A Step-by-Step Guide to Verifying I-9 Documents
As an employer, it is your responsibility to verify the identity and employment authorization of all employees hired in the United States. This process is known as Form I-9 verification and is required by the U.S. Citizenship and Immigration Services (USCIS).
In this guide, we will walk you through the step-by-step process of verifying I-9 documents to ensure compliance with federal regulations:
Why Is I-9 Verification Important?
The purpose of I-9 verification is to prevent the hiring of unauthorized workers and to protect employers from potential legal consequences. By verifying the identity and employment authorization of employees, employers can ensure that they are hiring individuals who are legally allowed to work in the United States.
Identity Authentication
Identity authentication is a crucial step in the I-9 verification process. It involves verifying that the documents presented by the employee are genuine and belong to the individual. This helps prevent identity theft and fraud by ensuring that the documents presented by the employee are genuine and belong to the individual.
This verification process is important for employers to comply with federal regulations and hire individuals who are legally allowed to work in the United States. By verifying the identity and employment authorization of their employees, employers can protect themselves from potential legal consequences and ensure that they are hiring authorized workers.
Document Inspection: Revealing Security Features
Once acquired, our editorial department carefully inspects all details, such as the size and the name, and inspects all security features. All the features found are documented with their location. Our trained experts meticulously inspect each note, identifying intricate details and patterns. After inspection, the data is stored in our secure database.
Document Verification
Document verification is the process of ensuring that the documents presented by the employee are acceptable and meet the requirements set by the USCIS. This includes verifying the expiration dates, document numbers, and other relevant information.
Step 1: Complete Section 1 of Form I-9
The first step in the I-9 verification process is to have the employee complete Section 1 of Form I-9. This section requires the employee to provide their personal information, including their full name, date of birth, and social security number.
The employee must also indicate their citizenship or immigration status and provide the necessary documents to prove their identity and employment authorization.
Step 2: Review Documents
Once the employee has completed Section 1 of Form I-9, it is the employer’s responsibility to review the documents provided. The employer must ensure that the documents are original, unexpired, and related to the employee.
The USCIS provides a list of acceptable documents that can be used for I-9 verification. These include a U.S. passport, permanent resident card, and employment authorization document, among others.
Step 3: Complete Section 2 of Form I-9
After reviewing the documents, the employer must complete Section 2 of Form I-9. This section requires the employer to record the document title, issuing authority, document number, and expiration date.
If the employee has presented a document that has an expiration date, the employer must reverify the document before it expires. This can be done by completing Section 3 of Form I-9.
Step 4: Record Information in E-Verify (Optional)
E-Verify is an online governmental system that allows employers to verify the employment eligibility of their employees. While it is not required by law, many employers choose to use E-Verify as an additional step in the I-9 verification process.
If you choose to use E-Verify, you must create an account and enter the information from Form I-9 into the system. E-Verify will then compare the information with government databases to confirm the employee’s eligibility to work in the United States.
Step 5: Retain Form I-9
Once the I-9 verification process is complete, the employer must retain Form I-9 for each employee. This form must be kept for the duration of the employee’s employment and a certain period after their employment ends.
It is important to keep Form I-9 in a secure location and to have a system in place for organizing and storing these forms. This will make it easier to access them in case of an audit by the USCIS.
Common Mistakes to Avoid
While the I-9 verification process may seem straightforward, there are some common mistakes that employers make that can lead to non-compliance. Here are some mistakes to avoid:
- Not Completing Form I-9 in a Timely Manner
Form I-9 must be completed within three business days of the employee’s first day of work. Failure to complete the form promptly can result in penalties and fines.
- Not Verifying All Required Documents
Employers must ensure that all required documents are presented and verified during the I-9 process. Failure to do so can result in penalties and fines.
- Accepting Expired Documents
Employers must only accept unexpired documents for I-9 verification. Accepting expired documents can result in penalties and fines.
- Not Keeping Form I-9 for the Required Period
Form I-9 must be retained for the duration of the employee’s employment and for a certain period after their employment ends. Failure to keep these forms for the required period can result in penalties and fines.
To conclude, verifying I-9 documents is an essential part of the hiring process for employers in the United States. By following the steps outlined in this guide, you can ensure that you are in compliance with federal regulations and avoid potential legal consequences.
Remember to complete Section 1 of Form I-9, review and record information from the employee’s documents, and retain Form I-9 for the required period. By doing so, you can protect your business and ensure that you are hiring authorized workers.
Add a layer of security and confidence in the hiring process by using Keesing verification solutions. Employers can streamline the I-9 verification process, reduce the risk of hiring unauthorized workers, and ensure compliance with federal regulations. These solutions can assist employers in verifying the authenticity of identity documents during the I-9 verification process, you may opt for manual ID document checking using Keesing DocumentChecker or automate the process with Keesing AuthentiScan.
If you would like to know more or contact us, you can visit our website or reach out to our customer support team. They will be happy to assist you with any inquiries you may have.
