Form I-9 Section 2 Instructions

Form I-9 Section 2 – to be completed by the Notary

Employee Info from Section 1 – Enter the employee’s Last Name (Family Name), First Name (Given Name), Middle Initial (enter N/A if no middle initial) and Citizenship/Immigration Status (1, 2, 3, or 4) exactly as what the employee has entered in Section 1.  These fields help to ensure that the two pages of the employee’s Form I-9 remain together.  This section will auto-populate if you are using a computer to complete the form.

Enter the document(s) presented to you – The employee is obligated under the law to present his/her original unexpired documents to show his/her identity and employment authorization in person within three business days of the employee’s employment start date.  We need you to attest to the following facts:

• The employee is physically present at your place of business.
• The employee has dated and signed the hard copy of Form I-9 Section 1 in your presence.
• You did not specify which acceptable document(s) the employee may present to you.
• You have physically examined each original unexpired document(s) presented by the employee.
• You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them.
• You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone.  Only Certified copies of birth certificates that are photocopied are acceptable.
• You have only accepted unexpired identification documents from the list of Acceptable Documents.
• You will refer a foreign national employee directly to NAU HR because their onboarding processes are slightly different.
• You will refer an employee who is a minor (under age 18) or an employee with disabilities and his/her parent, legal guardian or representative has completed Section 1 for them, please contact NAU HR or call 928.523.2223.
• Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee.

List A Documents – establish both identity and employment authorization.  Some List A documents (or acceptable document receipt) are combination of documents that must be presented together to be considered a List A document, such as a foreign passport together with Form I-94 containing an endorsement of the alien’s nonimmigrant status.  If you entered List A document(s), you must not enter document information in List B or List C columns.  If you complete Section 2 using a computer, a selection in List A column will auto-fill all the fields in the List B and List C columns with N/A.

• Document Title – Enter the title of the List A document or receipt in this field. If you are using a computer, then use the drop-down menu to make a selection.  For a hard copy form, it is important to know the full name of the List A document so that you enter the correct List A document abbreviations (see list on page 4).
• Issuing Authority – Enter the issuing authority of the List A document or receipt.  The issuing authority is the specific entity that issued the document(s).  If you are using the computer, select the issuing authority form the drop-down menu. For hard copy form, review the document thoroughly to obtain the issuing authority.
• Document Number – Enter the List A document or receipt document number.  Enter N/A if there is not document number.  This could be a combination of letters and numbers, but no symbols or hyphens.
• Expiration Date (if any) (mm/dd/yyyy) – Enter the expiration date of the List A document or receipt.  Do not accept expired document(s).  Enter N/A if there is no expiration date or enter the text as shown on the document if it has text rather than a date such as “D/S” (which means Duration of Status).

In the example below, the employee has presented a U.S. Passport and the form auto-populated the List B and List C columns with N/A along with the extra fields under List A column.  Also, when clicking on the drop-down menu in the Document Title in each of the columns, the embedded USCIS instructions will display.

Full Name of List A Documents and List A Documents Abbreviations:

List B Documents – establish identity (only accept documents that bear a photograph because NAU participates in E-Verify).  Receipt(s) for lost, stolen or damaged document(s) are acceptable. If you enter document information in the List B column, you must also enter document information in the List C column as well.  If the List B and List C document are acceptable, then do not ask for a List A document.  No entry should be made in List A column.  If you use a computer, List A column will auto-filled with N/A in each field.

• Document Title – Enter the title of the List B document or receipt in this field.  If you are using a computer, then use the drop-down menu to make a selection.  For a hard copy form, it is important to know the full name of the List A document so that you enter the correct List A document abbreviations (see list on page 6).
• Issuing Authority – Enter the issuing authority of the List B document or receipt.  The issuing authority is the specific entity that issued the document or receipt, including state agency and enter the state as part of the issuing authority.  If you are using the computer, select the issuing authority form the drop-down menu.
• Document Number – Enter the List B document or receipt document number.  Enter N/A if there is not document number.
• Expiration Date (if any) (mm/dd/yyyy) – Enter the expiration date of the List B document or receipt.  The document is not acceptable if it has already expired.  Enter N/A if there is no expiration date.  For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt).

In the example below, the employee has presented a Driver’s License issued by Arizona State as a List B document.  Notice that the form auto-populated the List A column with N/A only and not List C column fields.  If you are using a computer to complete the form, you can click on the drop-down menu to select List B document and when you click on the same drop-down menu, the embedded USCIS instructions will display.  There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields (see in List C example below).

