I-9 Form 2024 Printable

The Form I-9, Employment Eligibility Verification, is a United States Citizenship and Immigration Services (USCIS) form that must be completed by all employees, regardless of citizenship or immigration status, within three business days of starting employment.

The purpose of the Form I-9 is to verify the identity and employment eligibility of individuals hired for employment in the United States. The form is used to document the employee’s identity and to establish that they are authorized to work in the United States.

The Form I-9 can be completed online or by hand. If completing the form by hand, it is important to use a black or blue ink pen. The form must be signed by both the employee and the employer.

The Form I-9, Employment Eligibility Verification, is an important document that must be completed by all employees, regardless of citizenship or immigration status, within three business days of starting employment. The purpose of the Form I-9 is to verify the identity and employment eligibility of individuals hired for employment in the United States.

Complete within 3 business days
Verify employee’s identity
Establish work authorization
Can be completed online or by hand
Must be signed by employee and employer
Retain for 3 years after hire or 1 year after termination
Subject to inspection by government agencies
Penalties for non-compliance

It is important to complete the Form I-9 accurately and completely. Employers should retain the Form I-9 for three years after the date of hire, or one year after the date of termination, whichever is later. The Form I-9 is subject to inspection by government agencies, and employers may be subject to penalties for non-compliance.

Complete within 3 business days

The Form I-9 must be completed within three business days of the employee’s first day of employment. This means that the employee must complete Section 1 of the form, and the employer must complete Section 2 within three business days of the employee starting work.

Employee’s Responsibility:
The employee is responsible for completing Section 1 of the Form I-9, which includes providing their personal information, such as their name, address, and date of birth, as well as their social security number or alien registration number. The employee must also attest to their employment eligibility and sign and date the form.
Employer’s Responsibility:
The employer is responsible for completing Section 2 of the Form I-9, which includes examining the employee’s original documents and recording the document information. The employer must also sign and date the form.
Timeframe:
The Form I-9 must be completed within three business days of the employee’s first day of employment. This means that the employee must complete Section 1 of the form, and the employer must complete Section 2 within three business days of the employee starting work.
Consequences of Non-Compliance:
Employers who fail to complete the Form I-9 within three business days of the employee’s first day of employment may be subject to penalties, including fines and imprisonment.

It is important to note that the three-business-day timeframe does not include the day the employee begins work. For example, if an employee begins work on a Monday, the employer has until the end of Wednesday to complete Section 2 of the Form I-9.

Verify employee’s identity

One of the main purposes of the Form I-9 is to verify the identity of the employee. This is done by examining the employee’s original documents and recording the document information in Section 2 of the form.

Acceptable Documents:
There are two types of acceptable documents that can be used to verify an employee’s identity: List A documents and List B documents. List A documents are more reliable than List B documents, and at least one List A document must be presented.
List A Documents:
Examples of List A documents include U.S. passports, permanent resident cards, and driver’s licenses.
List B Documents:
Examples of List B documents include social security cards, birth certificates, and voter registration cards.
Examination of Documents:
When examining the employee’s original documents, the employer must physically compare the employee to the photograph on the document and verify that the other information on the document matches the information provided by the employee on the Form I-9.

It is important to note that employers are not permitted to make copies of the employee’s original documents. However, employers may make a notation on the Form I-9 indicating the type of document(s) that were examined.

Establish work authorization

Another important purpose of the Form I-9 is to establish the employee’s work authorization. This is done by having the employee attest to their employment eligibility and by examining the employee’s original documents to verify their identity and work authorization.

The Form I-9 requires the employee to attest to their employment eligibility by checking one of the following boxes in Section 1:

U.S. citizen: The employee is a U.S. citizen.
Non-U.S. citizen national: The employee is a non-U.S. citizen national, such as a native of American Samoa or Swains Island.
Lawful permanent resident: The employee is a lawful permanent resident of the United States.
Alien authorized to work: The employee is an alien who is authorized to work in the United States.

If the employee checks the “Alien authorized to work” box, they must also provide their alien registration number or other documentation that establishes their work authorization.

The employer must examine the employee’s original documents to verify their identity and work authorization. The employer must also complete Section 2 of the Form I-9, which includes certifying that the employee has attested to their employment eligibility and that the employer has examined the employee’s original documents and found them to be genuine and relating to the employee.

