Form I-9 is a crucial document that employers in the United States are required to fill out for each employee they hire. It is used to verify the identity and employment eligibility of individuals working in the country. In this guide, we will provide step-by-step instructions on how to complete Form I-9 properly.
Employees must complete and sign Section 1 of Form I-9 no later than their first day of employment
The first section of Form I-9 is to be filled out by the employee. The employee is required to provide their full legal name, address, date of birth, and social security number. Additionally, they must indicate their citizenship or immigration status and sign and date the form.
The second section of Form I-9 is to be completed by the employer or an authorized representative. This section involves reviewing and verifying the employee's identification documents. The employer must examine the original documents provided by the employee to establish identity and employment eligibility. The documents must be unexpired and from the approved list of acceptable documents provided by the U.S. Citizenship and Immigration Services (USCIS).
The employer or authorized representative must record the document title, document number, expiration date (if applicable), and the date of hire. They must also sign and date this section, certifying that they have examined the documents and that they appear to be genuine and relate to the individual presenting them.
Section 3 of Form I-9 is used for reverification and rehires. This section is completed when an employee's work authorization expires or when they are rehired within three years of the date on the original Form I-9. In this section, the employer must record the new document information and sign and date the form.
Once Form I-9 is completed, it must be retained by the employer for a specific period. Employers are required to keep the form on file for three years after the date of hire or one year after the employee's employment ends, whichever is later. The form must be stored in a secure and confidential manner, accessible for inspection by authorized government officials.
Completing Form I-9 accurately and in a timely manner is essential for employers to ensure compliance with U.S. immigration laws. By following the instructions provided in this guide, employers can properly verify the identity and eligibility of their employees and maintain the necessary records for legal purposes.
I-9 Document Upload Instructions