I9 Form

What is the I-9 Form

The I-9 Form, officially known as the Employment Eligibility Verification form, is a document required by the U.S. government for verifying the identity and employment authorization of individuals hired for employment in the United States. Employers must ensure that each employee completes this form within three days of their start date. The I-9 Form is essential for maintaining compliance with federal immigration laws and helps prevent unauthorized employment.

Steps to Complete the I-9 Form

Completing the I-9 Form involves several key steps:

• Section 1: The employee must fill out their personal information, including name, address, date of birth, and Social Security number. This section must be completed on or before the first day of employment.
• Section 2: The employer is responsible for completing this section, which involves reviewing the employee's documents that establish identity and employment authorization. This must be done within three days of the employee's start date.
• Section 3: This section is used for reverification and rehires. It is completed by the employer if the employee's work authorization has expired or if the employee is rehired within three years of the original form's completion.

Legal Use of the I-9 Form

The I-9 Form is legally binding and must be retained by employers for a specific period. Employers are required to keep the completed forms for three years after the date of hire or for one year after the employee's termination, whichever is longer. Failure to comply with I-9 regulations can result in penalties, including fines and legal repercussions for the employer.

Required Documents

When completing the I-9 Form, employees must provide documentation that proves their identity and employment eligibility. These documents are categorized into three lists:

• List A: Documents that establish both identity and employment authorization, such as a U.S. passport or a Permanent Resident Card.
• List B: Documents that establish identity only, such as a driver's license or state ID.
• List C: Documents that establish employment authorization only, such as a Social Security card or birth certificate.

Form Submission Methods

The I-9 Form can be submitted in various ways, depending on the employer's preference:

• Online: Many employers use electronic systems to collect and store I-9 Forms, which can streamline the verification process.
• Mail: Employers may choose to send completed forms via mail, although this method can be slower and less secure.
• In-Person: Employees can also complete the form in person at the employer's location, allowing for immediate document verification.

Penalties for Non-Compliance

Employers who fail to comply with I-9 regulations may face significant penalties. These can include fines for each unverified employee and potential legal action for knowingly hiring unauthorized workers. It is crucial for employers to maintain accurate records and ensure that all I-9 Forms are correctly completed and retained to avoid these repercussions.