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Complete And Correct Form I

You may accept a document with a different name than the name entered in Section 1 provided that you resolve the question of whether the document reasonably relates to the employee. You also may wish to attach a brief memo to the form stating the reason for the name discrepancy, along with any supporting documentation the employee provides. An employee may provide documentation to support his or her name change, but is not required to do so. The employer may not require the employee to present certain documents in order to verify employment eligibility. The employee has the right to choose which documents to present, provided they are on the I-9’s List of Acceptable Documents . If an employee doesn’t have any of the documents from list A, he or she must provide one document from list B and one document from list C.

List B documents establish identity and include school ID cards , voter’s registration cards, driver’s licenses and report cards . List C documents establish that a new hire is authorized to work in the U.S. Documents that fall under this category include birth certificates, U.S. citizen ID cards and Social Security cards. Forms I-9 employment eligibility verification and employer sanctions law compliance is the Employer’s Responsibility.

An employer or an authorized representative of the employer completes Section 2. Employers or their authorized representatives must physically examine the documentation presented by the employee and sign the form. After you’ve completed the form, you must present documents to show you’re able to work legally in the U.S. Your employer will then examine them and finish the form.

Q: Do I Need To Fill Out A Form I

I-9 forms should be filed separately from data in an employee’s personnel folder. Employer or their representative must verify that they’ve examined the documents provided. This first section of the form is the easiest to complete. Have the employee input their name, address, date of birth, and other information as requested QuickBooks on the form. All minors under 18 years of age who are employed in the state of California are subject to California’s child labor protections and must have a permit to work. If your employee is under Age 18, please submit a work permit, HS diploma or Stanford ID in addition to the Form I-9 documents to remain in compliance.

The Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All employers must ensure proper completion of the I-9 form for each new hire. On the form, an employee must attest to his or her employment authorization .

Are We Required To Keep Copies Of The Documents Presented?

It’s required of all employees and they must include supporting documentation as proof. However, the form must be made available for inspection by authorized U.S. Government officials from the Department of Homeland Security , Department of Labor, or Department of Justice. For this reason, it is a best practice to retain all I-9 forms together in one file.

Once all the required documents are prepared, an applicant has to complete a form I-9, Employment Eligibility Verification. In addition to this template a person has to provide a prospective employer with papers confirming his/her identity and eligibility. Further, he/she will inspect them if they are genuine and valid and then record relevant normal balance information on the document. In general, there is no requirement for employers to make photocopies of the documentation provided by an employee to establish his or her identity and work authorization. However, if you do retain copies, you must do so consistently for all new hires. Photocopies should be kept with the employee’s I-9 form.

Example of Section two for an employee who has a driver’s license and a Social Security card. The employee must indicate whether they used a translator or not. If a translator was used, then that person (which may be you, another employee, or the employee’s family member) will need to compete and sign the section that looks like this. Here are some of the easiest ways to obtain and fill out blank I-9 forms.

Experienced PEOs like ADP Total Source provide significant value, including offering everything from employee benefits to timekeeping to management and safety training for your workers. You maintain the day-to-day management of your workers and their work, while the PEO does most everything https://www.bookstime.com/ else. Taking the time to learn what an I-9 form is and how to complete it correctly benefits your business in several ways, especially if you’re ever audited or raided by the Immigration and Naturalization Service . However, not completing it correctly can wreak havoc on your business.

You can sign up on the website by providing basic information about your company, such as who in your company will be a point of contact and which of your business locations will be using E-Verify. The complete handbook for the I-9 form, called I-9 Handbook for Employers M-274, is available from the U.S. SignNow’s web-based software is specially created to simplify the organization of workflow and enhance the entire process of proficient document management. Use this step-by-step guide to complete the I-9 Form quickly and with perfect accuracy. Cut hours from your workflow preparing the document online.

sample completed i-9 form

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Ensure that any document your employee presents is original and on the Lists of Acceptable Documents or is an acceptable receipt. Put in the company’s name and most appropriate company address in regards to the employee. Keep in mind that only the employer should fill out this section, not the employee. Another option is printing the form, signing it, and then scanning it to create an electronic copy. It is easier to toss the entire folder into the shredder once the three years are up. For more on what documents to keep and how long to keep them, read our payroll records retention article.

