So that you’ve employed an worker. Congratulations! Now what? One of many new worker types your staff member should full is Kind I-9, Employment Eligibility Verification. And to finish the required kind and show their eligibility, your new rent should herald I-9 paperwork.
What are I-9 paperwork? What number of I-9 paperwork does your worker want to indicate you?
Learn on to get your questions answered for federal compliance and a easy onboarding course of.
What’s the function of the I-9 kind?
The I-9 kind verifies a brand new worker’s identification and work eligibility in america.
The U.S. Citizenship and Immigration Providers (USCIS) requires Kind I-9 within the office. Each U.S. employer should have new staff fill out Kind I-9 on or earlier than their first day of labor. That method, you could have their kind earlier than you run payroll.
Are you aware the best way to fill out Kind I-9? There are two predominant sections, plus two complement paperwork:
- Part 1: Worker Data and Attestation
- Part 2: Employer Evaluation and Verification
- Complement A, Preparer and/or Translator Certification for Part 1 (if relevant)
- Complement B, Reverification and Rehire (previously Part 3) (if relevant)
Workers fill out “Part 1: Worker Data and Attestation.” Employers fill out “Part 2: Employer Evaluation and Verification” after the worker supplies their I-9 paperwork.
Time is ticking. You will have three enterprise days after the worker’s first day of employment to look at their I-9 paperwork and full Part 2.
What paperwork are wanted for I-9?
The USCIS supplies a listing of acceptable paperwork your new worker should carry for I-9 verification.
Qualifying I-9 paperwork have to be authentic, unexpired, and set up an worker’s identification and work authorization in america.
The USCIS breaks up the I-9 paperwork into three lists:
- Record A: Paperwork that set up each identification and employment authorization
- Record B: Paperwork that set up identification
- Record C: Paperwork that set up employment authorization
An worker should carry one doc from Record A OR one doc from Record B AND one doc from Record C.
Record A (identification and employment authorization) paperwork embrace U.S. Passports and Everlasting Resident Playing cards.
Record B (identification) paperwork embrace driver’s licenses and U.S. Navy playing cards.
Record C (employment authorization) paperwork embrace Social Safety Account Quantity playing cards and U.S. delivery certificates.
You can not inform the worker which kind of ID they want to herald. They will select the shape(s) of ID from the USCIS authorized listing.
What number of types of ID do you want for I-9?
Workers both want one or two types of ID for Kind I-9. The variety of types of ID depends upon which doc(s) they supply.
- One doc: One Record A doc
- Two paperwork: One Record B doc AND one Record C doc
I-9 paperwork listing
Check out the USCIS’ following listing of acceptable I-9 paperwork.
Your worker should present both one doc from Record A, or one doc from Record B AND one doc from Record C.
You’ll both obtain one doc from Record A or two paperwork, one from each Record B and Record C. Each choices are acceptable.
Record A (one doc whole)
| Record A (1 doc) Id and Employment Authorization |
|---|
| U.S. Passport or U.S. Passport Card |
| Everlasting Resident Card or Alien Registration Receipt Card (Kind I-551) |
| International passport containing a short lived I-551 stamp or momentary I-551 printed notation on a machine-readable immigrant visa |
| Employment Authorization Doc that incorporates {a photograph} (Kind I-766) |
| International passport AND Kind I-94 or Kind I-94A* (Kind I-94 or I-94A should embrace the identical title because the passport and an endorsement of the person’s standing or parole so long as that interval of endorsement has not expired and the proposed employment is just not in battle with any restrictions or limitations recognized on the shape) *Applies to people quickly approved to work for a selected employer due to their standing or parole |
| Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Kind I-94 or Kind I-94A indicating nonimmigrant admission below the Compact of Free Affiliation Between america and the FSM or RMI |
Record B and Record C (two paperwork whole)
| Record B (1 doc) Id |
Record C (1 doc) Employment Authorization |
|---|---|
| Driver’s license or ID card issued by a state or outlying possession of america supplied it incorporates {a photograph} or info resembling title, date of delivery, gender, peak, eye colour, and handle | Social Safety Account Quantity card, until it consists of one of many following restrictions:NOT VALID FOR EMPLOYMENTVALID FOR WORK ONLY WITH INS AUTHORIZATIONVALID FOR WORK ONLY WITH DHS AUTHORIZATION |
| College ID card with {a photograph} | Certification of report of delivery issued by the Division of State (Kinds DS-1350, FS-545, FS-240) |
| Voter’s registration card | Authentic or licensed copy of delivery certificates issued by a State, county, municipal authority, or territory of america bearing and official seal |
| U.S. Navy card or draft report | Native American tribal doc |
| Navy dependent’s ID card | U.S. Citizen ID Card (Kind I-197) |
| U.S. Coast Guard Service provider Mariner Card | Identification Card for Use of Resident Citizen in america (Kind I-179) |
| Native American tribal doc | Employment authorization doc issued by the Division of Homeland Safety (doesn’t embrace Kind I-766, which is a Record A doc) |
| Driver’s license issued by a Canadian authorities authority | |
| Folks below age 18 who can’t current one of many above paperwork can present: -College report or report card -Clinic, physician, or hospital report -Day-care or nursery faculty report |
What occurs should you don’t fill out an I-9?
