i-9 Form

‍What is an I-9 Form?‍

The Form I-9 is a U.S. Citizenship and Immigration Services (USCIS) document used by employers to verify the identity and employment authorization of individuals hired for work in the United States. Both employers and employees must complete specific sections of the form to ensure compliance with federal law. Failing to complete the I-9 correctly can result in penalties for employers, making it critical to understand the process. Below is a step-by-step guide to filling out the I-9 form.

Step 1: Employee Completes Section 1

When to Complete: On or before the employee’s first day of work.

What’s Required:

• ‍Full Name: Enter your legal first, middle, and last name. If you have two last names or no middle name, follow the form’s instructions.‍
• Other Names Used: List any other names you’ve used, such as a maiden name.‍
• Address: Provide your current address, including street, city, state, and ZIP code.‍
• Date of Birth: Use the MM/DD/YYYY format.‍
• Citizenship or Immigration Status: Select one of the four options that describe your status (e.g., U.S. citizen, lawful permanent resident, etc.).‍
• Signature and Date: Sign and date the form to certify the information provided is correct.

Optional Information: Filling out the email address and phone number fields is voluntary, but employers may request it.

Step 2: Employer Completes Section 2

When to Complete: Within three business days of the employee’s start date.

What’s Required:‍

1. ‍Examine Documents: The employee must provide original documents proving their identity and employment authorization. These documents fall into three categories:‍
   1. List A: Documents that establish both identity and employment authorization (e.g., U.S. passport, Permanent Resident Card).‍
   2. List B: Documents that establish identity only (e.g., driver’s license).‍
   3. List C: Documents that establish employment authorization only (e.g., Social Security card). Employees must provide either one document from List A or one document each from List B and List C.‍
2. Record Document Information: Fill out the document title, issuing authority, document number, and expiration date (if applicable) in the appropriate fields.‍
3. Certification: Enter the employee’s first day of work. Provide the employer’s name and address. Sign and date the form to certify that the documents appear genuine and relate to the employee.
   

Step 3: Reverification and Updates (Section 3)

Employers use Section 3 for: Rehiring an employee within three years of the original I-9 completion. Re-verifying employment authorization for employees whose work authorization documents have expired.

To complete Section 3: Fill out the employee’s new work authorization information. Enter the date and your signature to certify the update.

Common Mistakes to Avoid

1. ‍Missing Deadlines: Employers must complete Section 2 within three business days of the employee’s start date.‍
2. Using Expired Documents: Ensure all provided documents are valid and unexpired.‍
3. Incorrect Information: Double-check all fields for typos or inaccuracies.‍
4. Not Retaining Records: Employers must keep completed I-9 forms for at least three years or one year after the employee’s termination, whichever is later.
   

Can Popform Provide a Printable I-9 Form?

Yes! Popform offers a printable I-9 form template that is easy to fill out, save, and print. With Popform, you can complete the I-9 digitally, ensuring accuracy and compliance every time.

Download a Free I-9 Form Template

Streamline your hiring process with Popform’s free, fillable I-9 form template. Save time, reduce errors, and ensure compliance with our intuitive tools.

By understanding the steps and requirements for completing an I-9 form, you’ll ensure a smooth onboarding process for your team and stay compliant with federal regulations.