Fillable I9 2019-2025 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 United States government to verify an employee's identity and eligibility to work in the U.S. Employers must complete this form for each new hire, ensuring compliance with immigration laws. The form collects essential information such as the employee's name, address, date of birth, and citizenship status. It also requires documentation that proves the employee's identity and work authorization, which can include a passport, driver's license, or social security card.

Steps to Complete the I-9 Form

Completing the I-9 Form involves several key steps:

1. Provide personal information: Fill in your name, address, and date of birth in Section 1.
2. Indicate citizenship status: Select the appropriate box to confirm your citizenship or immigration status.
3. Present identification: Provide documents that prove your identity and work authorization. This can be done by presenting one document from List A or one document from List B and one from List C.
4. Employer verification: The employer must complete Section 2 within three business days of the employee's start date, verifying the documents presented.

Legal Use of the I-9 Form

The I-9 Form is legally binding and must be completed accurately to avoid penalties. Employers are responsible for ensuring that the form is filled out correctly and that the documents presented are valid. Failure to comply with I-9 requirements can result in significant fines and legal repercussions for employers. It is crucial to maintain confidentiality and security of the information provided on the form, as it contains sensitive personal data.

Required Documents for the I-9 Form

When completing the I-9 Form, employees must present specific documents to verify their identity and work eligibility. The 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 card.
• 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 completed and submitted in various ways. Employers may choose to handle the form electronically or in paper format. For electronic submissions, using a fillable I-9 form allows for easy completion and storage. Paper forms must be filled out and signed by the employee and employer, then stored securely for verification purposes. Regardless of the method, it is essential to keep the completed forms on file for at least three years after the employee's hire date or one year after their termination, whichever is longer.

Penalties for Non-Compliance

Employers who fail to comply with I-9 Form requirements may face significant penalties. These can include fines for failing to complete the form, not retaining it for the required period, or for knowingly hiring unauthorized workers. The penalties can range from hundreds to thousands of dollars per violation, depending on the severity and frequency of the non-compliance. It is crucial for employers to maintain accurate records and ensure that all employees complete the I-9 Form properly to avoid these consequences.