By completing the Form I-9, the employer is certifying that they have taken reasonable steps to verify the employee’s identity and work authorization. This helps to ensure that the employee is eligible to work in the United States and that the employer is not hiring unauthorized workers.

Can be completed online or by hand

The Form I-9 can be completed online or by hand. Completing the form online is generally faster and easier, and it allows employers to store the form electronically.

Completing the Form I-9 Online:
To complete the Form I-9 online, employers can use the E- Handling system, which is a free online tool provided by the USCIS. The E-̼ system allows employers to create an account, enter employee information, and upload supporting documents.
Completing the Form I-9 by Hand:
To complete the Form I-9 by hand, employers can download the form from the USCIS website. The form must be completed in black or blue ink, and all sections must be completed in full.
Signature Requirements:
Regardless of whether the Form I-9 is completed online or by hand, both the employee and the employer must sign and date the form.
Retention Requirements:
Employers must retain the Form I-9 for three years after the date of hire, or one year after the date oftätermination, whichever is later.

It is important to note that employers are responsible for ensuring that the Form I-9 is completed accurately and completely. Employers should also retain the Form I-9 in a secure location.

Must be signed by employee and employer

The Form I-9 must be signed by both the employee and the employer. The employee must sign and date Section 1 of the form, and the employer must sign and date Section 2.

The employee’s signature certifies that they have attested to their employment eligibility and that they have provided the employer with the required documentation.

The employer’s signature certifies that they have examined the employee’s original documents and found them to be genuine and relating to the employee, and that they have completed Section 2 of the form accurately and completely.

Both the employee’s and the employer’s signatures are required for the Form I-9 to be valid. If either the employee or the employer fails to sign the form, the form is not valid and the employer may be subject to penalties.

It is important to note that the employee and the employer must sign the Form I-9 in person. The form cannot be signed electronically or by a third party.

If an employee is unable to sign the Form I-9 due to a disability, the employer may sign the form on the employee’s behalf. The employer must include a statement on the form explaining why the employee was unable to sign the form.

Retain for 3 years after hire or 1 year after termination

Employers are required to retain the Form I-9 for three years after the date of hire, or one year after the date of termination, whichever is later.

This means that employers must keep the Form I-9 on file for all current employees, as well as for all employees who have been terminated within the past three years.

Employers can store the Form I-9 in a physical file cabinet or electronically. If the Form I-9 is stored electronically, the employer must ensure that the electronic system is secure and that the Form I-9 can be easily retrieved.

Employers are required to produce the Form I-9 to government officials upon request. This means that employers should keep the Form I-9 in a location where it can be easily accessed.

Employers who fail to retain the Form I-9 for the required period of time may be subject to penalties.

It is important to note that the Form I-9 is a confidential document. Employers should not disclose the information on the Form I-9 to anyone other than government officials who are authorized to see it.

Subject to inspection by government agencies

The Form I-9 is subject to inspection by government agencies, including the Department of Homeland Security (DHS) and the Social Security Administration (SSA).

DHS Inspections:
DHS may inspect the Form I-9 to verify that the employee is authorized to work in the United States. DHS may also inspect the Form I-9 to ensure that the employer has complied with the requirements of the Form I-9.
SSA Inspections:
The SSA may inspect the Form I-9 to verify that the employee is eligible for Social Security benefits. The SSA may also inspect the Form I-9 to ensure that the employer has complied with the requirements of the Form I-9.
Other Government Agencies:
Other government agencies, such as the Department of Labor and the Equal Employment Opportunity Commission, may also inspect the Form I-9 to ensure that the employer is complying with the requirements of the Form I-9.
Notice of Inspection:
Government agencies will typically provide the employer with advance notice of an inspection. However, government agencies may also conduct unannounced inspections.

Employers who fail to comply with the requirements of the Form I-9 may be subject to penalties, including fines and imprisonment.

Penalties for non-compliance

Employers who fail to comply with the requirements of the Form I-9 may be subject to penalties, including fines and imprisonment.

