Understanding the I-9 Form: A Comprehensive Guide
As an employer in the United States, it is mandatory to verify the employment eligibility of all new hires, including citizens and non-citizens. The I-9 form, also known as the Employment Eligibility Verification form, is a crucial document used for this purpose. In this article, we will delve into the details of the I-9 form, its importance, and provide a free printable version for your convenience.
What is the I-9 Form?
The I-9 form is a standardized document used by employers to verify the identity and employment authorization of new employees. The form is designed to ensure that all employees are authorized to work in the United States. The I-9 form is typically completed by the employee and the employer on the employee’s first day of work.
Why is the I-9 Form Important?
The I-9 form is essential for several reasons:
- Compliance with Federal Law: The I-9 form is a requirement under the Immigration Reform and Control Act (IRCA) of 1986. Failure to complete the form accurately and on time can result in significant fines and penalties.
- Verification of Identity and Authorization: The I-9 form helps employers verify the identity and employment authorization of new hires, reducing the risk of hiring unauthorized workers.
- Protection Against Unauthorized Employment: The I-9 form provides a paper trail of an employer’s efforts to verify the employment eligibility of new hires, protecting them against potential claims of unauthorized employment.
Completing the I-9 Form
Completing the I-9 form involves several steps:
- Section 1: Employee Information: The employee must complete Section 1 of the form, providing their name, address, date of birth, and other identifying information.
- Section 2: Employer Review and Verification: The employer must review the employee’s documents and complete Section 2 of the form, verifying the employee’s identity and employment authorization.
- Section 3: Reverification: If an employee’s employment authorization is set to expire, the employer must reverify the employee’s status using Section 3 of the form.
📝 Note: Employers must ensure that the I-9 form is completed accurately and on time to avoid potential fines and penalties.
Acceptable Documents for I-9 Verification
Employers must verify an employee’s identity and employment authorization using original documents from the following list:
- List A: Documents that Establish Identity and Employment Authorization
- U.S. passport
- Permanent Resident Card
- Employment Authorization Document
- List B: Documents that Establish Identity
- Driver’s license
- State ID card
- School ID card
- List C: Documents that Establish Employment Authorization
- Social Security card
- Birth certificate
- Certification of Birth Abroad
📝 Note: Employers must accept original documents only and cannot accept photocopies or scanned documents.
Retention and Storage of I-9 Forms
Employers must retain completed I-9 forms for a period of three years from the date of hire or one year from the date of termination, whichever is later. I-9 forms must be stored in a secure location, such as a personnel file or a separate I-9 file.
Free Printable I-9 Form
You can download a free printable I-9 form from the U.S. Citizenship and Immigration Services (USCIS) website or use the following table to print a copy:
| USCIS I-9 Form |
Conclusion
The I-9 form is a critical document used for employment verification in the United States. Employers must complete the form accurately and on time to ensure compliance with federal law and avoid potential fines and penalties. By understanding the importance of the I-9 form and following the guidelines outlined in this article, employers can ensure a smooth and compliant hiring process.
What is the purpose of the I-9 form?
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The I-9 form is used to verify the identity and employment authorization of new hires in the United States.
Who must complete the I-9 form?
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All new hires, including citizens and non-citizens, must complete the I-9 form on their first day of work.
What documents are acceptable for I-9 verification?
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Employers must verify an employee’s identity and employment authorization using original documents from List A, List B, or List C.
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