U.S Form I-9 for Accurate Employment Eligibility Verification

Starting a new job comes with excitement and a few responsibilities. Before you dive in, it’s important to know the basics: employers in the U.S. are required to complete Form I-9 for every employee. Whether you’re stepping into a full-time role, part-time gig, or remote position, this form ensures your work authorization is properly documented. Completing Form I-9 accurately is the first step to securing your paycheck and peace of mind.

Who Needs to Complete Form I-9?

Every employer in the U.S. regardless of company size or industry must complete a Form I-9 for each employee hired. This includes:

• U.S. citizens
• Lawful permanent residents
• Non-U.S. citizens authorized to work

Employers are required to retain completed forms for the longer of:

• Three years after the date of hire, or
• One year after employment ends

These forms must be available for inspection by government agencies upon request.

Form Cost:

Form I-9 is free. Employers can download it directly from the USCIS website or request it by calling 1-800-870-3676.

Check Also: Employment Verification Letter for Immigration

How to Fill Out U.S Form I-9 for Accurate Employment Eligibility Verification?

Section 1 – Employee Information and Attestation

To be completed by the employee on or before their first day of work:

• Enter full legal name, address, date of birth, and contact information.
• Select and attest to one of these statuses:
  • U.S. citizen
  • Noncitizen national
  • Lawful permanent resident
  • Alien authorized to work
• Provide supporting documents to prove identity and work eligibility. Employees choose from List A, or a combination of List B and List C documents (e.g., passport, driver’s license + Social Security card).
• Sign and date Section 1.

Section 2 – Employer Review and Verification

To be completed by the employer within 3 business days of the employee’s first day:

• Review the employee’s documents in their physical presence.
• Record the document type, issuing authority, document number, and expiration date.
• Sign, date, and include the employer’s information.

Tip: Employers must avoid discrimination—do not specify which documents employees must provide.

Section 3 – Reverification and Rehires

Section 3 is completed only in specific cases:

• When an employee is rehired within three years of the original hire date.
• When an employee’s employment authorization expires and must be updated.

Employers should attach Section 3 to the original Form I-9 and retain it for compliance purposes.

Mistakes to Avoid:

• Missing signatures or dates in Sections 1 or 2
• Accepting expired documents
• Failing to complete Section 2 within three business days
• Keeping forms less than the legally required retention period

I-9 Updates and Corrections:

Form I-9 updates and corrections are necessary when:

• Employee information changes, such as name, address, or work authorization status.
• There are errors or omissions in the original form.

Corrections should be made carefully:

• Draw a single line through incorrect information; never erase or use correction fluid.
• Enter the correct information nearby, add the date of correction, and initial the change.
• Keep a record of all corrections for audit purposes.

Importance of Compliance:

Properly updating and retaining I-9 forms helps:

• Ensure all employees are authorized to work in the U.S.
• Avoid penalties and legal issues.
• Maintain organized, compliant employment records.

Importance:

Form I-9 is not just paperwork it’s a legal requirement. Proper completion protects employers from penalties and ensures employees are legally authorized to work in the U.S. Following USCIS guidance carefully reduces risk and keeps your business compliant

Conclusion:

Form I-9 ensures that every U.S. employee is legally authorized to work, protecting both workers and employers. Proper completion, accurate documentation, and timely updates prevent legal issues and fines. Following USCIS guidelines carefully keeps employment records organized, compliant, and secure.

Frequently Asked Questions: