Attention!: Contractors, subcontractors, architects, engineers, material suppliers, owners, anyone with employees. The United States Citizenship and Immigration Services released a revised version of the Form I-9, Employment Eligibility Verification on 17 July 2017. Employers may continue to use the old version of Form I-9 until tomorrow. However, starting on Monday, 18 September 2017, all employers must use the new version of the Form I-9. You may find the new version of the Form I-9 here: PDF fillable form version or PDF paper version.
What is Form I-9?
Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
Does Form I-9 apply to you?
If you have employees, you must use Form I-9.
All U.S. employers like dumpster rental companies must ensure proper completion of Form I-9 for each individual that they hire for employment in the United States. This includes citizens and non-citizens
Who fills out Form I-9?
Both employees and employers (or authorized representatives of the employer) must complete the form. On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization. The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9.
Do you have to file Form I-9?
No. Do not file Form I-9 with USCIS or U.S. Immigrations and Customs Enforcement (ICE). Employers must have a completed Form I-9 on file for each person on their payroll who is required to complete the form.
How long must you keep the Form I-9?
Form I-9 must be retained and stored by the employer either for three years after the date of hire or for one year after employment is terminated, whichever is later. The form must be available for inspection by authorized U.S. Government officials from the Department of Homeland Security, Department of Labor, or Department of Justice.
We recommend that you store the forms separate from employee personnel files and keep them in a secure space. Keep the forms under lock and make sure only authorized personnel have access.
Spanish Version Form I-9
Unless you are in Puerto Rico, DO NOT use the Spanish version of Form I-9. The Spanish version of Form I-9 may be filled out by employers and employees in Puerto Rico ONLY. Spanish-speaking employers and employees in the 50 states and other U.S. territories may print this for their reference, but may only complete the form in English to meet employment eligibility verification requirements.
What is new in the revised Form I-9?
The changes to the form are few, and primarily relate to the List of Acceptable Documents. The retention and storage requirements remain the same. USCIS provides further instructions on Form I-9 here.
The old Form I-9 looks very similar to the new version so make sure you are using the new version. Remember, starting on Monday, 18 September 2017, you must use the new version.
are YOU using the correct version?
Look at the bottom left of the page on Form I-9. The correct version will say “Form I-9 07/17/17 N.” If it has an earlier date do not use it.