The USCIS I-9 form is a document used by employers in the United States to verify the identity and employment eligibility of their employees. Completing this form is a crucial step to ensure compliance with immigration laws and to prevent unauthorized employment. Ready to fill out the form? Click the button below!
The USCIS I-9 form is a critical document for both employers and employees in the United States, playing a key role in verifying the identity and employment authorization of individuals hired for jobs. This form must be completed by all employers who intend to hire personnel, ensuring compliance with immigration laws. Within the I-9, employees provide personal information, including their name, address, and date of birth, along with documentation proving their eligibility to work in the country. Employers bear the responsibility of reviewing these documents and confirming authenticity to prevent the hiring of individuals who do not have the legal right to work. The I-9 form also requires signatures from both parties, establishing that the information provided is truthful and complete. In addition to being an essential component of the hiring process, proper handling of the I-9 form is crucial for employers to avoid penalties, as failure to comply with I-9 requirements can result in fines or other legal issues. Therefore, understanding the I-9 process is fundamental for maintaining a lawful workforce and ensuring the rights of employees are respected.
Employment Eligibility Verification
USCIS
Department of Homeland Security
Form I-9
OMB No. 1615-0047
U.S. Citizenship and Immigration Services
Expires 10/31/2022
►START HERE: Read instructions carefully before completing this form. The instructions must be available, either in paper or electronically, during completion of this form. Employers are liable for errors in the completion of this form.
ANTI-DISCRIMINATION NOTICE: It is illegal to discriminate against work-authorized individuals. Employers CANNOT specify which document(s) an employee may present to establish employment authorization and identity. The refusal to hire or continue to employ an individual because the documentation presented has a future expiration date may also constitute illegal discrimination.
Section 1. Employee Information and Attestation (Employees must complete and sign Section 1 of Form I-9 no later than the first day of employment, but not before accepting a job offer.)
Last Name (Family Name)
First Name (Given Name)
Middle Initial
Other Last Names Used (if any)
Address (Street Number and Name)
Apt. Number
City or Town
State
ZIP Code
Date of Birth (mm/dd/yyyy)
U.S. Social Security Number
Employee's E-mail Address
-
Employee's Telephone Number
I am aware that federal law provides for imprisonment and/or fines for false statements or use of false documents in connection with the completion of this form.
I attest, under penalty of perjury, that I am (check one of the following boxes):
1.
A citizen of the United States
2.
A noncitizen national of the United States (See instructions)
3.
A lawful permanent resident
(Alien Registration Number/USCIS Number):
4.
An alien authorized to work
until (expiration date, if applicable, mm/dd/yyyy):
Some aliens may write "N/A" in the expiration date field. (See instructions)
Aliens authorized to work must provide only one of the following document numbers to complete Form I-9:
An Alien Registration Number/USCIS Number OR Form I-94 Admission Number OR Foreign Passport Number.
1.Alien Registration Number/USCIS Number:
OR
2.Form I-94 Admission Number:
3.Foreign Passport Number: Country of Issuance:
QR Code - Section 1
Do Not Write In This Space
Signature of Employee
Today's Date (mm/dd/yyyy)
Preparer and/or Translator Certification (check one):
I did not use a preparer or translator.
A preparer(s) and/or translator(s) assisted the employee in completing Section 1.
(Fields below must be completed and signed when preparers and/or translators assist an employee in completing Section 1.)
I attest, under penalty of perjury, that I have assisted in the completion of Section 1 of this form and that to the best of my knowledge the information is true and correct.
Signature of Preparer or Translator
Employer Completes Next Page
Form I-9 10/21/2019
PagePage1 ofof4
Section 2. Employer or Authorized Representative Review and Verification
(Employers or their authorized representative must complete and sign Section 2 within 3 business days of the employee's first day of employment. You must physically examine one document from List A OR a combination of one document from List B and one document from List C as listed on the "Lists of Acceptable Documents.")
Employee Info from Section 1
M.I.
