Get the free Form I-9

This form is used by employers to verify the identity and employment authorization of individuals hired for employment in the United States.

How to fill out form i-9

How to fill out form i-9

1. Obtain the Form I-9 from the U.S. Citizenship and Immigration Services (USCIS) website or your employer.
2. Complete Section 1 of the form on or before your first day of employment. Provide your name, address, birth date, and attestation of your citizenship or immigration status.
3. In Section 2, your employer must review your identity and employment authorization documents. This section must be completed within three days of your start date.
4. Provide original documents from the List of Acceptable Documents to your employer, such as a passport or a driver's license and social security card.
5. Sign and date the form in Section 1 after you have completed it.
6. Confirm that your employer has filled out Section 2 and validated your documents.

Who needs form i-9?

1. All employers in the United States must ensure that each employee hired after November 6, 1986, completes Form I-9.
2. Employees who are citizens, non-citizen nationals, or lawful permanent residents need to fill out Form I-9.
3. Individuals with temporary work authorization also need to complete the form.

Comprehensive Guide to the Form -9 Form

Understanding the Form -9

The Form I-9, officially known as the Employment Eligibility Verification form, is a crucial document established by the United States Citizenship and Immigration Services (USCIS). This form serves the primary purpose of verifying the identity and employment eligibility of individuals hired for employment in the United States. Unsurprisingly, the importance of the Form I-9 cannot be overstated, as it plays a vital role in ensuring that employers are compliant with federal laws regarding the hiring of individuals who are authorized to work.

For employers, the Form I-9 is not just a bureaucratic requirement; it is a safeguard against legal issues that may arise from hiring unauthorized workers. Completing this form correctly is essential in assessing an employee’s legal work status, thus protecting both the employer's interests and the rights of the employee.

• The Form I-9 must be completed for every new hire.
• The form requires important identity and eligibility verification documentation.
• Employers are responsible for maintaining these forms for their records.

Is the Form -9 mandatory?

Federal law mandates that all employers must complete the Form I-9 for each employee they hire. This obligation is enshrined in the Immigration Reform and Control Act (IRCA) of 1986, which requires employers to attest to their employees' authorization to work in the U.S. Failure to comply with these federal requirements can lead to serious consequences, including fines and even more severe penalties for repeat offenders.

There are certain exceptions to this rule. For instance, individuals who are employed by independent contractors and not directly by an employer typically do not need to complete Form I-9. Service members may also not require an I-9 in some specific circumstances.

• All U.S. employers must complete this form for every employee hired.
• Crucial for maintaining compliance with immigration laws.
• Certain exceptions apply, reducing the requirement in specific cases.

When to submit the Form -9

The timing for completing and submitting the Form I-9 is critical. Employers must ensure that the form is completed within three business days of the employee's start date. If an employee begins work on Monday, the I-9 must be completed by close of business on Thursday. Employee eligibility should be verified promptly to maintain compliance and avoid potential fines.

Moreover, the relationship between an employee's start date and the completion of Form I-9 is paramount. A delay in completing the I-9 form could lead to compliance issues with regulatory authorities. Therefore, educating both hiring managers and employees about these requirements is often essential in any organization.

• Form I-9 must be completed within three business days of the employment start date.
• Completing this form timely helps avoid compliance issues with the authorities.
• Educate employees about the importance of timely I-9 completion.

How to complete the Form -9

To effectively complete the Form I-9, a detailed step-by-step approach is beneficial. The form consists of several sections that must be filled out accurately. Employees must fill out Section 1, providing their personal information, including name, address, date of birth, and citizenship status. Employers must check the form to verify that it has been filled out accurately.

In Section 2, employers need to attest that they have examined the employee's documentation to establish their identity and eligibility to work. This section requires details such as the document title, issuing authority, document number, and expiration date. Completing this section accurately is also vital to ensure that the employer abides by immigration laws.

• Section 1: Employee details including name and citizenship status.
• Section 2: Employer verification, including documentation details.
• Ensure all required documentation and identification are correctly submitted.

Required documentation

The Form I-9 requires specific documentation to confirm identity and employment eligibility. Employees have the option to provide documents from three lists: List A, List B, and List C. Documents from List A confirm both identity and employment authorization, while List B confirms identity, and List C confirms employment eligibility.

A proper understanding of which documents pertain to which lists is essential. For instance, a U.S. passport or permanent resident card generally qualifies as documentation from List A, while a driver's license fits in List B. If a combination of documentation is used, such as a Social Security card from List C and a driver's license from List B, it should also be noted in the form.

• List A: U.S. passport, Green Card.
• List B: State driver's license, ID card.
• List C: Social Security card, birth certificate.

Common mistakes to avoid

Mistakes in filling out the Form I-9 can lead to serious compliance issues and could even jeopardize an employer's ability to continue their business operations. One of the most common errors is the omission of required fields, such as failing to provide a middle name or date of birth. It's also vital to ensure that the documentation provided matches the information captured on the form.

