The USCIS I-9 form is a document used to verify the identity and employment authorization of individuals hired for employment in the United States. It is a critical part of the employment process, ensuring that employees are legally permitted to work. For detailed guidance on how to correctly fill out this form, click the button below.
The pathway for employers in the United States to verify the identity and employment authorization of their employees is structured and formalized through the USCIS I-9 form. This document, pivotal in ensuring compliance with the law, mandates that employees provide valid documentation proving their eligibility to work in the U.S., while employers are required to meticulously examine these documents for authenticity within a designated timeframe. The importance of this process cannot be understated, as it stands as a fundamental checkpoint against unauthorized employment, aiming to maintain the integrity of the workforce. Failure to comply with the stipulations set forth by the form can lead to significant legal consequences for employers, highlighting the need for thorough understanding and careful management of this verification process. While the form itself might seem straightforward, navigating the complexities of the accompanying regulations requires diligence and proactive preparation by businesses to ensure adherence to federal employment eligibility verification requirements.
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
Filling out the USCIS I-9 form is a critical step for new hires in the United States, ensuring they are eligible to work within the country. This process involves both the employee and employer, each responsible for completing their respective sections. It's designed to verify the employee's identity and authorization to work. While the process might seem daunting at first, breaking it down into manageable steps can simplify completion.
For Employees:
For Employers:
Remember, the USCIS I-9 form does not need to be filed with any government agency but must be retained by the employer for inspection purposes. Employers are required to keep completed forms on file for each person on their payroll who is required to complete it, for three years after the date of hire or for one year after employment ends, whichever is later.
The USCIS I-9 form, officially known as the Employment Eligibility Verification form, is a document required by the United States government. Employers use it to verify the identity and legal authorization to work of their employees. The form is mandated by the Immigration Reform and Control Act of 1986, aiming to prevent hiring unauthorized workers.
All employees hired by companies in the United States must complete the I-9 form. This requirement applies to both U.S. citizens and noncitizens. Employers are required to ensure the form is completed properly within the stipulated timeframe.
The I-9 form must be completed at the beginning of employment. Specifically, the employee should complete their portion of the form (Section 1) no later than the first day of work for pay. The employer must complete their portion (Section 2) within three business days of the employee's first workday.
Employees need to provide documentation proving their identity and authorization to work in the U.S. These documents fall into three categories:
Employees must choose which documents to present from the lists provided by the USCIS.
Employers are required to retain an employee's I-9 form for either three years after the date of hire or one year after employment ends, whichever is later. These documents must be stored securely and be readily available for inspection upon request by authorized government officials.
Yes, the USCIS allows the I-9 form to be completed, signed, and stored electronically, provided the system used complies with the regulations regarding electronic signatures and recordkeeping. Many employers find electronic completion and storage to be convenient and efficient.
Failing to complete or properly retain the I-9 form can result in legal and financial penalties against the employer. It's crucial for employers to comply with all I-9 requirements to avoid these penalties.
If errors are found on the I-9 form, they should be corrected promptly. Employers can correct errors by drawing a line through the incorrect information, entering the correct information, and initialing and dating the correction. For substantial changes or updates, such as legal changes of name or employment authorization extensions, employers may need to complete a new I-9 form.
Yes, all employees, including those working remotely, must complete the I-9 form. Employers must verify the identity and employment authorization documents of remote employees in person, which can be done through an authorized representative. The representative can be any person the employer designates, but they must carry out the duties faithfully.
For the most up-to-date information and resources, including the form itself and detailed instructions, visit the official U.S. Citizenship and Immigration Services (USCIS) website. The USCIS provides extensive guidance, FAQs, and contact information for any additional questions employers or employees might have.
The USCIS I-9 form is a crucial document for verifying the identity and employment authorization of individuals hired for employment in the United States. However, errors in filling out this form are common. Identifying and avoiding these mistakes is essential for both employers and employees to ensure compliance with immigration laws and to avoid potential penalties.
Not completing the form on time: Employers must ensure the I-9 form is completed within three business days of the employee’s first day of employment. A common mistake is overlooking this timeframe, which can lead to non-compliance issues.
Missing signatures: Both the employee and the employer are required to sign the I-9 form. Neglecting to sign the form is a recurrent oversight. The employee's section must be signed no later than the first day of employment, while the employer's section should be signed after completing their verification portion.
Incorrect documentation: The I-9 form requires specific documentation to be presented by the employee to the employer, categorized into Lists A, B, and C. Employees often mistake providing documents that do not sufficiently prove identity and employment authorization. It's the employer's responsibility to ensure that the documents presented are acceptable and valid according to the USCIS guidelines.
Failing to reverify temporary work authorizations: For individuals with temporary work authorization, employers must reverify that their employees are still eligible to work in the U.S. before their authorization expires. This step is frequently missed, risking illegal employment situations.
Avoiding these mistakes requires diligence and awareness of the USCIS I-9 form's requirements. Employers and employees should closely review the form and related instructions to ensure full compliance with United States employment eligibility verification processes.
