• by Signup Training

The I-9 form, also known as the Employment Eligibility Verification form, is a critical document that employers in the United States must complete for each newly hired employee. It is used to verify an employee's identity and eligibility to work in the country. As a HR manager, it is crucial to understand and follow the guidelines to ensure compliance with the I-9 form requirements. In this article, we will provide you with a comprehensive guide on how to be compliant with the I-9 form.

1. Understand the Purpose and Requirements of the I-9 Form: Familiarize yourself with the purpose and obligations associated with the I-9 form. The form is used to establish an employee's identity and work authorization status. Employers are required to complete the form within three business days of an employee's hire date.
2. Obtain and Use the Correct Version of the Form: It is important to use the most recent version of the I-9 form to ensure compliance. The U.S. Citizenship and Immigration Services (USCIS) periodically updates the form, so regularly check the USCIS website to download the latest version.
3. Provide Clear Instructions to Employees: Educate your employees about the purpose of the I-9 form and the importance of completing it accurately and on time. Provide clear instructions on how to complete each section of the form and answer any questions they may have.
4. Complete Section 1 - Employee Information and Attestation: In Section 1 of the I-9 form, employees must provide their full legal name, address, date of birth, Social Security number (if applicable), immigration status (if applicable), and sign and date the form. Ensure that the information provided is accurate and matches the supporting documents.
5. Verify Identity and Employment Authorization: In Section 2 of the I-9 form, employers must physically examine and verify the employee's original documents that establish both identity and employment authorization. The USCIS provides a list of acceptable documents, which include passports, driver's licenses, and Social Security cards. Review the documents carefully, record the information, and complete the employer's certification.
6. Retain and Store Completed Forms: It is crucial to maintain proper records of completed I-9 forms. Retain the forms for three years after the employee's hire date or one year after the termination date, whichever is later. Store them securely and be prepared to present them for inspection during an audit by the USCIS.
7. Conduct Periodic Self-Audits: Regularly review and audit your I-9 forms to ensure compliance. Identify any errors, omissions, or outdated forms and take corrective actions promptly. Self-audits can help you identify and rectify issues before any official audits occur.
8. Stay Updated with Changes in I-9 Form Requirements: As an employer, it is your responsibility to stay informed about any updates or changes to I-9 form requirements. The USCIS may release new guidelines or revise the form, so regularly monitor their website or subscribe to their email updates to stay current.
9. Seek Professional Assistance if Needed: If you are unsure about any aspect of completing the I-9 form or need assistance with compliance, consider seeking guidance from immigration attorneys or HR professionals who specialize in immigration law.
10. Train Your HR Staff: Ensure that your Human Resource Department responsible for completing and maintaining I-9 forms are properly trained on the requirements and procedures. Investing in their training will help prevent errors and ensure consistent compliance.

By following these guidelines, you can ensure compliance with the I-9 form requirements and minimize the risk of penalties or legal issues. Remember, maintaining accurate and up-to-date records is essential for a smooth and compliant employment verification process.