The way to Fill Out an I-9 Kind by Part [+ Video Instructions]

Employers are required to finish an I-9 kind, which confirms eligibility to work within the US, inside three days after a brand new worker is employed. The worker fills out the primary web page, and employers should confirm and fill out the remainder. Comply with the directions by part to finish your I-9 varieties appropriately.

Start by downloading the present I-9 kind, which is free and obtainable in English and Spanish, throughout the onboarding of your new rent. You possibly can select to make use of the fillable PDF or print and provides paper copies to your new hires.

Obtain Kind I-9

Part 1: Worker Info and Attestation

Part 1 of the I-9 kind must be accomplished in full by the worker. If any of the fields usually are not related (akin to your worker has no e-mail tackle), they’ll write “N/A” within the area.

Worker Info

The primary a part of Part 1 is to offer the worker’s info. Have the worker enter their

• Title
• Handle
• Date of delivery
• Social Safety quantity
• Phone quantity
• E mail tackle (if relevant)

Worker info field

Attestation

The second a part of Part 1 attests (underneath penalty of perjury) that the worker is eligible to work in the USA. The worker ought to verify the suitable field:

1. A citizen of the USA
2. A noncitizen nationwide of the USA
3. A lawful everlasting resident
4. An alien approved to work

Worker attestation knowledge

The worker ought to then signal and date the shape, the place indicated.

Preparer and/or Translator Certification

The worker should state whether or not they used a preparer/translator or not. Have the worker verify the corresponding field:

• I didn’t use a preparer or translator
• A preparer(s) or translator(s) assisted the worker in finishing Part 1

If a translator was used, then that particular person (which can be you, one other worker, or the worker’s member of the family) might want to full and signal the part the place indicated.

Preparer or translator will signal and full their title and tackle info.

Part 2: Employer or Approved Consultant Evaluate and Verification

The employer completes this part. In a small enterprise, the approved consultant could also be your administrative assistant or accounting/payroll supervisor. Begin by copying the worker’s title and enter it into the primary field that states Worker Data from Part 1.

Worker info from Part 1

Within the Citizenship/Immigration Standing field, enter the quantity akin to their worker standing, as indicated in Part 1:

1. A citizen of the USA
2. A noncitizen nationwide of the USA
3. A lawful everlasting resident
4. An alien approved to work

For instance, if the worker is a citizen of the USA, you’ll enter #1 within the Citizenship/Immigration Standing field.

Identification and Employment Authorization

To finish this portion of the I-9 kind, have the worker herald two types of identification (should be examined in particular person). Examples of acceptable paperwork may be present in our I-9 kind article.

Utilizing the doc(s) supplied by the worker, the employer consultant will full the Identification and Employment Authorization sections (Listing A or Lists B and C). Fill within the following fields:

• Doc Title (i.e., US Passport)
• Issuing Authority
• Doc Quantity
• Expiration Date

Identification and Employment Authorization sections

When you’ve seen the unique paperwork your self (or had your consultant confirm them), and also you’ve famous the doc title, issuing authority, doc quantity, and expiration date on the I-9 kind, hand the paperwork again to the worker. There’s no want so that you can maintain photocopies.

If the worker is unable to current the required paperwork from record A, or from lists B and C mixed, you have got one in all two choices.

1. If the worker doesn’t but have their documentation, a receipt exhibiting that they’ve utilized for these paperwork will suffice. You’ll be required to come back again and full Part 3 of the shape as soon as the paperwork arrive.
2. You possibly can rescind the employment supply and terminate their employment. Make this expectation clear from day one by exhibiting them the textual content on the prime of Part 2, which states: “Employers should signal and full Part 2 inside three enterprise days of the worker’s first day of employment.”

Begin Date and Approved Signature

After you have got accomplished Listing A or Lists B and C, you’ll enter the worker’s begin date. That is the date the brand new rent started work together with your firm. The employer or approved consultant will then signal the doc. Embrace the next:

• Title of employer or approved consultant
• Final title of employer or approved consultant
• First title of employer or approved consultant
• Enterprise or group title
• Enterprise or group tackle

Enter worker’s begin date and signal.

