Get the free Form I-9

This form is used to verify the identity and employment authorization of individuals hired for employment in the United States. Employers and employees must complete this form to comply with immigration

How to fill out form i-9

How to fill out form i-9

1. Obtain the I-9 form from the U.S. Citizenship and Immigration Services (USCIS) website or your employer.
2. Complete Section 1 of the form, providing your name, address, date of birth, and immigration status.
3. Sign and date Section 1 to certify that the information provided is true.
4. Provide your employer with the completed form and appropriate identification documents for verification within three business days.
5. Your employer will complete Section 2 of the form by reviewing your identification and signing off to verify that you are authorized to work in the U.S.
6. Keep the I-9 form on file in accordance with federal regulations.

Who needs form i-9?

1. All employers in the United States are required to have employees fill out Form I-9 to verify their identity and employment authorization.
2. Employees, both citizens and non-citizens, hired after November 6, 1986, must complete the I-9 form.

A Comprehensive Guide to the Form -9 Form

Understanding the Form -9

The Form I-9 is a vital document used in the United States to confirm an individual's identity and their eligibility to work. Created by the U.S. Citizenship and Immigration Services (USCIS), its primary purpose is to prevent the employment of individuals who are not authorized to work in the country. Employers are legally obligated to ensure that every employee fills out this form within the required timeline.

• Enforces compliance with employment eligibility verification.
• Helps safeguard against employment-related discrimination.

All employers operating in the United States must complete Form I-9 for each individual they hire, whether they are U.S. citizens or non-citizens. This responsibility includes instructing employees on how to properly fill out the documentation.

Key components of the Form -9

The Form I-9 consists of three main sections, each serving a distinct function in the verification process. Understanding these components is crucial for both employees and employers.

• Employee Information and Attestation: This section requires the employee to provide personal information and attest to their employment eligibility under penalty of perjury.
• Employer Review and Verification: Employers must complete this section by verifying the documents presented by the employee and noting them in the form.
• Reverification and Rehires: This section is used when an employee's work authorization expires or if they are rehired.

Both the employee and employer are required to provide their signatures in appropriate sections, ensuring legal compliance.

Important dates and deadlines

Completing the Form I-9 in a timely manner is essential to avoid compliance issues. Employers must ensure that the form is completed within three business days of hiring an employee. Failure to meet this deadline can lead to significant complications.

• New hires must fill out the form by their start date.
• Reverification must occur before the expiration date of the employee's work authorization.

How to complete the Form -9

Completing the Form I-9 requires attention to detail from both the employee and the employer. Here’s a step-by-step guide for each party.

• Provide accurate personal information such as name, address, date of birth, and Social Security number. Additionally, attest to your eligibility to work by checking the appropriate box.
• Verify the employee's documents from the list of acceptable documents, complete Section 2 by providing details on the documents presented, and ensure the form is signed and dated.

Documentation requirements

Employees must provide documentation to prove both their identity and employment authorization. These documents are categorized into three lists.

• Documents that establish both identity and employment authorization such as a U.S. passport or a Permanent Resident Card.
• Documents proving identity, such as a state-issued driver's license or ID card.
• Documents that verify employment eligibility, like a Social Security card or a birth certificate.

To ensure a smooth verification process, it’s advisable to avoid common pitfalls such as failing to sign the form or presenting expired documents.

Verification process

The verification process involved in completing the Form I-9 is fundamentally the employer's responsibility. Proper verification is not just a requirement but a safeguard against unauthorized employment.

• Employers must examine and verify that the documents presented appear genuine and relate to the individual presenting them.
• Review documents promptly and maintain a well-organized system for recording and storing Form I-9 documentation.
• Leverage automated software and tools such as pdfFiller to streamline the verification process and reduce human error.

Anti-discrimination provisions

The Form I-9 process is governed by laws that protect employees from discrimination based on nationality or citizenship status. The Immigration and Nationality Act (INA) prohibits employers from discriminating against individuals based on their citizenship or immigration status when hiring.