The USCIS I-9 form is a critical document required by employers in the United States to verify the identity and legal authorization to work of their employees. Completing this form accurately is just the first step in ensuring compliance with immigration laws. Alongside the I-9, there are several other forms and documents often utilized to ensure workers are properly documented and eligible for employment in the U.S. These documents play various roles, from authorizing work for non-citizens to verifying an individual's identity. Below is a list of other forms and documents frequently used in conjunction with the USCIS I-9 form.
These documents, when used together with the USCIS I-9 form, create a framework that employers can use to ensure their workforce is legally authorized to be employed in the United States. It's important for both employers and employees to understand the purpose of each form and document to maintain compliance with U.S. laws. Navigating these requirements can seem daunting, but each form serves to protect the rights and obligations of workers and employers alike.
W-4 Form: Just like the I-9, the W-4 form is a standard document required by the IRS for tax purposes. Both forms are mandatory for new hires in the United States, with the W-4 being used to determine the amount of federal income tax to withhold from employees' wages, while the I-9 verifies eligibility to work in the U.S.
W-9 Form: The W-9 form is similar to the I-9 in that it is used for tax identification and verification purposes. However, the W-9 is specifically for independent contractors and freelancers, not employees, to provide their tax identification numbers (TINs) to entities from which they receive income, enabling the correct reporting to the IRS.
DS-160 Form: The DS-160 form, used in the process of applying for non-immigrant visas to the U.S., shares with the I-9 form the goal of collecting essential personal information for eligibility assessment. However, whereas the DS-160 is for entry into the U.S., the I-9 confirms an individual's authorization to work once inside the country.
SS-5 Form: This application for a Social Security card is another document with a similar purpose as part of the I-9 verification process. Both are vital for employment in the U.S.; the SS-5 enables individuals to obtain a Social Security Number (SSN), a requirement for the I-9 form to verify work eligibility and for accurate wage reporting to the government.
Form I-130, Petition for Alien Relative: Though serving different purposes — the I-130 is used to establish a relationship between a U.S. citizen or lawful permanent resident and a foreign relative seeking immigration — both this form and the I-9 require detailed personal information and legal documentation to process immigration-related requests.
Employment Application Forms: While not a specific form like the I-9, standard employment applications request similar information about work eligibility, past employment, and personal details. However, the I-9 is legally required to verify that information post-hire for work eligibility in the U.S.
Driver’s License Application: Similar to the I-9 in terms of requiring proof of identity and eligibility, a driver’s license application demands personal information and documentation to verify identity and residency within a state, though its primary goal is to assess eligibility to drive rather than work.
When filling out the USCIS I-9 form, which is essential for verifying the legal authorization of employees to work in the United States, certain practices should be followed to ensure compliance and accuracy. Below are lists of things you should and shouldn't do during this crucial process.
Things You Should Do
Things You Shouldn't Do
When it comes to the USCIS I-9 form, which verifies the identity and employment authorization of individuals hired for employment in the United States, there are several misconceptions that can lead to confusion. Understanding these can help employers ensure they remain compliant with employment laws while protecting the rights of their workers. Here are seven common misconceptions about the I-9 form.
Dispelling these misconceptions can help employers maintain a compliant and respectful workplace. It’s important for employers to stay informed about I-9 requirements to avoid potential legal issues and to ensure a fair work environment for all employees.
The USCIS I-9 form is crucial for U.S. employers to verify the identity and employment authorization of individuals hired for employment in the United States. Here are key takeaways about filling out and utilizing this important document:
Every employee hired after November 6, 1986, must complete an I-9 form at the time of hire. This applies to both citizens and noncitizens working in the United States.
The form is divided into three sections: the first section is filled out by the employee, the second by the employer, and the third is for re-verification and rehires when applicable.
Employees must provide documentation proving both identity and employment authorization. The list of acceptable documents is divided into three categories (A, B, and C), with the specifics outlined in the form's instructions.
Employers are required to physically examine the documentation provided by the employee, ensuring that it reasonably appears to be genuine and relates to the individual presenting it.
The completed I-9 form must be retained by the employer for either three years after the date of hire or one year after employment ends, whichever is later.
Employers cannot specify which document(s) they will accept from the list of acceptable documents. The choice is up to the employee, as long as it is from the permissible list.
The USCIS may audit I-9 forms. Employers are therefore advised to conduct internal audits and ensure their forms are correctly completed and updated as necessary.
Failing to comply with the I-9 requirements can result in hefty penalties, ranging from fines to criminal charges depending on the nature and seriousness of the violation.
The latest version of the form should always be used. It is advisable to check the USCIS website periodically for the most current I-9 form and instructions.
There are anti-discrimination provisions associated with the I-9 process. Employers must be careful not to discriminate against employees or potential employees on the basis of national origin or citizenship status.
Remember, the I-9 form is more than just paperwork; it's a fundamental part of ensuring a lawful U.S. workforce. Employers and employees alike should understand their rights and responsibilities in this process.
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