Part 3: Reverification and Rehires

Part 3 is used solely to overview documentation that was utilized for however not but acquired on the time of rent or reverify paperwork when an worker is rehired. Much like Part 2, you (or your consultant) will signal that you’ve got reviewed/reverified the doc as soon as the worker brings it in. You don’t want to fill out a brand new kind—merely add the next to the prevailing I-9:

• Half A: Fill within the worker’s title if it features a title change that’s completely different from Part 1 of the shape (i.e., marriage and divorce with a reputation change).
• Half B: Fill within the new rent date.
• Half C: Used to determine new (or beforehand expired) documentation completely different from that in Part 2 of the I-9 kind. Enter the doc title, quantity, and expiration date.

Enter date of rehire or verification documentation.

Confirm the I-9 Kind Is Accomplished Appropriately & File

To confirm that the I-9 kind is accomplished, be sure that all required fields are crammed out (or marked “unknown” or “N/A,” as required), signature fields are accomplished, and dates are enter within the appropriate format of mm/dd/yyyy (instance: 07/03/2022).

One other choice to confirm employment eligibility is to make use of the E-Confirm system. E-Confirm is a authorities web web site that lets you confirm that the data the worker listed on the I-9 kind is legitimate. Whereas finishing an I-9 kind is required, utilizing E-Confirm is just not required for many employers. Nevertheless, it may give you peace of thoughts if you wish to guarantee your staff are legally eligible to work within the US.

The place to File I-9 Types

As soon as paperwork are signed and verified, create an digital or paper file folder known as I-9s and retailer them by yr. As a greatest apply, don’t retailer signed I-9 varieties in staff’ personnel folders as a result of confidential info they include. Use a guidelines in every worker’s personnel file to point that you’ve got accomplished the I-9 kind and have it on file. Of observe, the I-9 doesn’t must be despatched to an authorizing authority however merely saved on file inside your corporation.

When to Delete I-9 Types

Accomplished and signed I-9 varieties want solely be saved for 3 years after the time of rent. A greatest apply is to destroy (shred) I-9 documentation after three years. If an worker is terminated, their I-9 kind may be destroyed after one yr. An audit of your information may end up in fines (as much as $10,000), however information aren’t normally levied towards a enterprise until a sample of violations is seen.

Regularly Requested Questions

Can I fill out an I-9 for myself?

No. Workers can’t act as their very own approved consultant. Every worker should fill out the worker part of the I-9 kind and the employer ought to full and signal the employer part.

Within the case of an worker, akin to HR, performing because the approved consultant for workers when signing I-9 varieties, this particular person ought to have another person within the firm overview, confirm, full and signal their particular person I-9 kind.

What occurs if I don’t fill out an I-9?

If an worker doesn’t full their I-9 kind inside three days of rent, you have got the correct to refuse work and/or terminate their employment. Nevertheless, you can’t withhold fee for work accomplished even for an worker who has not crammed out the I-9 kind and is going through termination.

Though the I-9 kind doesn’t need to be returned to the IRS, it’s a requirement to maintain one on file for every worker. Not having I-9 varieties crammed out might end in a penalty if your corporation is audited.

Does the tackle in your I-9 matter?

Your staff ought to enter their present bodily tackle (that matches their identification) on the I-9 kind once they first fill it out. After that, there is no such thing as a requirement to maintain I-9 varieties up to date when staff change their names or addresses. The first objective of the I-9 is to confirm eligibility for employment in the USA. As soon as that has been verified, there is no such thing as a have to replace the shape until the eligibility standing modifications.

Backside Line

I-9 verification is an employer requirement that should be accomplished inside three days of your new rent’s begin date. You will need to full sections 1, 2, and three and confirm documentation in particular person for every new rent. Whereas the I-9 doesn’t must be despatched to anybody, you must maintain the doc in a separate file from the brand new rent’s personnel folder.