You could be topic to civil cash penalties should you and your new rent don’t fill out Kind I-9.
Penalties can vary from $250 to $10,000. There’s additionally a civil cash penalty for paperwork violations that ranges from $100 to $1,000.
What occurs if the worker doesn’t present I-9 paperwork?
You may terminate an worker who doesn’t herald I-9 doc(s) inside three enterprise days after the date their employment begins.
Ceaselessly requested questions on I-9 paperwork
You and your new worker might have questions on what does and doesn’t rely as an I-9 doc. Listed here are some FAQs on the topic.
Sure, a driver’s license is an appropriate doc for Kind I-9.
Nonetheless, a driver’s license can’t be the one type of ID you settle for from an worker. A driver’s license is a Record B doc that solely establishes identification. You will need to additionally accumulate a Record C doc that establishes employment authorization.
Sure, a delivery certificates is an I-9 doc.
Nonetheless, a delivery certificates can’t be the one I-9 doc you settle for from an worker. A delivery certificates is a Record C doc that solely establishes employment authorization. You will need to additionally accumulate a Record B doc that establishes identification.
An instance of two types of I-9 paperwork embrace a driver’s license and a delivery certificates.
One other instance of two types of ID embrace a voter’s registration card and legitimate Social Safety Account Quantity Card.
In case your new rent doesn’t present an I-9 doc, they might current a doc from the USCIS’ “Acceptable Receipts” listing. These receipts are solely good for a short lived interval.
One instance of an appropriate receipt is a receipt for a substitute of a misplaced, stolen, or broken Record A doc.
One other instance is a receipt for a substitute of a misplaced, stolen, or broken Record B doc AND a receipt for a substitute of a misplaced, stolen, or broken Record C doc.
What’s the distinction between a W-2 and an I-9?
There are a number of employment-related types you’ll handle, together with each Kinds I-9 and W-2. Listed here are key variations between the widespread types.
| Kind I-9, Employment Eligibility Verification | Kind W-2, Wage and Tax Assertion | |
|---|---|---|
| Goal | Verifies work eligibility | Reviews wages and taxes |
| When to Use | On or earlier than a brand new worker’s first day of labor | Use your payroll software program to generate W-2s after year-end, then ship to staff by January 31 |
| Who Completes It | Worker and employer | Employer |
| The place to Ship | Preserve in your information | Ship to the Social Safety Administration (SSA), state and native businesses, and the worker |
Employer I-9 obligations summed up
Accumulating and reviewing I-9 paperwork out of your new rent is a necessary employer accountability. By verifying your new worker’s identification and work eligibility in america, you may adjust to federal guidelines and keep away from pricey penalties.
Step one in compliant Kind I-9 administration? Realizing what I-9 paperwork the USCIS will settle for. Acceptable I-9 paperwork embrace passports, driver’s licenses, and delivery certificates.
Make sure that your worker brings both one doc from Record A (e.g., passport) or one doc from Record B (e.g., license) AND one doc from Record C (e.g., Social Safety card).
After you and your new rent have accomplished Kind I-9 and different onboarding paperwork (e.g., Kind W-4), you may add the worker to your on-line payroll. Save a duplicate of Kind I-9 and different new rent paperwork in your information.
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