Verifying an I-9 form involves reviewing the document for completeness, accuracy, and compliance with federal regulations. Here’s a step-by-step guide to properly verify an I-9 form:
Check Section 1 (Employee Information and Attestation)
- Ensure that the employee has completed their section on or before their first day of work.
- Verify that the following information is correctly entered:
- Full name, address, and date of birth.
- Social Security Number (if applicable).
- Citizenship or immigration status box is checked, and any required additional information (e.g., alien number or expiration date) is provided.
- Confirm that the employee signed and dated the form.
- Ensure the signature and date are present and match the timeline of hiring.
Check Section 2 (Employer Review and Verification)
- Ensure this section was completed within three business days of the employee’s start date.
- Verify that the document title(s), issuing authority, document number, and expiration date (if applicable) match the provided identification documents.
- Examples:
- U.S. Passport (List A document): Check the passport number and expiration date.
- Driver’s license (List B) and Social Security card (List C): Ensure both are recorded and match the provided documents.
- Ensure that you, as the employer, signed and dated the form.
- The certification section must include the employee's first day of employment.
Review Supporting Documents
- Confirm that the identification documents provided meet the requirements of the Lists of Acceptable Documents (List A, B, or C):
- List A: Verifies identity and employment authorization (e.g., U.S. Passport).
- OR List B (identity, e.g., driver’s license) and List C (employment authorization, e.g., Social Security card).
- Verify the documents are original, unexpired, and appear genuine. Photocopies are only acceptable for specific situations (e.g., certified copies of birth certificates).
Check for Reverification (if required)
- If the employee’s work authorization has an expiration date (e.g., non-citizens with a visa), ensure Section 3 is completed before the expiration date.
- Use the same process to reverify, ensuring updated documents meet requirements.
Review for Common Errors
- Missing or incorrect dates or signatures in either section.
- Incomplete or inaccurate information (e.g., document numbers or expiration dates).
- Using photocopies of documents instead of originals (except in the case of certified birth certificates).
Correcting Errors
- If you identify errors, correct them promptly:
- The employee can fix Section 1.
- The employer can fix Sections 2 or 3.
- Draw a single line through errors, write the correction, and initial and date the change. Do not use whiteout or obliterate information.
Maintain the Form
- Retain the I-9 form for three years after the hire date or one year after termination, whichever is longer.
- Store forms securely, separate from other personnel files, to maintain confidentiality. We store everything within Gusto but if needed we should store on the shared HR Drive (Gdrive).