft record
- Receipt: Replacement Merchant Mariner card
- Receipt: Replacement Canadian driver's license
- Receipt: Replacement Native American tribal document
- Receipt: Replacement School record (under 18)
- Receipt: Replacement Report card (under 18)
- Receipt: Replacement Clinic record (under 18)
- Receipt: Replacement Doctor record (under 18)
- Receipt: Replacement Hospital record (under 18)
- Receipt: Replacement Day-care record (under 18)
- Receipt: Replacement Nursery school record (under 18)
Enter the name of the Issuing Authority for the List B document or receipt.
Enter the Document Number of the List B document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List B document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
In the List C column, select the Document Title of the "List C" document or receipt that the employee presented. Your options are:
- Social Security Card (unrestricted)
- FS-545
- DS-1350
- FS-240
- Birth certificate
- Native American tribal document
- I-197
- I-179
- I-94 Arrival/Departure record
- I-571 Refugee Travel document
- I-327 Reentry Permit
- N-560 Certificate of U.S. citizenship
- N-561 Replacement cert of citizenship
- N-550 Certificate of naturalization
- N-570 Replacement cert of naturalization
- I-797 with expired I-551
- Receipt: Replacement Social Security card
- Receipt: Replacement Birth certificate
- Receipt: Replacement Native American tribal document
- Receipt: Replacement I-94 Arrival/Departure
- Receipt: Replacement I-571 Refugee Travel
- Receipt: Replacement I-327 Reentry Permit
Enter the name of the Issuing Authority for the List C document or receipt.
Enter the Document Number of the List C document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List C document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
Mark the Check here if you used an alternative procedure authorized by DHS to examine documents checkbox if an alternative method was used to verify identity and employment authorization.
Save your changes.

Authorized alien/noncitizen

In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > I-9s folder.
Click . The New I-9 window opens.
Select the Employee for whom you are recording the I-9 record.
The First Day of Employment field defaults to the latest hire date based on the employee's status. If this date is incorrect, enter the actual first day of employment. (If the status date and first day of employment disagree, you may need to adjust the employee status date.)
Enter Other Last Names Used by the employee, if any.
In the Employee is field, select "Alien authorized to work until".
In the field to the right of the "Alien authorized to work until" option, enter the date the employee's employment authorization expires, if any.
In the Document section, select the type of document used to establish citizenship or immigration status. Your options are:
- Alien Registration Number
- Foreign Passport Number
- I-94 Admission Number
- USCIS Number
Enter the Number from the document selected in the Type field.
If you selected "Foreign Passport Number" in the Type field, enter the Country that issued the foreign passport.
In the Identity and Employment Authorization field, select the list(s) containing the authorization document(s) presented. Your options are:
- List A. The documents in List A establish both identity and employment authorization.
- Lists B and C. The documents in List B establish identity. The documents in List C establish employment authorization.

If you selected "List A", expand this link to see the remaining instructions.

