What is an I-9 Form?
The Form I-9 is a U.S. Citizenship and Immigration Services form that verifies an employee's identity and their authorization to work in the U.S. Both the employer and the employee must complete it. It's required for every new hire in the United States, regardless of citizenship. Employers must keep the completed forms on file and be ready to present them if requested by authorized government officials.
What is an I-9 Form used for?
The Form I-9 is an essential document for employment verification in the United States. Here's what it's used for:
- To verify the identity of employees.
- To ensure employees are authorized to work in the U.S.
How to fill out Form I-9?
1. Enter info (Section 1) Enter your full legal name, address, Social Security Number, and date of birth. Email and phone number are optional but recommended.
2. Select status (Section 1) Check the box that matches your citizenship status (e.g., U.S. Citizen, Lawful Permanent Resident, or Alien authorized to work). If required, enter your USCIS or I-94 number.
3. Sign & date (Section 1) Sign and date the form no later than your first day of work. If a translator helped you, they must complete Supplement A on Page 3.
4. Show ID (Section 2) Within 3 business days, show your employer original documents. You need either:
One document from List A (e.g., U.S. Passport); OR One from *List B (e.g., Driver's License) AND One from List C** (e.g., Social Security Card).
What is Supplement A on Form I-9?
Supplement A: Preparer and/or Translator Certification
This section is required only if someone (like a translator or preparer) assisted you in completing Section 1. If you filled out the form yourself, leave this blank.
What is Supplement B on Form I-9?
Supplement B: Reverification and Rehire
You generally do not fill this out as a new hire. It is only required in specific situations if:
- You are being rehired within 3 years of the original I-9 date.
- Your work authorization has expired and requires reverification.
- You have had a legal name change.
Who needs to fill out an I-9?
Employers must complete Form I‑9 to verify the identity and employment authorization of each new employee. The employee fills out and signs Section 1, and the employer or authorized representative completes and signs Section 2 and, when needed, Section 3/Supplement B for reverification or rehire.
When is Form I-9 not required?
Certain individuals are exempt from the need to complete Form I-9. This includes independent contractors and those employed by contractors providing contract services, such as a temp agency.
People who perform casual domestic work in a private home on an irregular basis are also not required to fill out Form I-9. Additionally, employees hired before November 6, 1986, who are continuing in their employment and have a reasonable expectation of employment at all times, are exempt.
When does the I-9 need to be completed?
If you're an employee, you must complete and sign Section 1 of Form I‑9 no later than your first day of employment. The employer or authorized representative must complete and sign Section 2 by no later than the end of the third business day after the employee starts work.
Employers must ensure that this form is completed to verify the identity and employment authorization of their employees. It's important to remember that the form must be retained for a specified period, following the guidelines provided by the official requirements (generally either three years after the date of hire or one year after employment ends, whichever is later).
How to get a blank Form I-9
To get a blank I-9 Form, just visit our platform. We have a template ready in our editor for you to fill out. Remember, while our website helps you prepare and download the form, it doesn't support submitting it. The Form I‑9 itself is an official document created and issued by U.S. Citizenship and Immigration Services (USCIS), and our site offers a convenient way to work with that form online.
How to sign Form I-9 online
To sign an editable I-9 Form on PDF Guru, start by loading the form in the PDF editor. Fill out the necessary fields as per the instructions.
After completing the form, you can create an electronic signature to finalize it. Click 'Done' to download your signed document for your records.
Where to file an I-9 Form
If you're an employee, you cannot file Form I-9 online or by mail. You only complete your section and give it to your employer, who must retain it for verification and inspection purposes.
Employers are responsible for ensuring all required sections of the form are completed correctly, keeping it on file for the required retention period, and providing it to authorized government agencies upon request.
What Forms accompany the I-9?
Expect to complete these standard Forms alongside the Employment Eligibility Verification (Form I-9) when you start as a new employee:
- Form W-4: While the I-9 Form prove you can work, the W-4 tells your employer how much federal tax to take out of your paycheck.
- State Tax Forms: If you live in a state with income tax (like New York or California), you will likely need to fill out a state-specific withholding certificate alongside the federal W-4.
- Direct Deposit Authorization: This is an internal Form from your company that usually asks for a voided check so your pay can be sent straight to your bank account.
