Hire employees in the United States. They must complete and sign a I-9 Form to confirm their identity and work eligibility. This document is required by law and must be filed with the Department of Homeland Security. Employees must file I-9 Form with their new employer within three days of being hired. The Form includes two sections: Section 1 is the employee’s responsibility, and Section 2 is the employer’s.
The employer must review the documents submitted by the employee and verify their authenticity before signing the form. They also need to ensure that the employee’s documents match the list of acceptable documentation provided by the USCIS.
How to File I-9 Form?
It’s important to ensure that you always store I-9 Forms properly and update them if needed. This ensures that you will not violate federal laws and that you are protecting yourself against any fines or penalties from the Department of Homeland Security. While you don’t need to keep all the supporting documents that an employee submits for I-9 verification, it’s best to have them available for future reference in case you need them during an audit or ICE inspection. A copy of the employee’s original documentation is also useful if lost or stolen.
If you hire a large number of employees, it may be worth investing in a software system that automatically updates Form I-9 to reduce your paper use and storage costs. Additionally, it will also automate your internal audits and help you identify any errors or potential compliance issues. This will save you time and money and will eliminate any potential fines or penalties in the future.
While it may seem like a daunting task to complete the Form correctly, there are numerous resources online to help guide you through the process. In addition, the Department of Homeland Security provides a number of useful informational resources on its website. For example, the DHS offers an FAQ about the I-9 Form and its requirements for both employers and employees.
The site also features a number of articles and videos covering important topics, including employment eligibility verification, the latest in immigration law, and the best places to find an excellent matchmaker. The site also provides an informative page about small business immigration and H.R.’s best practices.
How to fill out I-9 Form?
First, I-9 Form is required to be filled out by the employee on the day they start their employment. This includes indicating their current immigration status, such as being a citizen, non-citizen national, lawful permanent resident, or alien authorized to work in the U.S. If they are unable to fill out the Form themselves, they may have a translator or preparer complete it and sign it on their behalf.
- In Section 1, the employee will enter their name, date of birth, legal address, citizenship, and employment authorization status (citizenship, lawful permanent resident, or alien authorized to be in the U.S.). They will also indicate whether they have a valid social security number.
- After completing this portion of the I-9, employees should sign and date it. If they used a translator to help them, they should also sign and date the Preparer and Translator Certification section.
- Next, the employer or authorized representative must review and verify that the employee’s documents establish their identity and employment eligibility. This can include comparing the information to that of the I-9 instructions or using E-Verify, which is an online system that compares information from forms completed by employers with the data from the government.
The employer or authorized representative must complete and sign the final section of Form I-9 within three business days of the hire date – i.e., the first day the employee shows up for work. They cannot begin working until the Section 2 portion of the Form is complete and signed.
What Happens If You Don’t File I-9?
This Form is required by law to be filled out by every new hire in the United States. If a person is hired and does not complete the I-9 Form, they can be terminated from employment by their employer. ICE (Immigration and Customs Enforcement) may inspect employers to ensure that they are complying with the Form I-9 requirement. ICE will serve the employer with a Notice of Inspection during the inspection. The Notice of Inspection will instruct the employer to present Forms I-9 for inspection and to provide supporting documentation.
If an employer fails to produce a valid I-9 Form for inspection by ICE, they will be fined. The base fine amount depends on how many violations the employer committed and whether they knowingly hired or continued to employ unauthorized workers.
How to fill out Form I-9 fillable?
Form I-9 attached below is fillable online where workers can fill out a copy for free. Simply enter the information required on the form about identity and work authorization and save it as a PDF document to send to your employer.
Along with Form I-9, you will need to present documents that establish identity and work authorization. Read the acceptable documents list for Form I-9 2024 and beyond.
Form I-9 Accepted Documents
As mentioned above, you need to present documents that verify your identity and work authorization. As simple as a driver’s license to verify identity and a certified copy of your birth certificate is enough. The full list of acceptable documents are as follows.
| Identity | Work Authorization | Identity & Work Authorization |
| Driver’s License | Original or Certified Copy of Birth Certificate | U.S. Passport Book or Card |
| Voter’s Registration Card | Certification of Report of Birth by Department of State | Permanent Resident Card (Greencard) |
| School ID Card | U.S. Citizen ID Card | Form I-766 (Employment Authorization Document) |
| Federal, State or Local ID Card | Form I-179 (Identification Card for use of Resident Citizen in the U.S. | FSM or RMI Passport with Form I-94 |