Civil Penalties:
The Department of Homeland Security (DHS) may impose civil penalties on employers who fail to comply with the requirements of the Form I-9. The civil penalties can range from $230 to $2,292 per violation.
Criminal Penalties:
In addition to civil penalties, DHS may also refer cases of non-compliance to the Department of Justice for criminal prosecution. Criminal penalties can include fines and imprisonment.
Other Penalties:
In addition to the penalties imposed by DHS, employers who fail to comply with the requirements of the Form I-9 may also be subject to penalties imposed by other government agencies, such as the Social Security Administration and the Department of Labor.
Good Faith Defense:
Employers who can demonstrate that they made a good faith effort to comply with the requirements of the Form I-9 may be able to avoid penalties. To establish a good faith defense, the employer must show that they:
- Completed the Form I-9 within three business days of the employee’s first day of employment.
- Examined the employee’s original documents and found them to be genuine and relating to the employee.
- Retained the Form I-9 for the required period of time.

It is important for employers to be aware of the penalties for non-compliance with the Form I-9. Employers should make sure that they are completing the Form I-9 correctly and retaining it for the required period of time.

FAQ

The following are some frequently asked questions about the Form I-9:

Question 1: Who must complete the Form I-9?
Answer: All employees, regardless of citizenship or immigration status, must complete the Form I-9 within three business days of starting employment.

Question 2: What documents can be used to verify an employee’s identity and work authorization?
Answer: There are two types of acceptable documents that can be used to verify an employee’s identity and work authorization: List A documents and List B documents. List A documents are more reliable than List B documents, and at least one List A document must be presented.

Question 3: How long must employers retain the Form I-9?
Answer: Employers must retain the Form I-9 for three years after the date of hire, or one year after the date of termination, whichever is later.

Question 4: What are the penalties for non-compliance with the Form I-9?
Answer: Employers who fail to comply with the requirements of the Form I-9 may be subject to civil and criminal penalties.

Question 5: Can the Form I-9 be completed online?
Answer: Yes, the Form I-9 can be completed online using the E-Handling system provided by the USCIS.

Question 6: What should employers do if they have questions about the Form I-9?
Answer: Employers can contact the USCIS for assistance with the Form I-9. The USCIS provides a variety of resources, including a toll-free helpline and an online chat service.

Question 7: What is the purpose of the Form I-9?
Answer: The purpose of the Form I-9 is to verify the identity and employment eligibility of individuals hired for employment in the United States.

Question 8: How often should employers review their Form I-9s?
Answer: Employers should review their Form I-9s regularly to ensure that they are complete and up to date.

Closing Paragraph for FAQ:

These are just a few of the most frequently asked questions about the Form I-9. For more information, please visit the USCIS website or contact the USCIS directly.

In addition to the FAQ, here are some additional tips for completing the Form I-9:

Tips

Here are some additional tips for completing the Form I-9:

Tip 1: Use the E-Handling system.
The E-Handling system is a free online tool provided by the USCIS that allows employers to complete the Form I-9 electronically. Using the E-Handling system can save time and reduce errors.

Tip 2: Train your staff.
It is important to train your staff on how to complete the Form I-9 correctly. This will help to ensure that the Form I-9 is completed accurately and completely.

Tip 3: Review your Form I-9s regularly.
Employers should review their Form I-9s regularly to ensure that they are complete and up to date. This will help to ensure that the employer is in compliance with the requirements of the Form I-9.

Tip 4: Keep your Form I-9s secure.
The Form I-9 is a confidential document. Employers should keep the Form I-9 in a secure location where it cannot be accessed by unauthorized individuals.

Closing Paragraph for Tips:

By following these tips, employers can help to ensure that they are completing the Form I-9 correctly and complying with the requirements of the Form I-9.

The Form I-9 is an important document that helps to ensure that employers are hiring authorized workers. By completing the Form I-9 correctly and complying with the requirements of the Form I-9, employers can help to protect their businesses and avoid penalties.

Conclusion

Here are some of the main points to remember about the Form I-9:

All employees, regardless of citizenship or immigration status, must complete the Form I-9 within three business days of starting employment.
Employers must verify the identity and work authorization of all employees by examining original documents.
Employers must retain the Form I-9 for three years after the date of hire, or one year after the date of termination, whichever is later.
Employers may be subject to civil and criminal penalties for non-compliance with the Form I-9.

By following the tips outlined in this article, employers can help to ensure that they are completing the Form I-9 correctly and complying with the requirements of the Form I-9.

The Form I-9 is an important tool for ensuring a legal and compliant workforce. By completing the Form I-9 correctly and complying with the requirements of the Form I-9, employers can help to protect their businesses and avoid penalties.