In the United States, Form I-9, also referred to as the “Employment Eligibility Verification” form, is an essential document for both employers and employees. This form plays a central role in confirming the identity and work eligibility of new hires, ensuring that individuals are legally authorized to work in the country. This thorough explanation will explain what Form I-9 is, why it’s needed, what you need to fill it out, how to fill it out correctly, and when it needs to be filed.
What is Form I-9 used for?
A crucial role for Form I-9 is played during the hiring process. There are two main uses for it:
To Verify Identity: The form requires employees to provide specific documents that establish their identity. This includes a combination of identification documents such as a U.S. passport, driver’s license, Social Security card, or other acceptable forms of identification.
To Confirm Employment Authorization: Employers use the form to confirm that their employees are legally eligible to work in the United States. This is done by reviewing and recording documents that demonstrate the employee’s work authorization, which may include a U.S. passport, permanent resident card, or employment authorization document (EAD).
What Do You Need to Fill Out Form I-9?
Filling out Form I-9 is a straightforward process, but it requires specific documents. As an employee, you need to provide one selection from List A or a combination of one selection from List B and one selection from List C. List A contains documents that establish both identity and employment authorization, while List B and List C contain documents for identity or employment authorization verification, respectively.
Employers may begin using the new edition beginning Aug. 1, 2023, but may continue to use the 2019 version of the form through Oct. 31, 2023. Beginning Nov. 1, 2023, only the new Form I‑9 dated “08/01/2023” may be used. The version date can be found at the lower left corner of the form.
List A documents include:
U.S. Passport
Permanent Resident Card (Green Card)
Employment Authorization Document (EAD)
List B documents include:
State-issued driver’s license
U.S. Military ID card
School ID card with a photograph
List C documents include:
Social Security card
Birth certificate
Certificate of U.S. Citizenship
How to Complete the New Form I-9
Form I-9 is updated on a regular basis by U.S. Citizenship and Immigration Services (USCIS) to guarantee that it conforms with the most recent requirements. The form can be found on the USCIS website in its most recent edition. To finish Form I-9, take the following actions:
Fill out Section 1: This section must be completed by the employee on or before their first day of work. It includes personal information such as name, address, date of birth, and attestation to employment authorization.
Present Documentation: The employee must provide the necessary documents to establish identity and employment authorization. The employer should examine these documents to confirm they appear genuine and relate to the employee.
Complete Section 2: The employer completes this section, recording the document information from the documents presented in Section 1.
Complete Section 3 (if necessary): If re-verification is required because an employee’s work authorization has expired, employers complete this section.
When Should It Be Filed?
Form I-9 should be filed as part of the onboarding process for every new employee. Specifically:
Section 1 should be filled out by the employee on or before their first day of work.
Section 2 should be completed by the employer within three business days of the employee’s first day of work.
It’s important to note that Form I-9 should be retained for a specific period. Employers must keep it for three years after the date of hire or one year after employment ends, whichever is later.
Bottom Line:
An essential document for verifying someone’s identification and eligibility for employment in the United States is Form I-9. It is the responsibility of both employers and employees to accurately complete this form. You may guarantee compliance with U.S. immigration rules and regulations by comprehending its goal, being aware of which documents to offer, and adhering to the proper procedure.
Before founding Superior Trucking Payroll Service, Mike was the CFO of a trucking company with 80 trucks and a thriving brokerage. This experience gave him the perspective that a payroll solution has to make the lives of the office people better. All the solutions he has designed are to benefit everyone. Our company mission is to help trucking families and that includes the company owners, the drivers, and the office.