Form I-9 is the federal document employers must complete for every new hire to verify the employee's identity and authorization to work in the United States.
Why Form I-9 matters for employers
Every employer in the country must complete Form I-9 for each new employee, regardless of company size or industry. The process requires the employee to attest to work authorization and present specific documents, while the employer reviews those documents and certifies the review within the required timeframe.
I-9 errors are among the most common compliance findings in HR audits. Frequent mistakes include missing employer or employee signatures, incomplete sections, accepting a combination of documents that does not satisfy the form's requirements, and failing to track reverification dates for employees whose work authorization has an expiration date. Retention is another common gap: employers must keep completed forms for a defined period and produce them promptly if requested, and disorganized recordkeeping can turn a minor paperwork issue into a documented compliance failure.
Because I-9 penalties can apply per form and per violation, consistent processes and periodic internal audits are the most effective way employers reduce exposure.
How BEG helps employers manage I-9 compliance
BEG HR outsourcing, powered by isolved, helps employers standardize I-9 completion, tracking, and retention across their entire workforce, at a fraction of the cost of a $60K to $100K in-house HR hire. See how BEG HR outsourcing works.
Frequently asked questions
How soon must Form I-9 be completed for a new hire?
Section 1 must be completed by the employee no later than their first day of work, and the employer's Section 2 review of documents must generally be completed within three business days of the start date.
How long must employers retain Form I-9?
Employers must retain completed forms for a set period after hire or after termination, whichever is later, and the forms must be available for inspection if requested by authorized government officials.
What are common I-9 mistakes?
Frequent errors include missing signatures, incomplete sections, accepting documents that do not meet the form's requirements, and failing to reverify work authorization when required.
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About the author
Anthony Moretti is VP of Sales at Business Executive Group, where he builds BEG's HR outsourcing and managed payroll service verticals for employers nationwide. He writes the BEG HR Glossary to give employers plain-English answers on HR and compliance.
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