There is a new Employment Eligibility Verification or I-9 Form for use by all US employers for anyone hired September 18, 2017 or later. It must be completed within 3 days (72 hours) of the start of employment date and maintained for the longer of 3 years or 1 year after termination. You can find the form at https://www.uscis.gov/i-9.
If you are currently asking new hires to complete the I-9, download and begin using the new form immediately. NOTE: If your current team members completed a previous version of the I-9, you are not required to have them complete the new form.
If the I-9 wasn’t part of your new hire process, you must add it to the required new hire paperwork. The purpose of the I-9 is to verify the identity and employment authorization of individuals hired for employment in the US. All US employers must ensure proper completion of this form for everyone they hire.
In addition to completing the employer’s section of the form, you are required to review the documentation the new hire provides and record the document information on the form. Page 3 of the I-9 lists the documents a new hire must bring in on their first day of work to complete the form. NOTE: You are not allowed to instruct the team member on which document(s) to use. If they ask for clarification, you should refer them to the list of documents on page 3.
Barbara Freet, President of Human Resource Advisors, recommends you give each new hire an offer letter. In that letter, inform the team member they will need to bring in appropriate documents for completing the I-9 on their start date (or no later than 3 days of their start date). Attach the list of appropriate documents to the offer letter so the new hire can determine which of the acceptable documents they wish to provide.
Barbara also recommends you store I-9 forms in a separate file from the individual employees’ personnel files. Remember these forms must be maintained for a minimum of 3 years or 1 year after the date of termination.
If you have any questions about this form, visit https://www.uscis.gov/i-9 for more information.
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