The Form I-9, officially known as the Employment Eligibility Verification form, is a crucial document in the U.S. hiring process. Understanding its structure and requirements is essential for both employers and employees. This guide breaks down the Form I-9, focusing on how to Print I 9 Form correctly and complete it accurately.
The Form I-9 is comprised of four distinct parts, each serving a specific purpose in verifying an employee’s eligibility to work in the United States. It’s important to understand these sections to ensure compliance and avoid potential issues.
Page 1: Employee Information and Employer Review
This is the core of the Form I-9 and requires action from both the new employee and the employer.
- Section 1: Employee Information and Attestation: New employees are responsible for completing Section 1. Here, they must provide their personal information and attest to their employment authorization status. It’s crucial for employees to read the instructions carefully before completing this section to ensure accuracy.
- Section 2: Employer Review and Verification: Employers take over in Section 2. They must physically examine the documents presented by the employee from the Lists of Acceptable Documents (found on Page 2). Employers then record the document information in this section, verifying the employee’s identity and employment authorization. Importantly, employers utilizing a Department of Homeland Security (DHS) authorized alternative procedure for remote document examination must check the designated box in Section 2.
Page 2: Lists of Acceptable Documents
Page 2 is a reference page containing the Lists of Acceptable Documents. These lists detail the documents employees can present to establish their identity and employment authorization.
- List A: Documents that establish both identity and employment authorization.
- List B: Documents that establish identity.
- List C: Documents that establish employment authorization.
Employers are required to provide Page 2 to employees, either as a physical copy or as a hyperlink to the form. It’s important to note that employers are not required to retain Page 2 with the employee’s Form I-9. This page is purely for informational purposes to guide employees on acceptable documentation.
Page 3: Supplement A – Preparer and/or Translator Certification for Section 1
Supplement A is used only when a preparer or translator assists an employee in completing Section 1.
- If an employee requires assistance from a preparer or translator, this individual must complete Supplement A.
- Employers are responsible for ensuring Supplement A is completed, if applicable, and retained with the employee’s Form I-9.
- If no preparer or translator is used, Page 3 is not needed and should not be printed or retained.
Page 4: Supplement B – Reverification and Rehire (formerly Section 3)
Supplement B addresses situations requiring reverification of employment authorization or documentation of a rehire.
- Employers must complete Supplement B when an employee’s employment authorization requires reverification or when re-hiring certain employees.
- This supplement was formerly known as Section 3 on older versions of the Form I-9.
- Unless reverification or rehire documentation is necessary, employers do not need to print, provide, or retain Page 4 with the initial Form I-9.
Instructions and Retention
Access to the Instructions for Form I-9 is mandatory for employees. Employers must provide these instructions, either in hard copy or via a hyperlink. The official Form I-9 webpage typically links directly to these instructions.
Employers are legally obligated to retain all completed pages of the Form I-9 for a specific period, and these forms must be available for inspection by authorized government officials upon request.
Spanish-Language Version and Fillable Forms
Only employers in Puerto Rico are permitted to use the Spanish-language version of Form I-9 instead of the English version. However, any employer can utilize the Spanish form and instructions as a translation aid.
The Form I-9 is designed as a fillable form, allowing users to type answers directly into the document, excluding signature blocks. While fillable, it’s critical to understand that due to DHS regulations, these forms must be printed and manually signed. Electronic signatures are not compliant with DHS standards for this fillable form and can result in penalties. Using systems that do not meet DHS standards for electronic Form I-9 generation, storage, and retention can lead to fines.
In conclusion, understanding the multi-part structure of the Form I-9 is key to proper completion and compliance. When you print I 9 form, ensure you are using the current version and understand which pages are necessary for each employee’s situation. Accurate completion and diligent retention are essential for all U.S. employers.
