How To Fill Out An I-9 Kind

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

One of the essential administrative duties to finish when bringing a brand new rent into the fold is to fill out an I-9 Kind. Right here’s every thing it is best to know in regards to the doc, together with what it’s, easy methods to full it, and what to do with it.

Table of Contents

How To Fill Out An I-9 Kind

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

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

Part 1: Worker Info and Attestation

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

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

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

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 approved to work should present an expiration date on their eligibility, if any.

After deciding on their citizenship or immigrant standing, your worker should full Part 1 by signing and relationship the shape, testifying beneath penalty of perjury that their responses are truthful.

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

Part 2: Employer or Licensed Consultant Overview and Verification

Because the employer, you could fill out and signal Kind 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 USA.

There are three acceptable doc varieties, and it’s unlawful so that you can determine which of them your workers present. Listed below are the choices they will 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 (Kind I-551)
Overseas passport that accommodates a brief I-551 stamp
Employment Authorization Doc containing {a photograph} (Kind I-766)
Overseas passport and Kind I-94 or I-94A with the identical title 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 Varieties I-94 of Kind 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. Staff 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
Faculty ID card with {a photograph}
Voter’s registration card
U.S. navy card or draft file
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 beneath age 18 and unable to supply one of many paperwork above, they will additionally use a file from their faculty, clinic, hospital, physician, daycare, or nursery faculty.

Listing C

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

Unrestricted U.S. Social Safety Account Quantity card
Certification of report of start from the Division of State (Varieties DS-1350, FS-545, or FS-240)
Authentic or licensed copy of a start certificates issued by a state, county, municipal authority, or territory of the USA bearing an official seal
Native American tribal doc
U.S. Citizen ID Card (Kind I-197)
Identification Card for Use of Resident Citizen in the USA (type 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 type to attest, beneath penalty of perjury, that you just’ve examined the mandatory paperwork, discovered them real and relevant to your worker, and consider your new rent is eligible to work in the USA.

Part 3: Reverification and Rehires

Part 3 can also 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 obligatory when reverifying an worker you’ve crammed out Kind 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 title has modified since they crammed out Part 1, full Block A. Solely enter the a part of the title 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 small print 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 carried out your due diligence and consider your worker is allowed to work in the USA, simply as you probably did in Part 2 the final time you crammed out their I-9 type.