In the first column of the List A section, select the Document Title of the "List A" document or receipt that the employee presented. Your options are:
- Foreign Passport
- Foreign Passport (nonimmigrant) - valid before 8/1/2023
- Foreign Passport (temporarily authorized) - valid on or after 8/1/2023
- Employment Authorization (I-766)
- Fed States of Micronesia Passport
- Rep of the Marshall Islands Passport
- Receipt: I-94/I-94A with I-551 stamp and photo
- Receipt: I-94/I-94A with refugee stamp
- Receipt: Replacement Employment Auth (I-766)
- Receipt: Replacement Foreign Passport (nonimmigrant) - valid before 8/1/2023
- Replacement Foreign Passport (temp authorized) - valid on or after 8/1/2023
- Receipt: Replacement Fed States of Micronesia Passport
- Receipt: Replacement Rep of Marshall Islands Passport
Enter the name of the Issuing Authority for the List A document or receipt.
Enter the Document Number of the List A document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List A document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
What you do next depends on the document selected in the first column.
- If you selected one of the documents shown in green in step 12, skip to step 25.
- If you selected "Foreign Passport", select the Document Title in the second column for the additional document being presented, then continue at step 17. Your options are:
  - Temporary I-551 Stamp
  - Machine-readable immigrant visa (MRIV)
- If you selected "Foreign Passport (nonimmigrant)" and the I-9 date is before 8/1/2023, "Foreign Passport (temporarily authorized)" and the I-9 date is on or after 8/1/2023, "Fed States of Micronesia Passport", or "Rep of the Marshall Islands Passport", select "I-94/I-94A" in the Document Title field of the second column. Continue at step 17.
- If you selected "Receipt Replacement Foreign Passport (nonimmigrant)" and the I-9 date is before 8/1/2023, "Receipt Replacement Foreign Passport (temp authorized)" and the I-9 date is on or after 8/1/2023, "Receipt Replacement Fed States of Micronesia Passport", or "Receipt Replacement Rep of the Marshall Islands Passport", select "Receipt Replacement I-94/I-94A" in the Document Title field of the second column. Continue at step 17.
In the second column, enter the name of the Issuing Authority for the additional List A document or receipt.
Enter the Document Number of the additional List A document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the additional List A document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
If you entered "Foreign Passport (nonimmigrant)" or "Receipt Replacement Foreign Passport (nonimmigrant)" in the first column and the I-9 date is before 8/1/2023 or you entered "Foreign Passport (temporarily authorized)" or "Receipt Replacement Foreign Passport (temp authorized)" and the date is on or after 8/1/2023, select the Document Title in the third column of the additional additional documentation being presented. Otherwise, skip to step 25. Your options are:
- I-20
- DS-2019

In the third column, enter the name of the Issuing Authority for the other additional List A document.
Enter the Document Number of the other additional List A document, if any. If none, enter "N/A".
Enter the Expiration Date of the other additional List A document if it expires. Expired documents should not be accepted.
Mark the Check here if you used an alternative procedure authorized by DHS to examine documents checkbox if an alternative method was used to verify identity and employment authorization.
Save your changes.

If you selected "Lists B and C", expand this link to see the remaining instructions.

In the List B column, select the Document Title of the "List B" document or receipt that the employee presented. Your options are:
- Driver's license issued by state/territory
- ID card issued by state/territory
- Government ID (not driver's license)
- School ID
- Voter registration card
- U.S. Military card
- U.S. Military draft record
- Military dependent's ID card
- USCG Merchant Mariner card
- Native American tribal document
- Canadian driver's license
- School record (under 18)
- Report card (under 18)
- Clinic record (under 18)
- Doctor record (under 18)
- Hospital record (under 18)
- Day-care record (under 18)
- Nursery school record (under 18)
- Individual under Age 18 endorsement
- Special Placement (persons with disabilities)
- Receipt: Replacement Driver's license
- Receipt: Replacement ID card
- Receipt: Replacement Government ID
- Receipt: Replacement School ID
- Receipt: Replacement Voter registration card
- Receipt: Replacement U.S. Military card
- Receipt: Replacement U.S. Miltary dependent card
- Receipt: Replacement U.S. Military draft record
- Receipt: Replacement Merchant Mariner card
- Receipt: Replacement Canadian driver's license
- Receipt: Replacement Native American tribal document
- Receipt: Replacement School record (under 18)
- Receipt: Replacement Report card (under 18)
- Receipt: Replacement Clinic record (under 18)
- Receipt: Replacement Doctor record (under 18)
- Receipt: Replacement Hospital record (under 18)
- Receipt: Replacement Day-care record (under 18)
- Receipt: Replacement Nursery school record (under 18)
Enter the name of the Issuing Authority for the List B document or receipt.
Enter the Document Number of the List B document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List B document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
In the List C column, select the Document Title of the "List C" document or receipt that the employee presented. Your options are:
- Social Security Card (unrestricted)
- Native American tribal document
- I-94 Arrival/Departure record
- I-571 Refugee Travel document
- I-327 Reentry Permit
- I-797 with expired I-551
- Receipt: Replacement Social Security card
- Receipt: Replacement Native American tribal document
- Receipt: Replacement I-94 Arrival/Departure
- Receipt: Replacement I-571 Refugee Travel
- Receipt: Replacement I-327 Reentry Permit
Enter the name of the Issuing Authority for the List C document or receipt.
Enter the Document Number of the List C document or receipt, if any. If none, enter "N/A".
Enter the Expiration Date of the List C document if it expires. For a receipt, enter the expiration date of the receipt validity period. Expired documents should not be accepted.
Mark the Check here if you used an alternative procedure authorized by DHS to examine documents checkbox if an alternative method was used to verify identity and employment authorization.
Save your changes.

