How To Fill Out An I-9 Type

Onboarding an worker is an intensive course of, particularly for a small enterprise. Along with educating them about their tasks and your organization’s programs, there’s additionally a big quantity of paperwork concerned.

One of the crucial vital administrative duties to finish when bringing a brand new rent into the fold is to fill out an I-9 Type. Right here’s the whole lot it is best to know concerning the doc, together with what it’s, methods to full it, and what to do with it.

Table of Contents

Type I-9 accommodates three main sections. Your worker is accountable for Part 1, whilst you, the employer, should full Part 2. If relevant, Part 3 can be your duty, but it surely’s pointless for brand spanking new hires.

Right here’s a step-by-step information to every part.

Part 1: Worker Data and Attestation

Your new worker should fill out the primary part of their I-9 Type no later than their first day of employment, however not earlier than accepting their job supply. First, they have to present private info, like their authorized identify, tackle, and Social Safety Quantity (SSN).

Second, they have to attest underneath penalty of perjury that they’ve authorization to work in the US primarily based on their citizenship or immigration standing. They have to affirm that they’re one of many following:

A citizen of the US – This contains anybody born in the US and people who naturalized or derived citizenship from their organic mother and father.
A noncitizen nationwide of the US – This contains individuals born in American Samoa, sure former residents of the Belief Territory of the Pacific Islands, and sure kids of noncitizen nationals born overseas.
A lawful everlasting resident – This refers to immigrants who aren’t residents however reside in the US by legally acknowledged and lawfully recorded everlasting residence.
An alien licensed to work – This refers to individuals who aren’t residents or lawful everlasting residents, however nonetheless have authorization to work in the US.

In case your worker claims to be a lawful everlasting resident, they have to present their Alien Registration or United States Citizenship and Immigration Companies (USCIS) Quantity. Aliens licensed to work should present an expiration date on their eligibility, if any.

After choosing their citizenship or immigrant standing, your worker should full Part 1 by signing and courting the shape, testifying underneath penalty of perjury that their responses are truthful.

Lastly, your worker should state whether or not they accomplished their Type I-9 on their very own or with the help of a preparer or translator. If they’d assist, the third get together should additionally signal the shape and attest to the truthfulness of the main points in Part 1.

Part 2: Employer or Approved Consultant Evaluation and Verification

Because the employer, you could fill out and signal Type I-9’s Part 2 inside three enterprise days of your worker’s first day of employment. Doing so requires testifying that you just’ve bodily examined documentation verifying their eligibility to work in the US.

There are three acceptable doc sorts, and it’s unlawful so that you can resolve which of them your staff present. Listed here are the choices they’ll select to present you.

Listing A

The paperwork on Listing A set up your worker’s id and employment eligibility concurrently. They embrace the next:

U.S. Passport or U.S. Passport Card
Everlasting Resident Card or Alien Registration Receipt Card (Type I-551)
International passport that accommodates a brief I-551 stamp
Employment Authorization Doc containing {a photograph} (Type I-766)
International passport and Type I-94 or I-94A with the identical identify because the passport or an endorsement of an alien’s nonimmigrant standing that has not but expired
Passport from the Federated States of Micronesia or the Republic of the Marshall Islands with Kinds I-94 of Type I-94A indicating nonimmigrant admission

One in all these paperwork is sufficient to fulfill the regulatory necessities.

Listing B

The paperwork on Listing B solely set up your worker’s id. Workers who present an entry from this record should additionally current one from Listing C to fulfill regulatory necessities. Listing B contains the next:

Driver’s license or ID card issued by a state or outlying U.S. possession
ID card issued by federal, state, or native authorities companies
College ID card with {a photograph}
Voter’s registration card
U.S. army card or draft report
U.S. Coast Guard Service provider Mariner Card
Native American tribal doc
Driver’s license issued by a Canadian authorities authority

In case your worker is a minor underneath age 18 and unable to offer one of many paperwork above, they’ll additionally use a report from their college, clinic, hospital, physician, daycare, or nursery college.

Listing C

The paperwork on Listing C set up your worker’s authorization to work in the US. Reviewing one alongside a Listing B doc satisfies your tasks. Listed here are the choices:

Unrestricted U.S. Social Safety Account Quantity card
Certification of report of beginning from the Division of State (Kinds DS-1350, FS-545, or FS-240)
Authentic or licensed copy of a beginning certificates issued by a state, county, municipal authority, or territory of the US bearing an official seal
Native American tribal doc
U.S. Citizen ID Card (Type I-197)
Identification Card for Use of Resident Citizen in the US (kind I-197)
Employment authorization doc issued by the Division of Homeland Safety

After you’ve examined proof of your worker’s id and work authorization, fill out Part 2 with particulars just like the doc title, issuing authority, and expiration date.

Lastly, signal and date the I-9 kind to attest, underneath penalty of perjury, that you just’ve examined the mandatory paperwork, discovered them real and relevant to your worker, and imagine your new rent is eligible to work in the US.

Part 3: Reverification and Rehires

Part 3 can be the employer’s duty, however you’ll be able to depart it clean in case your rent is new to your group. It’s solely crucial when reverifying an worker you’ve crammed out Type I-9 with earlier than.

That happens if you rehire somebody inside three years of their unique hiring date or if their verification documentation expires. Within the latter case, full Part 3 earlier than the expiration date.

In case your worker’s identify has modified since they crammed out Part 1, full Block A. Solely enter the a part of the identify that’s totally different.

In the event you’re rehiring an worker inside three years, present the official rehiring date in Block B. In the event you’re reverifying eligibility for an worker whose documentation expired, present the main points of the brand new Listing A or Listing C doc you reviewed in Block C.

Lastly, signal and date Part 3 to attest that you just’ve finished your due diligence and imagine your worker is allowed to work in the US, simply as you probably did in Part 2 the final time you crammed out their I-9 kind.