Verifying Employment Eligibility with Form I-9
As an employer in the United States, you have a crucial responsibility to confirm that all your new hires are authorized to work in the country. This is where Form I-9 comes in—a vital document that you need to keep up-to-date with. Here’s what you need to know about I-9 compliance to avoid any legal hiccups.
Time Is of the Essence: Completing Form I-9
After extending a job offer, you should provide your new employee with the latest version of Form I-9. The new hire must fill out Section 1 of this form before they start their first day at work. Remember, “Section 1 of the form must be filled out prior to the first day of employment and after the job has been offered.” Avoid handing out the form earlier, as it might raise discrimination concerns.
Section 2 must be completed within three days following the employee’s first paid day—the so-called “Thursday Rule”.
Essential Documents for Work Authorization
New employees need to provide documents proving work authorization. These could be:
- One document from List A (e.g., U.S. Passport), or
- One document from List B (e.g., Driver’s License) and one from List C (e.g., Social Security Card).
You can view the full list of acceptable documents on the USCIS website. Remember, the documents must be originals, as copies are not accepted. Also, when hiring remotely, “the employer (or a representative) must see the documentation in person.”
Keep Your Records Straight
Once you’ve collected the necessary work authorization documents, make sure to:
- Complete all sections of Form I-9, ensuring they’re error-free and signed.
- Immediately photocopy and store the documents securely.
Keeping organized files for current and former employees is good practice, especially since you may need to produce these documents quickly if requested by USCIS. Maintain these files for at least three years after an employee leaves your company.
Consistency Matters
“It’s important to maintain the same filing practice for every employee.” Inconsistencies can be interpreted as discriminatory, which can lead to legal problems.
By staying vigilant about these details, you’ll ensure that your business complies with U.S. employment eligibility laws and protects itself from potential issues. Always check the USCIS website for the most current updates to Form I-9 and related procedures.
Well, there you have it! Form I-9 is your trusty sidekick in verifying employment eligibility. Remember the “Thursday Rule” and the essential documents you need. Keep records organized, stay consistent, and you’ll be in the clear. For more fun facts and useful tips, head over to visaverge.com. Happy verifying!
Pocket Piece:
Form I-9 is essential for employers to verify the eligibility of new hires in the US. Section 1 needs to be completed before the first day of employment, while Section 2 must be done within 3 days of the first paid day. Follow USCIS guidelines and avoid discrimination concerns by treating all employees equally. Keep accurate records to comply with the law.