Track when I-9s are destroyed

ActivityHD provides a convenient built-in "Eligible to be Destroyed" filter on the I-9s HD view so that you can easily determine which paper I-9s can safely be destroyed.

It's easy to mark a single record as "Destroyed". Once the record has been destroyed, simply open the record, mark the Destroyed checkbox, and save your changes.

To mark multiple I-9 records as destroyed:

In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > I-9s folder.
In the HD view, clear other filters if necessary, then apply the "Eligible to be Destroyed" filter. The I-9 records which can be safely destroyed are listed in the HD view.
Select the I-9 records to destroy. You can use Ctrl and/or Shift selection to select multiple records; use Ctrl+A to select all records currently in the HD view.
With the records you want to mark as "Destroyed" selected in the HD view, right-click and select Change from the shortcut menu. The Change I-9s wizard starts.
In the Fields list box, select "Destroyed". The associated options become visible.
In the Destroyed field, select "Destroyed".
Click Next >>. You are prompted to confirm that you want to change the selected I-9s.
Click Yes. The process completes.
Click Finish.

I-9 Record ID

Record #

The identifier automatically assigned to the I-9 record by ActivityHD.

Employee

The employee represented on the I-9 record.

First Day of Employment

The date in this field defaults to the date of the latest "Hire" status for the selected employee. If this date is incorrect, enter the actual first day of employment. (If the status date and first day of employment disagree, you may need to adjust the employee status date.)

If the wrong date is entered in this field, clear the date and tab to revert back to the default date.

Termination Date

Displays the date the employee was separated from your organization, if any. The termination date is based on the effective date of the latest "Termination" status following the last "Hired" status.

Eligible to Destroy Date

Displays the calculated earliest date that the I-9 record can be lawfully destroyed. The calculation is based on the following retention rules:

If the length of employment is greater than two years, retain the I-9 for one year after the termination date.
If the length of employment is less than two years, retain the I-9 for three years after the first day of employment.

Destroyed

If the checkbox is marked, indicates the I-9 record has been destroyed.

I-9 tab

Other Last Names Used

Other last names that the employee has used (besides the last name on the employee record).

Attestation

The employee's citizenship or immigration status and information about the document used to establish the status.

Employee is

Select the citizenship or immigration status the employee indicated on the I-9 form. Your options are:

Citizen of the US
Noncitizen national of the US
Lawful permanent resident
Alien authorized to work until. If this option is selected, the accompanying date is the employment authorization expiration date, if the authorization expires.

Authorization Number

Information about the the employee's authorization to work. These fields are enabled if "Lawful permanent resident" or "Alien authorized to work" is selected in the Employee is field.

Type

The type of authorization number used to establish status.

If "Lawful permanent resident" is selected in the Employee is field, the following options are valid:

Alien Registration Number
USCIS Number

If "Alien authorized to work" is selected in the Employee is field, the following options are valid:

Alien Registration Number
Foreign Passport Number
I-94 Admission Number
USCIS Number

Number

The employee's authorization number that corresponds to the number type selected in the Type field.

Country

If "Alien authorized to work" is selected in the Employee is field and "Foreign Passport Number" is selected in the Type field, the country that issued the foreign passport.