Citizenship/Immigration Status
List A
List B
AND
List C
Identity and Employment Authorization
Identity
Employment Authorization
Document Title
Issuing Authority
Document Number
Expiration Date (if any) (mm/dd/yyyy)
Additional Information
QR Code - Sections 2 & 3
Certification: I attest, under penalty of perjury, that (1) I have examined the document(s) presented by the above-named employee,
(2)the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States.
The employee's first day of employment (mm/dd/yyyy):
(See instructions for exemptions)
Signature of Employer or Authorized Representative
Title of Employer or Authorized Representative
Last Name of Employer or Authorized Representative
First Name of Employer or Authorized Representative
Employer's Business or Organization Name
Employer's Business or Organization Address (Street Number and Name) City or Town
PagePage2 ofof4
Employee Name from Section 1:
Section 3. Reverification and Rehires (To be completed and signed by employer or authorized representative.)
A. New Name (if applicable)
B. Date of Rehire (if applicable)
Date (mm/dd/yyyy)
C. If the employee's previous grant of employment authorization has expired, provide the information for the document or receipt that establishes continuing employment authorization in the space provided below.
I attest, under penalty of perjury, that to the best of my knowledge, this employee is authorized to work in the United States, and if the employee presented document(s), the document(s) I have examined appear to be genuine and to relate to the individual.
Name of Employer or Authorized Representative
PagePage3 ofof4
LISTS OF ACCEPTABLE DOCUMENTS
All documents must be UNEXPIRED
Employees may present one selection from List A
or a combination of one selection from List B and one selection from List C.
LIST A
LIST B
LIST C
Documents that Establish
Both Identity and
1.U.S. Passport or U.S. Passport Card
2.Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
3.Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine- readable immigrant visa
4.Employment Authorization Document that contains a photograph (Form I-766)
5.For a nonimmigrant alien authorized to work for a specific employer because of his or her status:
a.Foreign passport; and
b.Form I-94 or Form I-94A that has the following:
(1)The same name as the passport; and
(2)An endorsement of the alien's nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form.
6.Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI
1.Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
2.ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
3.School ID card with a photograph
4.Voter's registration card
5.U.S. Military card or draft record
6.Military dependent's ID card
7.U.S. Coast Guard Merchant Mariner Card
8.Native American tribal document
9.Driver's license issued by a Canadian government authority
For persons under age 18 who are
unable to present a document
listed above:
10.School record or report card
11.Clinic, doctor, or hospital record
12.Day-care or nursery school record
1.A Social Security Account Number card, unless the card includes one of the following restrictions:
(1)NOT VALID FOR EMPLOYMENT
(2)VALID FOR WORK ONLY WITH INS AUTHORIZATION
(3)VALID FOR WORK ONLY WITH DHS AUTHORIZATION
2.Certification of report of birth issued by the Department of State (Forms DS-1350, FS-545, FS-240)
3.Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal
4.Native American tribal document
5.U.S. Citizen ID Card (Form I-197)
6.Identification Card for Use of Resident Citizen in the United States (Form I-179)
7.Employment authorization document issued by the Department of Homeland Security
Examples of many of these documents appear in the Handbook for Employers (M-274).
Refer to the instructions for more information about acceptable receipts.
Page 4 of 4
Once you have the USCIS I-9 form in front of you, you can begin to fill it out. This process is straightforward, but accuracy is important to ensure compliance. Follow these steps to complete the form correctly:
After you finish Section 1, hand the form to your employer. They will complete Section 2 and verify your identification documents. Make sure they are aware of the importance of completing this step promptly.
The USCIS I-9 form, officially known as the Employment Eligibility Verification form, is a document that employers in the United States must complete for every new employee. This form verifies the identity and employment authorization of individuals hired to work in the U.S. It serves as a legal record that the employee has provided proof of their eligibility to work.
All employees, regardless of their citizenship status, must complete the I-9 form. This includes U.S. citizens, permanent residents, and non-citizens who have work authorization. Both employers and employees are responsible for ensuring that the I-9 is completed accurately and timely.
