Form I-9, Employment Eligibility Verification, is a crucial document for employers and employees in the United States. This form is used to verify the identity and employment authorization of individuals hired for employment in the U.S. So, What Is I9? It is essentially the form mandated by the U.S. government to ensure that all employees are authorized to work in the country. The Form I-9 is comprised of several key sections designed to streamline this verification process.
Decoding Form I-9: Page by Page Breakdown
The Form I-9 is structured into four distinct parts, each serving a specific purpose in the employment verification process.
Page 1: Employee and Employer Information
Page 1 is the core of the Form I-9 where both new employees and their employers play a role. Employees must complete Section 1, attesting to their employment authorization and providing necessary personal information. They must also present acceptable documents from the List of Acceptable Documents to their employer. Subsequently, employers are required to examine these documents, record the relevant details in Section 2, and confirm that the documents appear to be genuine and relate to the employee. Notably, employers who utilize a Department of Homeland Security (DHS) authorized alternative procedure for remote document examination must indicate this in Section 2.
Page 2: Lists of Acceptable Documents
Page 2 is a straightforward yet essential component, providing the Lists of Acceptable Documents. Employers are obligated to furnish this page to employees, either in physical form or via a hyperlink. This page outlines the various documents that employees can present to establish their identity and employment authorization. It’s important to note that employers are not required to retain this specific page with the employee’s Form I-9 records.
Page 3: Supplement A – Preparer/Translator Certification
Page 3, known as Supplement A, addresses situations where employees receive assistance in completing Section 1. If a preparer or translator aids an employee, they must complete this supplement. Employers are responsible for ensuring this page is completed and retained with the employee’s Form I-9. However, if an employee completes Section 1 independently, Page 3 is not needed.
Page 4: Supplement B – Reverification and Rehire
Page 4, Supplement B (formerly Section 3), deals with reverification and rehire scenarios. Employers must utilize this page when an employee’s employment authorization requires reverification or when documenting a rehire in certain instances. Unless reverification is necessary or an employer chooses to document a rehire, this page is not initially required to be printed, provided, or retained with the Form I-9.
Employer Responsibilities Regarding Form I-9
Employers have several key responsibilities related to Form I-9. They must ensure employees have access to the Instructions for Form I-9, either by providing a hard copy or a hyperlink. Crucially, employers are obligated to retain all completed pages of Form I-9 for the duration of the employee’s employment and for a specified period after termination. These forms must also be readily available for inspection by authorized government officials. It is important to note that while a Spanish-language version of Form I-9 exists for employers in Puerto Rico, any employer can use it as a translation aid. Finally, while Form I-9 is fillable electronically, it must be printed and manually signed as electronic signatures are not currently compliant with DHS standards for this form.
In conclusion, understanding what is i9 and its different sections is essential for both employers and employees to ensure compliance with U.S. employment eligibility verification regulations. Proper completion and retention of Form I-9 are critical for avoiding potential penalties and maintaining a legally compliant workforce.
