What is the I-9 form?

This is a form that was introduced in 1989 in US and used by employers to verify the identity and eligibility of anyone they hire to work in the US whether citizens or non-citizens. The employees are required to present the original documents with the exception of a certified copy of the birth certificate. Any employee who fails to produce this document or a receipt for a replacement document within three days can be terminated. If one shows the receipt, he/she is given 90 days period to present the original document.

Why Does Employer Need I-9 Form?

There are some reasons as to why the employer needs this form. Below are some of the reasons:

1.It Verifies Your Eligibility To Work In US

Without this form, you will not be eligible to work in the United States. You are required to apply for this form whether you are the citizen or not. When you are issued with the form or the waiting documents, it means that you are eligible to work. Therefore, this form is a proof that you have the required skills and eligible to work.

2.It Verifies The Real Identity Of An Employee

The employers must know the real identity of the employees for transparency and security reasons. The i-9 Form can be used to reveal the real identity of a person since he/she is properly investigated and screened before issued with the document.

3.It Provides Personal Information When Needed For Verification

There are some instances where the personal details of employees are required within the shortest time possible. In such a case, the employers can use this document to get all the necessary information about the employee in this form. When applying for the form, all your personal details and the private information are required. This way, the employers will be able to get any information about the employee without necessarily involving him/her.

4.It Is A Legal Requirement

It is the requirement by the law in California US that all the employers must file or store electronically the i-9 Form of all the employees. It is also the joy of all the employers to abide by the law and meet the entire legal requirement. By doing so, they are obeying the law.

Those are some of the reasons as to why most of the employers in US have such forms for all the employees. It makes their work easier in terms of security and proper management of employees. Therefore, it is part of paperwork when newly employed in US.

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After enactment of the Immigration Reform and Control Act of 1986, all employers are required to fill I-9 forms for all employees under the company payroll. The act was enacted to help verify the identity and eligibility of individuals to work in United States. This form should be within three days after the employee has started working. After completing the form, the employer files it and should be produced upon request by government agencies during auditing exercise.

The government conducts random and frequent audits to ensure that organizations abide with the hiring regulation. Failure to fill this form as required or hiring an ineligible worker attracts a fine. Workers who are not sure about their eligibility to work in US can confirm with the Department of Homeland Security about their status. The employer can download and physically fill the I-9 forms or from E-verify system on the official government website.

The form is made up of three parts to be completed by both the employer and employee. Section one is filled on the first day on work by the employee, it highlights basic information about the worker including name, date, address, citizenship status, date of birth, employer identification number, social security number, e-mail address and telephone number. There are optional fields that an employee can leave blank in this section. Section two and three are filled by the employer. Section two is filled within three days. Section three is filled when employee service is renewed after three years of service, a new form can also serve this purpose.

Employer is required to verify all the information provided in section one as true and honestly fill in section two and three. Providing false information knowingly or failure to verify important information is a criminal offence and attracts a fine upon discovery during audits. The employer is required to bear witness of the following; US citizenship, alien with permission to work, permanent residence and non- US citizen with eligibility to work. Different documents (List A, List B and List C documents) should be supplemented to the dully filled form to indicate that provided information is true and up to date.

The form is also available in Spanish language for employees from Puerto Rico only. Other Spanish speaking workers can only use the form I-9 Spanish as a guide in filling out the English version. An employer is allowed to ask for English translation help in case of difficulty in understanding the language. The person offering translation help is required to fill translator certification in the form.

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