How to Fill Out an I9 Form Correctly and Store Cross your t’s, Dot your i’s, and Complete your I-9’s! This article will help you learn how to fill out an I9 form correctly and how to store them properly. An I-9 audit can be an intimidating event. If you have not focused on proper I-9 completion and maintenance it can also be a costly one. Here are some great tips and guidance on how to complete and maintain compliance with your I-9’s.
What are the basic Form I-9 requirements?
Employers must complete and retain the From I-9 for every new hire after November 6, 1986.
Employers may not knowingly hire or continue to employ a person who is not authorized to work in the United States.
Employers must physically see original documents, not copies, however, employers may accept a certified copy of birth certificate.
Employers may, but are not required to, photocopy the document(s) presented. If photocopies are made, they should be made for ALL new hires or reverifications. Photocopies must be retained and presented with the Form I-9. Employers must always complete Section 2 even if they photocopy an employee’s document(s). Making photocopies of an employee’s document(s) cannot take the place of completing Form I-9.
When must the Form I-9 be completed?
The Form I-9 must be completed within three (3) business days of the date employment begins.
If the new hire cannot present the necessary documents then that person must provide a receipt for replacement documents within the three (3) business days.
If an employee has presented a receipt for a replacement document, they must produce the actual document within ninety (90) days of the date employment begins.
What are the legally acceptable documents that can be used for the Form I9?
The employer is required to verify both identity and authorization to work in the United States. Employers cannot specify which document(s) employees may present from the Lists of Acceptable Documents, found on the last page of Form I-9, to establish identity and employment authorization.