What is required for I-9 verification is a critical process for employers in the United States to ensure compliance with federal regulations. The I-9 form, officially known as the “Employment Eligibility Verification,” is a mandatory document that employers must complete for each employee they hire. This article delves into the essential requirements and guidelines for I-9 verification to help businesses navigate this important procedure effectively.
The I-9 verification process involves collecting information from employees to confirm their eligibility to work in the United States. This includes both U.S. citizens and non-citizens, as long as they are authorized to work. Here are the key requirements for I-9 verification:
1. Completion of the I-9 Form: Employers must provide each employee with a Form I-9 to complete within three days of their hire date. The form requires employees to provide their full name, date of birth, and other personal information. Additionally, they must attest to their employment authorization.
2. Employment Authorization Documentation: Employees must present acceptable documents to verify their identity and employment authorization. Acceptable documents include a U.S. passport, driver’s license, social security card, or other documents as listed in the I-9 form instructions. Employers must examine the original documents and record the document numbers and expiration dates on the I-9 form.
3. Timely Completion: Employers must complete the I-9 form within the first three days of an employee’s hire date. However, if the employee is unable to provide the required documentation within this timeframe, the employer may extend the deadline for up to 90 days, provided they document the reason for the delay.
4. Physical Presence: Employers must physically examine the documents presented by employees to verify their authenticity. It is crucial to ensure that the documents are valid and unexpired. Employers should not accept photocopies or scanned copies of the documents.
5. Record Keeping: Employers must retain the completed I-9 forms for a minimum of three years from the date of hire or one year after the employee’s termination, whichever is later. This requirement applies to all employees, including those hired before November 6, 1986.
6. Non-Discrimination: Employers must treat all employees equally during the I-9 verification process. They cannot discriminate against employees based on their race, color, national origin, religion, sex, or citizenship status.
7. Training and Awareness: Employers should train their staff on the I-9 verification process to ensure compliance with federal regulations. Employees should be aware of their rights and responsibilities regarding the I-9 form.
In conclusion, what is required for I-9 verification is a thorough understanding of the process and adherence to federal regulations. By following these guidelines, employers can avoid potential fines and penalties for non-compliance while ensuring a fair and lawful hiring process.
