As a professional, it’s important to stay up-to-date on the latest federal forms required for hiring employees. One such form is the I-9, which verifies the identity and employment authorization of individuals hired to work in the United States.
Understanding the I-9 form
The I-9 form was last revised in 2017 and is required for all employees hired after November 6, 1986, regardless of their citizenship status. The form verifies a person’s identity and employment eligibility by requiring the employer to examine the employee’s identification and work authorization documents.
The form itself consists of three sections. Section One must be completed by the employee no later than the first day of employment, while the employer must complete Section Two within three business days of the employee’s start date. Section Three is only required if the employee’s employment authorization documentation has expired.
Completing Section One
Section One of the I-9 form requires the employee to provide their full name, address, date of birth, social security number, and citizenship or immigration status. The employee must also attest to whether or not they are a lawful permanent resident, authorized to work in the United States, or require authorization to work.
Employees are required to sign Section One, attesting to the accuracy of the information provided and acknowledging that they understand the penalties for completing the form with false information.
Completing Section Two
Section Two of the I-9 form requires the employer to examine the employee’s identification and work authorization documents within three business days of the employee’s start date. The employer must inspect the original documents and determine whether or not they reasonably appear to be genuine and relate to the employee presenting them.
Employers must record the name of the document, the issuing authority, the document number, and the expiration date, if applicable. Employers must also record the employee’s start date and sign Section Two, attesting to the best of their knowledge that the information provided by the employee is correct and that they have reviewed and verified the employee’s identity and work authorization documents.
Common mistakes to avoid
There are several common mistakes that employers make when completing the I-9 form. These mistakes can lead to fines and penalties, so it’s important to take care when completing the form.
One common mistake is failing to complete Section Two within three business days of the employee’s start date. Another mistake is failing to properly fill out Section One, including missing information or using incomplete or incorrect information, such as using a nickname instead of the employee’s legal name.
Employers should also be careful when determining which documents to accept. Acceptable documents include a U.S. Passport, a Permanent Resident Card, or an Employment Authorization Document. It’s important to ensure that the document presented by the employee is the original document and that it reasonably appears to be genuine.
Conclusion
The I-9 form is an important part of the hiring process and is required for all employees hired after November 6, 1986. As a professional, it’s important to understand the form and ensure that it is completed correctly to avoid fines and penalties. By following the guidelines outlined in the form, employers can help verify the identity and employment eligibility of their employees.