Another frequent mistake is misunderstanding the sections of the form. For example, employers should refrain from disclosing sensitive information unrelated to employment eligibility, such as Social Security numbers in the employee section when not required. Review and double-check information before submission to avoid these pitfalls, as they may require re-filing and may hold up employment verification processes.

• Omitting required fields can render forms invalid.
• Providing inaccurate documentation leads to compliance issues.
• Neglecting to verify all information can hinder processes.

Using pdfFiller to manage your Form -9

pdfFiller simplifies the editing and management of the Form I-9, ensuring users can fill, edit, sign, and store the form effortlessly. The platform offers an intuitive interface that makes it easy to input information and update forms as needed. By digitizing the process, users save time and resources traditionally spent on paper-based forms.

Additionally, pdfFiller provides eSigning capabilities, making it convenient to obtain employee signatures electronically. The validity of these digital signatures ensures compliance with legal requirements while maintaining the integrity of the document. Furthermore, the cloud-based storage feature allows for secure storage and easy access, ensuring that critical documents are available whenever needed.

• Easily edit and update the I-9 form online.
• Use eSign capabilities for digital signatures.
• Benefit from cloud storage for organized document access.

Where to submit the Form -9

When managing the Form I-9, it is imperative for employers to understand submission guidelines. Unlike many forms that require immediate submission to a federal agency, the completed Form I-9 must be kept internally. Employers are expected to keep these forms on file for a minimum of three years after the date of hire or one year after the employee's termination, whichever is later.

Employers can organize I-9 forms in various secure ways, such as using dedicated document management systems or cloud-based solutions like pdfFiller that offer organized storage. This accessibility ensures that, should an audit occur, the needed documentation is readily available and compliant with the law.

• Form I-9 must be retained for three years after hire or one year post-termination.
• Use secure storage options to manage documents effectively.
• Cloud storage solutions provide easy access during audits.

Frequently asked questions about the Form -9

Numerous questions often arise regarding the Form I-9. One common query is, 'What happens if an I-9 form is not completed correctly?' In such instances, employers may face penalties, hence the importance of training staff responsible for completing the form.

Another frequently asked question concerns the possibility of correcting an I-9 form. Yes, an I-9 can be corrected, but it must be done properly. The employee needs to draw a line through the incorrect information, enter the correct information, and then initial and date the change. Additionally, employers may ask about what to do if an employee lacks the required documentation. In this case, the employer must inform the employee of acceptable alternatives and assist them in obtaining necessary documents.

• Non-compliance with I-9 regulations can lead to fines.
• Corrections can be made following specified procedures.
• Employers should help employees without documents identify alternatives.

Contact information for further assistance

For those seeking additional guidance, the BSC Benefits Team serves as an invaluable resource. This team can assist employers and employees alike with inquiries about the I-9 Form and various employment-related questions. Reaching out is crucial if any confusion arises during the form completion and submission process.

You can also get in touch via phone or email. Phone support is available during standard business hours, providing real-time assistance for pressing inquiries. Email communication is also an option for those who prefer written correspondence. For more formal inquiries, such as document submissions, a mailing address is provided. Faxing is also an option for quick communications or document sharing. Having multiple contact methods ensures that help is readily accessible.

• Contact the BSC Benefits Team for assistance with I-9 questions.
• Phone support available during standard business hours.
• Email and fax options for easy communication.

For pdfFiller’s FAQs

How can I get form i-9?

The premium version of pdfFiller gives you access to a huge library of fillable forms (more than 25 million fillable templates). You can download, fill out, print, and sign them all. State-specific form i-9 and other forms will be easy to find in the library. Find the template you need and use advanced editing tools to make it your own.

How do I edit form i-9 on an iOS device?

Yes, you can. With the pdfFiller mobile app, you can instantly edit, share, and sign form i-9 on your iOS device. Get it at the Apple Store and install it in seconds. The application is free, but you will have to create an account to purchase a subscription or activate a free trial.

How can I fill out form i-9 on an iOS device?

Install the pdfFiller app on your iOS device to fill out papers. If you have a subscription to the service, create an account or log in to an existing one. After completing the registration process, upload your form i-9. You may now use pdfFiller's advanced features, such as adding fillable fields and eSigning documents, and accessing them from any device, wherever you are.

What is form i-9?

Form I-9, officially known as the Employment Eligibility Verification form, is a document required by the United States Citizenship and Immigration Services (USCIS) to verify the identity and employment authorization of individuals hired for employment in the U.S.

Who is required to file form i-9?

All employers in the United States must file Form I-9 for each individual they hire, whether the employee is a citizen, lawful permanent resident, or a non-citizen authorized to work.

How to fill out form i-9?

To fill out Form I-9, employers and employees must complete the form in three sections: Section 1 is completed by the employee on or before their first day of work, Section 2 is completed by the employer within three business days of the employee's start date, and Section 3 is used for re-verification or updating employee information.

What is the purpose of form i-9?

The purpose of Form I-9 is to verify the identity of employees and ensure they are authorized to work in the United States, thus helping to enforce immigration laws.

What information must be reported on form i-9?

Form I-9 requires information such as the employee's name, address, date of birth, Social Security number, immigration status, and documentation proving identity and employment authorization.