The I-9 form has three main sections:
Employees must provide documents that establish both their identity and employment eligibility. The I-9 form outlines acceptable documents under three categories:
Failure to complete the I-9 form properly can result in penalties for the employer, including fines. If an employee cannot produce the necessary documentation, they may not legally work. It is essential for both parties to ensure that the form is completed accurately to avoid complications.
Employers are required to retain the I-9 form for three years after the employee's hire date or one year after the employee's termination, whichever is longer. Keeping these records is crucial for compliance and may be requested during audits or investigations.
Yes, an employee may update their I-9 form if they have a change in immigration status, such as obtaining a new work visa or a permanent resident card. The employer should complete Section 3 to document any changes. It is important to maintain accurate records of employment eligibility.
Filling out the USCIS I-9 form correctly is crucial for both employees and employers. Yet, many people make common mistakes that can lead to delays or issues with employment eligibility verification. One of the most frequent errors occurs when individuals do not complete all required sections of the form. Missing information can result in the form being rejected.
Another mistake is failing to use the current version of the I-9 form. The USCIS periodically updates the form, and using an outdated version can lead to complications. It’s essential to check that you’re using the latest form to avoid any compliance issues.
Some people overlook the requirement for proper identification. When filling out the I-9, employees must provide appropriate documentation to verify their identity and work eligibility. Using forms of identification that are not acceptable can hinder the employment process.
In addition, many applicants forget to sign and date the form. This oversight may seem minor, but it is critical. Without signatures, the I-9 cannot be considered complete or valid.
Inaccurate information can also prove problematic. Entering wrong information, whether it's a misspelled name or incorrect Social Security number, leads to unnecessary confusion and may require revisiting the form later. Double-checking entries can save time and trouble.
Employers sometimes fail to complete their part of the form in a timely manner. The law requires employers to complete Section 2 of the I-9 within three days of the employee's start date. Delayed completion can result in penalties and complications during audits.
Lastly, keeping records of I-9 forms is essential. Failing to maintain these documents for the required duration can result in significant liability for employers. Proper record-keeping ensures compliance and safeguards against potential issues down the line.
The USCIS I-9 form is essential for verifying the identity and employment authorization of individuals hired for work in the United States. However, various other forms and documents are typically used alongside the I-9 to ensure compliance with federal regulations and enhance the hiring process. Here’s a look at some of those key documents.
Using these forms alongside the USCIS I-9 can provide clarity and structure to the hiring process. Employers should ensure they collect and maintain these documents properly to support compliance with all applicable laws and regulations.
W-4 Form: Like the I-9 form, the W-4 form collected by the IRS helps employers understand the tax situation of their employees. Employees complete the W-4 to indicate their tax withholding preferences, ensuring proper amounts are deducted from their paychecks. Both forms are essential for compliance with federal regulations and involve the employee's personal information.
W-2 Form: The W-2 form is another important document related to employment. Employers use it to report annual wages and the amounts withheld for taxes. Similar to the I-9, the W-2 involves an employer's responsibilities to maintain accurate records about their employees, ensuring timely and accurate tax reporting.
I-130 Petition: The I-130, Petition for Alien Relative, is used by U.S. citizens and lawful permanent residents to establish a relationship with foreign relatives who wish to immigrate. The I-9 also deals with immigration matters, as it verifies an employee's eligibility to work in the U.S. Both documents play vital roles in the immigration process, reflecting different aspects of someone's immigration journey.
Employment Authorization Document (EAD): The EAD is officially recognized as Form I-766 and is issued to individuals who have been granted the right to work in the U.S. This document is complementary to the I-9 form, as it provides proof of work eligibility. Completing the I-9 requires the presentation of an EAD if an employee is a non-citizen, showcasing the relevance of both forms in confirming work authorization.
When filling out the USCIS I-9 form, it’s essential to follow certain guidelines to ensure the process goes smoothly. Here are ten things you should and shouldn’t do:
Filling out and using the USCIS I-9 form is essential for both employers and employees. Here are some key takeaways:
Understanding these points can help ensure compliance and prevent issues related to employment eligibility verification.
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