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State Personnel Management Manual
Advisory Memorandum # 87-01

1000 Recruitment/
1800 Appointments
April 14, 1987

T0:State Departments and Agencies

FROM: Kathy A. Bennett, Deputy Commissioner and General Counsel

SUBJECT: The Immigration and Nationality Act

Public Law 99-603, the Immigration Reform and Control Act of 1986, imposes a number of requirements on employers, including public employers. The Act, which requires employers to verify employees' citizenship and legal ability to work, became effective on November 6, 1986. Although each State department and agency is responsible for establishing procedures in compliance with this measure, in an effort to assist you during the initial stages of implementation, this Department will disseminate information obtained from Washington.

Enforcement of this Act is scheduled to begin on June 1, 1987 with only citations to be issued to those not complying until May 31, 1988, after which time fines will be levied.

The task of establishing proper procedures and controls for the verification process has been made somewhat difficult as the federal government has not yet promulgated final regulations to implement this Act. Further, the 'compliance form' (INS I-9, see draft copy [not] attached) to be used in this verification process is still under review.

Under the Act, all persons hired or appointed after November 6, 1986 will have to produce evidence of citizenship or naturalization or, if a resident alien, evidence of their right to be employed in this country.

To comply, the employee must submit to the personnel office of the appointing authority documents which establish employment authorization and identity.

Froth employment authorization and identity may be established through production of one of the following documents:

  1. United States passport: or
  2. certificate of United States citizenship: or
  3. certificate of naturalization; or
  4. unexpired foreign passport, if the passport has an
    appropriate, unexpired endorsement of the Attorney General authorizing the individual's employment in the United States or
  5. resident alien card or other alien registration card, if the card --

  1. contains a photograph of the individual or
    such other personal identifying information
    relating to the individual as the Attorney General
    finds, by regulation, sufficient for purposes of
    this subsection, and
  2. is evidence of authorization of employment in the United States.

A prospective employee who does not possess one of the above documents must produce a document to establish employment authorization and a second document to establish identity.

In order to establish employment authorization the employee may use either:

  1. social security account number card (unless such card specifies on the face that its issuance does not authorize employment in the United States): or
  2. certificate of birth in the United States or establishing United States nationality at birth, which certificate the Attorney General finds, by regulation, to be acceptable for purposes of this section.

Identity may be established by producing a driver's license or similar document issued for the purpose of identification by a State, if it contains a photograph of the individual or personal identifying information relating to the individual.

We understand that the federal regulations to be issued may prescribe additional acceptable documentation.

In order to comply with federal law, each State agency must obtain the information necessary to complete the 'Employer's Certification' (Part F on the draft of form I-9) from each person newly appointed to the agency as well as each person appointed on or after November 6, 1986 to date. Photocopies of the documents. presented by such persons should be made and must be retained with the form as part of your personnel records for three years
after the initial date of employment or for one year following the date the employee separates from service, whichever is later. (The Act specifically authorizes copying such documentation for this purpose regardless of other provisions of law prohibiting the reproduction of such materials.]

In addition, there will be a need to bring personnel files up-to-date for all individuals hired since November 6, 1986. We recommend that, while we are waiting for the INS to produce the final version of the form I-9, you begin to identify all such persons and inform them that they will soon be required to produce the necessary documents to prove their eligibility to work lawfully in this country. If you have any data needs in connection with identifying such persons, please contact Susan Whitfield of this Department at 518-457-7355.

We will provide additional information as soon as the final regulations are promulgated. In the interim, please direct questions to the INS at (518) 472-2434.

signed, Kathy A. Bennett
Deputy Commissioner and General Counsel

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