1. Employee Records
1.1. Employee Hire Records
1.2. Hourly Employee Manual
1.3. Salaried Employee Manual
1.4. Supplemental
1.4.1. Understanding Annual W-2
1.4.2. Designated Beneficiary
1.4.3. Contract Employees
2. Payroll Processing -Policies
2.1. Time in a Box Clock
2.2. Salaried Policy & Procedures
2.3. Departments
2.4. Employment Termination
3. Employee Benefits
3.1. Voluntary Employee Insurance
3.2. Cafeteria Plan (IRC Section 125)
3.3. Savings Program
3.4. Garnishments
3.5. 401K Program
• Pension Protection Act of 2006
3.6. Charities
4. Employee Safety
4.1. Policies
4.2. Substance Abuse
4.3. Mandated Documentation
4.3.1. First Injury Report
4.3.2. OSHA Log
4.3.3. Worker’s Right to Know Act
4.4. Worker’s Compensation
4.5. Safety Committee
5. Records
5.1. Government Poster Requirements
5.2. Maintenance of Short-Term Documents
5.3. Archive Maintenance
COMPANY INTRANET
HIRING FOREIGN WORKERS
Human Resource > Hiring > Hiring Foreign Workers
Illegal Alien Employment Act
How do employers make sure they are not hiring illegal aliens who have fake
documentation?
Employers currently are obligated under federal law to have proper documentation for each
employee. Under federal law, employers are required to utilize lawful resident verification
information under the Immigration Reform and Control Act of 1986.
The U.S. Citizenship and Immigration Services of the Department of Homeland Security
requires documentation for employment eligibility for recording on the mandatory I-9 forms
that all employers must keep for each employee. These documentation requirements also
can be used to satisfy compliance requirements under the new law regarding license
revocation.
The documents sufficient to establish both identity and employment eligibility include 1) a
U.S. Passport, whether current or expired; 2). A permanent resident card or alien
registration receipt card (Form I-551); An unexpired Employment Authorization
Document (I-766); 3). An unexpired foreign passport with a temporary I-551 stamp;
4) An unexpired employment authorization document that contains a photograph; and 5)
An unexpired foreign passport with an unexpired Arrival-Departure record, Form I-
94, bearing the same name as the passport and containing an endorsement of the alien's
nonimmigrant status, if that status authorizes the alien to work for the employer.
Furthermore, there are several other documents that can be provided in combination to
meet both the identity and eligibility requirements. These documents are identified in lists
B and C on the revised I-9 forms, which are accessible on the USCIS web site. See
Details for I-9
Additionally, a federal electronic work authorization verification service is provided by the
United States Department of Homeland Security pursuant to the federal Basic Pilot
Program Extension and Expansion Act of 2003. For more information on this voluntary
program go to the U.S. Immigration and Customs Web site .
E-Verify from the Department of
Homeland Security Helps
Employers Meet their Form I-9
Compliance Responsibilities
E-Verify is a free government service to
verify, via the Internet, the employment
eligibility status of newly-hired
employees. E-Verify (formerly known as
the Basic Pilot/Employment Eligibility
Verification Program) is administered by
the U.S. Department of Homeland
Security (DHS) in partnership with the
Social Security Administration (SSA).
The goals of E-Verify are to reduce
unauthorized employment, minimize
verification-related discrimination, be
quick and non-burdensome to
employers, and protect the privacy and
civil liberties of employees. For more
information visit:
http://www.dhs.gov/eev
1. What causes delays when foreign workers apply for Social
Security numbers?
When foreign workers apply for Social Security numbers, SSA
verifies their documents directly with the Department of Homeland
Security (DHS). Most applications are verified immediately, but there
can be delays. Social Security understands that this process may
affect companies who hire foreign workers, but direct verification from
DHS is vital to ensuring the integrity of the Social Security number.
2. What are an employer's responsibilities when hiring foreign
workers who don't have Social Security numbers?
Advise workers that they are required to apply for a Social Security
number and card. If a worker applied for but has not yet received a
Social Security number, you should get the following information as
complete as possible: The worker's full name, address, date of birth,
place of birth, father's full name, mother's full maiden name, gender
and the date he or she applied for a Social Security number.
3. What if the worker doesn't have a Social Security number
when wage reports (Forms W-2) are due to Social Security?
Electronic Filers: If the worker applied for a card but didn't receive
the number in time for filing, enter all zeros in the field for the Social
Security number.
Paper Filers: If the worker applied for a card but didn't receive the
number in time for filing, enter "Applied For" in Box a.
Remember to instruct the worker to tell you the number and the exact
name printed on the card, when it is received.
4. My foreign worker received his or her Social Security
number after I filed my wage report. What do I do?
When you receive the worker's Social Security number, file Form W-
2c (Corrected Wage and Tax Statement), to show the worker's
number. Go to www.socialsecurity.gov/employer/pub.htm for
instructions on filing W-2c’s.