People have varying reasons for why they aim to move from their country to another country or state. However, an immigrant must remember that he/she will be dealing with tons of responsibilities once he/she will begin to move out of his/her country of permanent residences such as securing that he/she has the complete documents and legal forms required by the state for immigrant citizens. One document needed to be filled out by an immigrant who is hired by a company in the country that he/she is currently living in is known as an alien data collection form.
An alien data collection form is specifically a document that is required to be completed by an employee or an individual who is not a citizen of a state and country. The form is significant for determining if the foreign individual’s stay in his/her residential location was approved legally by the state’s authorities and if the individual has been overstaying beyond his/her visa expiration period. You may also see verification forms in a word.
Alien data collection forms can have several sections and fields that demand the answers and the information of the user. With this, it is essential that the user will disclose all necessary details about himself/herself and his/her immigration status. Enlisted below are the types of information that a foreign employee or individual will have to state in an alien data collection form:
1. Personal Details – The employee’s general information which includes his/her name and his/her tax identification number should be indicated in the form as part of the document’s first section. The street address of the employee and his/her country of citizenship are also included to be stated in the form.
2. Immigration Category – The employee’s immigration category is required to be stated in the form due to its role in determining what documents the employee must acquire during his/her stay and what he/she will be receiving as a benefit for his/her current status. The date of when and the specific location where the employee entered the state or country should also be included to allow the authorities in verifying the legalities of the employee’s entry into the country. You may also see sample employee payroll forms.
3. Residency Status – Determining the residency status of the employee aids the company and the authorities in knowing if the employee has complied with the tax regulations requirements of the state for him/her to be named as a citizen or if there are documents still left to be submitted by the employee for him/her to have a legal citizenship in the state that he/she is staying in. To specify the timeline of the employee’s presence in the country or state, the employee must disclose the number of days that he/she is currently staying in his/her residential location in a year and two-year periods. You may also see sample survey forms.
4. Certification of Residency Status – This is where the employee will be able to indicate what the laws of the state have privileged and granted to him/her or whether he/she has been given a title as a permanent resident of the state or if he/she is known as one of the state’s nonresident alien. The employee should then affix his/her signature on the form to certify that he/she has disclosed factual information on the alien data collection form provided to him/her by his/her company and the state. You may also see sample HR forms.
For employees and individuals who are deemed as foreign residents in a state, the form must be filled out since there are other documents that should be submitted to prove one’s identity and citizenship. Below are some of the common forms that are to be enclosed with an alien data collection form:
1. Passport Picture Page – Also known as the bio-data page of a passport, this significant part of a passport is where the name of the passport holder is stated along with his/her birth date, gender, and other relative information that helps in proving his/her identity. You may also see customer information forms.
2. Visa with Entry Stamp – This document serves as an evidence that the employee or the owner of the visa has been authorized by the state to enter and work in one of the business companies of the state’s varying industries. You may also see employee personal information forms.
3. Printed Duplicated Copy of the Arrival and Departure Records – The I94 and I94W are two documents that should be obtained by the foreign employee. This contains the admission and the departure numbers of the employee and a set of inspection reports. You may also see information form uses.
4. Tax Exemption Form – In the event that the foreign employee came from a country where a tax treaty is mandated with the current country or state the employee is immigrating in, then he/she must present a tax claim or a tax exemption form for him/her to acquire his/her tax benefits and advantages.
Aside from identifying the employee’s status in a country, companies and organizations also use alien data collection forms in order to determine if the company will be required to pay for taxes and other payments related to hiring an alien national or a foreign individual. Complying with the rules and regulations of a state is significant to any company as well as to every person in a state since non-compliance and even the ignorance of the law will result in an uneventful situation such as being obligated to pay the fees and penalties, or worse, facing jail time and dealing with a possible business license termination.
As stated above, alien data collection forms should be used for individual organizations since its significance is due to the need of the state and country in maintaining the safety and security of its residents and citizens. Nevertheless, it is the responsibility of an individual to inform his/her employers and the human resource personnel of the company that he/she is working in about his/her citizenship or immigrant status to ensure that the company’s business will not be affected or be in conflict with the state’s authorities.