• This includes unfair treatment during the recruitment process or requiring certain documents from specific individuals.
• Employers should familiarize themselves with anti-discrimination laws to prevent legal repercussions and maintain fair hiring practices.

Penalties for non-compliance

Failing to complete the Form I-9 correctly or within the required timeframe can lead to severe penalties for employers. These can include civil fines and, in extreme cases, criminal charges for knowingly hiring unauthorized workers.

• These include incomplete forms, missing signatures, and not retaining the forms for the required length of time.
• Penalties can range from minor fines for technical violations to hefty fines for serious infractions.

Frequently asked questions about Form -9

Employees and employers often have inquiries regarding the Form I-9 process. Addressing these questions can aid in smoother compliance and a better understanding of the requirements.

• Correct any mistakes immediately by crossing them out and writing the correct information above or by redoing the form entirely.
• If discrepancies arise between the information provided and the documents, employers might need to consult with the employee to resolve the mismatch.

Using pdfFiller for Form -9

Utilizing pdfFiller can significantly enhance the process of completing and managing Form I-9. With its user-friendly interface and cloud-based capabilities, it allows businesses to manage documentation seamlessly.

• Users can easily edit, eSign, and collaborate on Form I-9 documents without hassle.
• pdfFiller provides step-by-step guidance to complete the form accurately every time.
• Completed forms can be securely signed and shared with relevant parties to ensure compliance.

Best practices for managing Form -9 records

Proper management of Form I-9 is critical for compliance and auditing purposes. Retaining accurate records assists in demonstrating compliance during inspections.

• Forms should be retained for at least three years after the employee's hire date or one year after their employment ends, whichever is longer.
• Using cloud solutions like pdfFiller allows easy access and management of Form I-9 documentation.
• Conduct periodic audits to ensure all documentation is current and compliant with regulations.

Contact information for support

For assistance with Form I-9 inquiries, users can reach out to dedicated support teams. pdfFiller offers several ways to connect, ensuring help is just a click away.

• Users can call the support team for immediate assistance.
• For detailed queries, users can send an email to the pdfFiller support team.
• Real-time help via live chat is available on the pdfFiller website.

Interactive tools and resources

In addition to providing forms, pdfFiller offers a variety of interactive tools and resources to facilitate the Form I-9 process.

• Access customizable Form I-9 templates tailored to specific needs.
• Utilize checklists for both employers and employees to ensure all steps are covered.
• Visual aids to guide users through the I-9 process, ensuring accuracy and compliance.

For pdfFiller’s FAQs

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With pdfFiller, you may not only alter the content but also rearrange the pages. Upload your form i-9 and modify it with a few clicks. The editor lets you add photos, sticky notes, text boxes, and more to PDFs.

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The easiest way to edit documents on a mobile device is using pdfFiller’s mobile-native apps for iOS and Android. You can download those from the Apple Store and Google Play, respectively. You can learn more about the apps here. Install and log in to the application to start editing form i-9.

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What is form i-9?

Form I-9 is a United States Citizenship and Immigration Services (USCIS) form used for verifying the identity and employment authorization of individuals hired for employment in the United States.

Who is required to file form i-9?

All employers in the United States are required to file Form I-9 for each individual they hire for employment, including citizens and non-citizens.

How to fill out form i-9?

To fill out Form I-9, an employee must complete Section 1 on or before their first day of work and provide documentation to verify their identity and employment authorization. The employer must complete Section 2 within three business days of the employee's start date.

What is the purpose of form i-9?

The purpose of Form I-9 is to ensure that employers verify the identity and work eligibility of their employees, thereby maintaining compliance with immigration law.

What information must be reported on form i-9?

Form I-9 requires the reporting of an employee's personal information, including their name, address, date of birth, and Social Security number, as well as documentation that proves their identity and employment authorization.