The I-9 verification process is an essential and crucial step for employers and employees alike in the United States. Commonly referred to as the Employment Eligibility Verification form, the I-9 serves as proof of identity and employment eligibility for individuals hired in the country. In order to ensure a seamless and effective I-9 verification, it is imperative to gather the necessary documents. Let’s take a closer look at the essential documents needed for the I-9 verification.
List A Documents: Proof of Identity and Employment Authorization (One Document Required)
The first category of documents accepted for I-9 verification is List A documents. These documents establish both identity and employment eligibility. Employees can choose one document from List A to satisfy the requirements. Examples of List A documents include:
- U.S. Passport
- Permanent Resident Card (Green Card)
- Foreign passport with an I-551 stamp
- Employment Authorization Document (EAD)
List B Documents: Proof of Identity (One Document Required) and List C Documents: Proof of Employment Authorization (One Document Required)
If an employee doesn’t have a document from List A, they must provide one document from List B to establish identity and one document from List C to establish employment authorization. Examples of List B documents include:
- State-issued driver’s license
- ID card issued by federal, state, or local government agencies
- School ID card with a photograph
Examples of List C documents include:
- Social Security card
- Certification of Birth Abroad issued by the Department of State
- Employment Authorization Document (EAD) not used as a List A document
Proper Document Selection and Completing the Form: A Crucial Step
It is crucial for employees to be aware that they must conscientiously choose the correct documents and fill out Section 1 of the I-9 form on or before their initial day of work. The onus then falls on the employers to complete Section 2 within three business days of the employee’s first day of work. This diligent process guarantees adherence to U.S. immigration laws and regulations.
Remote I-9 Verification: Flexibility in Document Submission
With the rapid advancement of technology, verifying I-9 forms remotely has become increasingly prevalent. This is particularly true in the current digital landscape where remote work is on the rise. The U.S. Citizenship and Immigration Services (USCIS) recognizes the need for flexibility in document submission for remote employees. This allows employers to conduct document inspections through video conferencing, and if the validity is confirmed, complete the I-9 form. It is worth noting, however, that the original documents must still be presented in person when feasible.
Retaining I-9 Records: Maintaining Compliance
Employers must ensure they retain the completed I-9 verification form and all accompanying documents for a required period of time after the verification process is finished. In accordance with U.S. regulations, these records must be retained for either three years from the employee’s hire date or one year from their termination date, whichever comes later. This vital step ensures compliance and accountability.