Additional Information

Additional notations about the I-9. According to the Handbook for Employers M-274, these notations may include the following:

Descriptions of extensions of employment authorization or a document's expiration date for individuals in certain nonimmigrant categories.
Information from certain additional documents that nonimmigrant student employees may present.
Replacement document information if a receipt for the document was originally presented.
Discrepancies that E-Verify participants must note if participating in the IMAGE program.
Other comments or notations that are useful to your business process (e.g., termination dates, form retention dates, E-Verify verification numbers).

Identity and Employment Authorization documents from

Indicates the list(s) the employee's identity and employment authorization documents come from. The lists are defined by U.S. Citizenship and Immigration Services. Valid options are:

List A. The documents in List A establish both identity and employment authorization.
Lists B and C. The documents in List B establish identity. The documents in List C establish employment authorization.

List A

Column 1

Document Title

The "List A" document or receipt the employee presented. Valid titles are:

U.S. Passport
U.S. Passport Card
Permanent Resident card (I-551)
Alien Registration Receipt card (I-551)
Foreign Passport
Foreign Passport (nonimmigrant) - valid before 8/1/2023
Foreign Passport (temporarily authorized) - valid on or after 8/1/2023
Employment Authorization (I-766)
Fed States of Micronesia Passport
Rep of the Marshall Islands Passport
Receipt: I-94/I-94A with I-551 stamp and photo
Receipt: I-94/I-94A with refugee stamp
Receipt: Replacement Perm Resident card (I-551)
Receipt: Replacement Employment Auth (I-766)
Receipt: Replacement Foreign Passport (nonimmigrant)
Receipt: Replacement Foreign Passport (temp authorized)
Receipt: Replacement Fed States of Micronesia Passport
Receipt: Replacement Rep of Marshall Islands Passport

Issuing Authority

The name of the issuing authority for the selected List A document or receipt in column 1.

Document Number

The document number of the List A document or receipt in column 1, if any. If none, enter "N/A".

Expiration Date

The date the List A document in column 1 expires. For a receipt, the expiration date of the receipt validity period. Expired documents should not be accepted.

Column 2

Document Title

The additional List A document presented based upon the document selected in column 1.

If "Foreign Passport" is selected in column 1, valid options for column 2 are:
- Temporary I-551 Stamp
- Machine-readable immigrant visa (MRIV)
If "Foreign Passport (nonimmigrant)", "Fed States of Micronesia Passport", or "Rep of the Marshall Islands Passport" is selected in column 1, the only valid option for column 2 is:
- I-94/I-94A
If "Receipt: Replacement Foreign Passport (nonimmigrant), "Receipt: Replacement Fed States of Micronesia Passport", or "Receipt: Replacement Rep of Marshall Islands Passport" is selected in column 1, the only valid option for column 2 is:
- Receipt: Replacement I-94/I-94A

Issuing Authority

The name of the issuing authority for the selected List A document or receipt in column 2.

Document Number

The document number of the document or receipt in column 2, if any. If none, enter "N/A".

Expiration Date

The date the document in column 2 expires. For a receipt, the expiration date of the receipt validity period. Expired documents should not be accepted.

Column 3

Document Title

The additional List A document presented based upon the document selected in column 2.

If "Foreign Passport (nonimmigration)" or "Receipt: Replacement Foreign Passport (nonimmigrant)" is selected in column 1, valid options for column 3 are:
- I-20
- DS-2019

Issuing Authority

The name of the issuing authority for the selected List A document in column 3.

Document Number

The document number of the List A document in column 3, if any. If none, enter "N/A".

Expiration Date

The date the document in column 3 expires. Expired documents should not be accepted.

Lists B & C

List B

Document Title

The List B document presented to establish identity. Valid options are:

