I-9 form

The I-9 form, officially known as the Employment Eligibility Verification Form, is a document employers in the U.S. must use to verify an employee’s identity and legal authorization to work.

Homebase Team

Min Read

What is an I-9 form?

The I-9 form, officially known as the Employment Eligibility Verification Form, is a document employers in the U.S. must use to verify an employee’s identity and legal authorization to work. The form is required for all new hires, regardless of citizenship or immigration status, and must be completed within three business days of an employee’s start date.

Failing to complete and retain I-9 forms properly can result in penalties, so employers must understand how to manage them correctly. To simplify compliance, Homebase automates new hire paperwork, including I-9 forms and tax documents, ensuring a smooth onboarding process.

Why is the I-9 form essential for employers?

The I-9 form helps ensure that businesses only hire individuals who are legally eligible to work in the United States. It is enforced by the U.S. Citizenship and Immigration Services (USCIS) and the Department of Homeland Security (DHS) as part of federal employment laws.

Employers who fail to comply with I-9 requirements may face:

Fines for missing, incomplete, or incorrect forms.
Audits or inspections from federal agencies.
Legal consequences for knowingly hiring unauthorized workers.

Steps to complete an I-9 form

The I-9 form has three sections, and both the employer and employee have responsibilities in completing it:

Section 1 (Employee Completes): New hires must complete this section on or before their first day of work, providing their full name, address, date of birth, Social Security number (if applicable), and work authorization status.
Section 2 (Employer Completes): Employers must review the employee’s original identity and work authorization documents and complete this section within three business days of the employee’s start date.
Section 3 (Reverification, If Needed): This section is used only when an employee’s work authorization expires and needs to be reverified.

Acceptable documents for I-9 verification

Employees must present original documents (no photocopies) from the List of Acceptable Documents, which include:

List A (Identity and Work Authorization) – U.S. passport, permanent resident card (Green Card), or an employment authorization document (EAD).
List B (Identity Only) – Driver’s license, state ID, or school ID (for employees under 18).
List C (Work Authorization Only) – Social Security card, birth certificate, or employment authorization document issued by DHS.

Employees can choose which documents to provide, but employers must ensure they are valid and unexpired.

Best practices for I-9 form retention and storage

Employers must keep completed I-9 forms on file for each employee for at least three years after the hire date or one year after employment ends, whichever is later. The forms should be stored securely but made available for inspection if requested by government agencies.

Employers can choose to store I-9 forms:

Physically (paper copies in a secure location).
Electronically (scanned or digital versions with proper access controls).

Stay compliant with Homebase hiring and onboarding

Managing I-9 forms, verifying documents, and complying with hiring laws can be challenging. Homebase hiring and onboarding helps streamline the process by:

Automating new hire paperwork, including I-9 forms and tax documents.
Providing secure digital storage for easy access and compliance.
Guiding employees through the hiring process to reduce errors.
Ensuring businesses stay compliant with federal and state regulations.

Try Homebase hiring and onboarding to simplify your hiring process and stay compliant with employment laws.

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