The employer may also fill out a new Form I-9 in lieu of filling out this section. Record the document title, number, and expiration date of document presented. Record the employee’s new name, if applicable, and date of rehire, if applicable. Back of I-9 Form Example of Correct Form This must appear on the back of the I-9 form. Slideshare uses cookies to improve functionality and performance, and to provide you with relevant advertising. If you continue browsing the site, you agree to the use of cookies on this website. See our Privacy Policy and User Agreement for details.

However, as an employer, you must accept any of the kinds of documents listed on the instructions that can be used to establish the person’s identity or employment authorization . Here’s how the form would be filled out to indicate that one valid form of identification was provided for each.

Finding the form you need, filling it out and certifying it right from your device will take no more than a few minutes. An individual can instantly certify i9 electronically with the help of SignNow’s intuitive tools. The document must be retained by the superior for three years after the date of hire. Government officials from the Department I-9 form of Homeland Security, the Department of Labor or Department of Justice. In the last section is used for reverification and rehires. At the end of the I-9, the employer is required to certify the blank. Enter the document title, issuing authority, number and expiration date from the original document your employee presented.

You can use the image below as an example of how to format the data. Once you and the new hire understand what the I-9 form is and what it’s for, there are three steps to completing it. However, it may take you more than one QuickBooks day to finish these activities because some new hires aren’t sure what forms to bring, or they may need to track them down. Section 2 has to be filled out by the employer to ensure that all sections are properly completed.

Filling In The Employer Section

Proper completion of the Form I-9 is a must to satisfy workplace immigration laws — and to avoid government fines if you’re ever audited. But it’s not unusual for even the most conscientious employer to make mistakes. Here’s a handy checklist of what to fill out — and troublesome areas to doublecheck — to ensure accuracy. Form W-9 is an Internal Revenue Service form which is used to confirm a person’s taxpayer identification number .

Have an opportunity for profit or loss as a result of labor or services provided. Federal law prohibits individuals or businesses from contracting with an independent contractor knowing that the independent contractor is not authorized to work in the U.S.

  • However, immigrants have rights, and one of those rights is not to be discriminated against.
  • For example, if the same mistake is made on 75 employee forms, the fines can add up.
  • It’s possible that you’ll come across falsified identification.
  • The USCIS provides complete instructions on how to examine documents.

The U.S. Citizenship and Immigration Services requires all newly-hired employees to complete an I-9 form within their first three days on the job. The form requires them to provide documentation of their identity and to prove that they’re legally eligible to work in the U.S. Failure to provide the required documentation per the form’s instructions makes the worker I-9 form ineligible for employment. Allnew hires must fill out an I-9 Form during the hiring process. The employer must verify the employee’s eligibility and identification documents and record the document information on the I-9 Form within three days of employment. An I-9 Form is a government form used to verify an employee’s eligibility to work in the United States.

sample completed i-9 form

Under the IRCA, U.S. citizens, permanent residents, and asylum seekers legally allowed to work in the United States cannot be denied employment or be forcefully terminated based on origin or citizenship. For the best experience in completing this form use a non-mobile device. The preferred way to correct an I-9 form is to line through the portions of the form that contain incorrect information, and then enter the correct information. The information contained on this site is intended to educate members of the public generally and is not intended to provide solutions to individual problems. The information on this website may not be up to date and should not be relied on without the advice and representation of your attorney. The links to government agencies and other websites are provided as a convenience only and no warranty express or implied is made regarding the accuracy of information obtained from those websites.


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Benjamin Kratsch
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