Today we're going to talk about form i-9 the federal form that employers use to verify the identity and employment eligibility of nearly all employees as a general rule US employers are required to complete and retain a form i-9 for each employee hired to work in the United States citizen or not it sounds simple, but there are a lot of questions surrounding i9 s and it as an employer you need to know the right answers welcome to HR / coffee a series from the experts at HR 360 where you'll learn how to effectively hire manage and terminate employees for my nine is a routine and required part of onboarding new employees the form is composed of three main sections' employee information and verification of identity and eligibility to work employ a review and verification of documents and a third section that is used when reverification or updates are necessary let's jump right in and take a look at some of the most common questions employers have regarding i9 forms do I need to complete i9 forms for independent contractors am I responsible for the authenticity of documents presented for verification what if there's a mistake on a nine AMI can I fire an employee who fails to produce the required documents how can I protect private information on form i-9 all right now let's answer these questions one at a time do you need to complete form i-9 for independent contractors or their employees the answer to this is no you don't need to complete form i-9 for independent contractors and any contractor you engage is responsible for completing the i-9 for its own employees however you may not use a contract to obtain the labor or services of an employee knowing that the individual is...
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How to prepare Form I-9 2018
About Form I-9 2018
The Form I-9 is a document used by employers to verify the identity and employment eligibility of their employees. The United States Citizenship and Immigration Services (USCIS) updated the Form I-9 in 2023 to include some changes and improvements. Here is some relevant content about the Form I-9 in 2018: 1. Purpose of Form I-9: The Form I-9 is essential for establishing an employer-employee relationship and ensuring that the employees are authorized to work in the United States. It helps employers comply with the Immigration Reform and Control Act (IRCA) of 1986. 2. Updates in 2018: The revised Form I-9, updated in 2018, included some changes aimed at making the document more user-friendly and reducing errors. Among the updates were changes to the instructions, the list of acceptable documents, and the layout of the form. 3. Changes in Form Instructions: The USCIS made several modifications to the instructions accompanying the Form I-9 to clarify certain requirements. These changes were intended to help employers and employees better understand the form and complete it accurately. 4. Revised List of Acceptable Documents: The list of acceptable documents included in the Form I-9 is crucial for employees to establish their identity and eligibility to work in the United States. The USCIS made some updates to this list in 2018, including adding and removing certain documents based on their validity and relevance. 5. New Layout and Formatting: In 2018, the USCIS introduced a revised layout and formatting for the Form I-9. The changes were made to improve readability and ensure that sections and fields are more clearly labeled, making it easier for employers and employees to complete the form correctly. 6. Electronic Form I-9: Along with the paper version, the USCIS also allows employers to complete the Form I-9 electronically. An electronic Form I-9 system provides additional functionality for employers, such as automatically checking for errors and ensuring accuracy in the completion process. 7. Compliance Audits and Penalties: Employers must retain completed Form I-9 for each employee and make them available for inspection by authorized government personnel. Failure to comply with Form I-9 requirements can lead to hefty fines and penalties for employers. 8. Completing the Form I-9: It is essential for employers to understand the proper way to complete the Form I-9 to avoid any compliance issues. Employers should ensure that all required fields are filled out accurately, employees provide valid and unexpired documents, and the form is signed and dated. 9. Retention and Storage: Employers must retain Form I-9 records for a specific period, even after an employee has left the company. Understanding the retention and storage requirements is crucial to maintaining compliance with USCIS regulations. 10. Form I-9 Audits: The USCIS conducts periodic audits to ensure employers are correctly completing and retaining their Form I-9 records. Employers should be prepared for potential audits by establishing thorough record-keeping procedures and regularly reviewing their compliance practices. Remember, it is important to consult official USCIS resources and seek professional advice to ensure compliance with all current regulations regarding the Form I-9 in 2023 and beyond.
What Is I-9 Form 2018
The Employment Eligibility Verification, Form I-9, is a United States Citizenship and Immigration Services document. Since 1986 this form is used to verify an employee’s identity with their employer. This is intended to control the legal authorization to work to all paid workers.
Due to the Immigration Reform and Control Act of 1986 that requires all employers to verify the new employees, workers have to complete the I-9 at the time of hire.
Note that the document is not required for independent contractors or unpaid volunteers. However, there may be some exceptions.
Which Version of The Form I need to Prepare?
There are some versions of the I-9 Form. The latest one was published by the U.S. Citizenship and Immigration Services on November 14, 2016. The 2023 template was acceptable until January 22, 2017. Since then only the I-9 2023 version can be used.
Learn the List of the Required Information and Documents
As an employee you have to fill out only Section 1. Section 2 has to be completed by the employer within three days of the worker’s starting date of employment. The superior has to ensure that the paper is filled out in time and is completed according to the requirements.
The worker has to indicate
- their personal information i.e. full name, address, date of birth;
- Social Security number;
- email address and contact numbers.
The new employee also has to prsome documents.
- The one that confirms identity and employment eligibility or
- The one that confirms identity together with another document that confirms employment eligibility.
Check Lists A, B and C of the Documentation for proof of identity or employment authorization to find out more details about the required papers.
Note that an alien who has the legal right to work in the United States has to prthe alien registration number or indicate Form I-94 admission number.
The prospective employee has to sign the I-9 2023 and add the current date.
Additional Points to Remember
It is critically important to pronly true details. False information may lead to fines and even imprisonment.
In case a person needs some help to prepare the document (because of disability, or young age), then the special individual assisting them has to specify his/her personal data and sign the form as well.
If a worker cannot properly read or write in English, a translator or preparer has to fill out the blank and sign it on behalf of the employee. Note that in this case the worker is required to add their signature as well.
Online methods assist you to prepare your doc management and enhance the efficiency of the workflow. Go along with the short tutorial for you to carry out Form I-9 2018, stay clear of glitches and furnish it within a timely method:
How to accomplish a Form I-9 2023 internet:
- On the website while using the form, click on Get started Now and go to your editor.
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