Full Name of List B Documents and List B Documents Abbreviations:

List C Documents – establish employment authorization. Receipts for documents are acceptable.  If you enter document information in List C column, you must enter document information in the List B column as well.  No entries should be made in List A column, if the employee has presented acceptable List B and List C documents.

• Document Title – Enter the title of the List C document or receipt in this field. If you are using a computer, then use the drop-down menu.  For a hard copy form, it is important to know the full name of the List C document so that you enter the correct List C document abbreviations (see list on page 8).
• Issuing Authority – Enter the issuing authority of the List C document or receipt.  The issuing authority is the specific entity that issued the document or receipt.  If you are using the computer, select the issuing authority form the drop-down menu.
• Document Number – Enter the List C document or receipt document number.  Enter N/A if there is not document number.
• Expiration Date (if any) (mm/dd/yyyy) – Enter the expiration date of the List C document or receipt.  The document is not acceptable if it has already expired.  Enter N/A if there is no expiration date.

In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document.  The form auto-populated the List A column fields with N/A.  If you are using a computer, you can click on the drop-down menus to select List C document and when you click on the same drop-down menu, the embedded USCIS instructions will display.  There is also a calendar that will display when you click on the drop-down menu in the Expiration Date fields.

The form will give you an error message if the Social Security Number does not match what the employee has entered in Section 1 (see image below).

Full Name of List C Documents and List C Documents Abbreviations:

Additional Information – The Additional Information box is located below the List B document area.  Contact NAU HR if you have questions on what type of information to enter.  You may leave the section blank or you may use this space to notate any additional information required for Form I-9 such as:

• Employment authorization extension for Temporary Protected Status beneficiaries, etc.
• Additional documentation that certain non-immigrant employees may present.
• Discrepancies that E-Verify employer must notate when participating in the IMAGE program.
• Employee termination dates and form retention dates.
• E-Verify case number, which may also be entered in the margin or attached as a separate sheet per E-Verify.
• Any other comments or notations necessary for the employer’s business process.

Certification section – it is imperative that you follow these last part of the instructions very carefully to prevent any liability for errors made on the Form I-9.  For more information click, USCIS Instructions for Form I-9.

By signing the Certification Section, you are attesting that you are the person that physically examined the above-named employee’s original documents in person; the document(s) listed above appear to be genuine and to relate to the above-named employee; and to the best of your knowledge, they employee is authorized to work in the United States.

• Employee’s First Date of Employment – Enter the employee’s employment start date that they should provide to you as a two-digit month, two-digit day and four-digit year (mm/dd/yyyy).
• Signature of Employer or Authorized Representative – Before you sign, review the form for accuracy and completeness.
• Today’s Date – Enter the date you reviewed the form for accuracy and completed Section 2.  Do not backdate this field.  If you are using a hard copy Form I-9, use mm/dd/yyyy date format.
• Title of Employer or Authorized Representative – Enter your title, position or role with your business or organization.
• Last Name of the Employer or Authorized Representative – Enter your full legal last name.
• First Name of the Employer or Authorized Representative – Enter your full legal first name.
• Employer’s Business or Organization Name – Enter “Northern Arizona University”.  DO NOT enter your Business or Organization name.
• Employer’s Business or Organization Name Address (Street Name and Number) – Enter “411 South Beaver Street”.  DO NOT enter your Business or Organization address.
• City or Town – Enter “Flagstaff”.  DO NOT enter your Business or Organization City or Town.
• State – Enter “AZ”.  DO NOT enter your Business or Organization State.
• ZIP Code – Enter “86011”.  DO NOT enter your Business or Organization ZIP Code.

Click the “Click to Finish” button at the bottom of the form.  The Warning message #1 will appear letting you know that the form will be check to ensure that each field in Section 2 is filled out (see image below).  Then the Warning message #2 will appear letting you know that you must print Section 2.

Warning Message #1:

Warning Message #2:

Section 3: Re-verification and Rehires – This is the very last page of the Form I-9.  Do not complete.  Leave Section 3 blank.  For NAU use only.

NAU Notary Public Form

Please complete, sign stamp/seal The NAU NOTARY PUBLIC FORM (last page of this packet) with your unexpired notary stamp and return it to the NAU employee so that they may send it to us with the Form I-9 and the photocopies of the employment documentation as well.

• Detach the NAU Notary Public Form from this instruction packet.
• Enter the employee’s name as it is listed on the employee’s Social Security Card.
• Enter the document type (name), document number and document expiration date.
• Sign, date and print your name.
• Enter your expiration of commission date.
• Affix your unexpired stamp/seal in the space provided.

If you have questions about completing the documents, or if you just want to check to be sure they’ve been completed correctly, please contact NAU Human Resources by emailing HR.Contact@nau.edu or calling (928) 523-2223.