Driver's license issued by state/territory
ID card issued by state/territory
Government ID (not driver's license)
School ID
Voter registration card
U.S. Military card
U.S. Military draft record
Military dependent's ID card
USCG Merchant Mariner card
Native American tribal document
Canadian driver's license
School record (under 18)
Report card (under 18)
Clinic record (under 18)
Doctor record (under 18)
Hospital record (under 18)
Day-care record (under 18)
Nursery school record (under 18)
Individual under Age 18 endorsement
Special Placement (persons with disabilities)
Receipt: Replacement Driver's license
Receipt: Replacement ID card
Receipt: Replacement Government ID
Receipt: Replacement School ID
Receipt: Replacement Voter registration card
Receipt: Replacement U.S. Military card
Receipt: Replacement U.S. Miltary dependent card
Receipt: Replacement U.S. Military draft record
Receipt: Replacement Merchant Mariner card
Receipt: Replacement Canadian driver's license
Receipt: Replacement Native American tribal document
Receipt: Replacement School record (under 18)
Receipt: Replacement Report card (under 18)
Receipt: Replacement Clinic record (under 18)
Receipt: Replacement Doctor record (under 18)
Receipt: Replacement Hospital record (under 18)
Receipt: Replacement Day-care record (under 18)
Receipt: Replacement Nursery school record (under 18)

Issuing Authority

The name of the issuing authority for the selected List B document or receipt.

Document Number

The document number of the selected List B document or receipt, if any. If none, enter "N/A".

Expiration Date

The date the List B document expires. For a receipt, the expiration date of the receipt validity period. Expired documents should not be accepted.

List C

Document Title

The List C document presented to establish employment authorization. Valid options are:

Social Security Card (unrestricted)
FS-545
DS-1350
FS-240
Birth certificate
Native American tribal document
I-197
I-179
I-94 Arrival/Departure record
I-571 Refugee Travel document
I-327 Reentry Permit
N-560 Certificate of U.S. citizenship
N-561 Replacement cert of citizenship
N-550 Certificate of naturalization
N-570 Replacement cert of naturalization
Receipt: Replacement Social Security card
Receipt: Replacement Birth certificate
Receipt: Replacement Native American tribal document
Receipt: Replacement I-94 Arrival/Departure
Receipt: Replacement I-571 Refugee Travel
Receipt: Replacement I-327 Reentry Permit

Issuing Authority

The name of the issuing authority for the selected List C document or receipt.

Document Number

The document number of the selected List C document or receipt, if any. If none, enter "N/A".

Expiration Date

The date the List C document expires. For a receipt, the expiration date of the receipt validity period. Expired documents should not be accepted.

Check here if you used an alternative procedure authorized by DHS to examine documents

Mark this checkbox if an alternative method was used to verify identity and employment authorization.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected I-9 record.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

In addition, if the I-9 record has been destroyed, this tab shows the user who destroyed the record and the date and time the record was destroyed.

Common accesses available on I-9 records

Access	A user with this access can...
Change	Use the mass change action on I-9 records.
Custom Fields	Create and edit custom fields for I-9 records.
Data	Have read-only access to I-9 records from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete I-9 records.
Edit	Edit I-9 records.
Export	Export I-9 records from ActivityHD.
Import	Import I-9 records into ActivityHD.
New	Create new I-9 records.
Read	Have read-only access to I-9 records.
Report	Run reports with I-9 record information.
Report Designs	Create and edit report designs with I-9 record information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to I-9 records.
Shared Filters	Create and edit shared filters on I-9 records.
Visible	View the I-9s folder in the Navigation pane.

The following built-in filters are available for I-9s:

Filter Name	Effect
? Employee Code	Prompts for an employee code and lists I-9s for employees with an employee code that contains the specified search string.
? Employee Name	Prompts for an employee name and lists I-9s for employees with a name that contains the specified search string.
Current Employees	Lists I-9s for current employees.
Eligible to be Destroyed	Lists I-9s that meet or exceed either of the retention rules: If an employee was employed more than two years, retain I-9 for one year after the termination date. If an employee was employed less than two years, retain I-9 for three years from first day of employment.
Has Problem	Lists I-9s that have a problem to resolve such as needing reverification.
Needs Reverification	Lists I-9s with an expiration date expiring within 90 days. For best results, make the Earliest Expiration column visible in the I-9 HD view.
Not Destroyed	Lists I-9s which have not been marked as destroyed.

AccountingWare, LLC

5225 S Loop 289, #207

Lubbock, TX 79424

806.687.8500 | 800.354.7152