Download 1-9 Form: A Complete Guide for Employers and Employees
If you are an employer or an employee in the United States, you need to know about Form I-9, Employment Eligibility Verification. This form is used to verify the identity and work authorization of every person hired for employment in the U.S. after November 6, 1986. It is a legal requirement that both employers and employees must comply with, or face penalties and fines.
In this article, we will explain what Form I-9 is, why it is important, how to download it from the USCIS website, how to fill it out correctly and avoid common mistakes, and how to store it securely and comply with retention rules. By following this guide, you will be able to complete and manage Form I-9 with ease and confidence.
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What is Form I-9 and Why is it Important?
Form I-9, officially the Employment Eligibility Verification, is a United States Citizenship and Immigration Services (USCIS) form. It was mandated by the Immigration Reform and Control Act of 1986 (IRCA), which aimed to prevent the hiring of unauthorized workers in the U.S. The purpose of Form I-9 is to ensure that employers only hire individuals who are legally authorized to work in the U.S., either as citizens, noncitizen nationals, lawful permanent residents, or aliens authorized to work.
Form I-9 is important for both employers and employees because it helps them comply with federal law and avoid civil or criminal penalties. Employers who fail to complete or retain Form I-9 properly may face fines ranging from $230 to $23,331 per violation, depending on the type and severity of the violation. Employees who provide false or fraudulent information or documents on Form I-9 may face prosecution for perjury, identity theft, document fraud, or other crimes.
Form I-9 Requirements for Employers
As an employer, you are responsible for completing and retaining Form I-9 for each individual you hire for employment in the U.S., regardless of their citizenship or immigration status. This includes full-time, part-time, temporary, seasonal, or contract workers. You must also make Form I-9 available for inspection by authorized government officers from the Department of Homeland Security (DHS), the Department of Labor (DOL), or the Department of Justice (DOJ).
To complete Form I-9, you must follow these steps:
Provide each new hire with a copy of Form I-9 and its instructions no later than their first day of work.
Review Section 1 of Form I-9 completed by the employee and ensure that it is accurate and complete.
Examine the original documents presented by the employee as evidence of their identity and employment authorization. You must accept any document or combination of documents from List A (which shows both identity and employment authorization), or one document from List B (which shows identity) and one document from List C (which shows employment authorization). You cannot specify which documents you prefer or require.
Complete Section 2 of Form I-9 by recording the document information, signing and dating the form. You must complete Section 2 within three business days of the employee's first day of work.
If applicable, complete Section 3 of Form I-9 if you rehire an employee within three years of the date of their original Form I-9, or if you need to update or reverify their employment authorization.
You must retain Form I-9 for as long as the employee works for you, and for a certain period after their employment ends, depending on the date of hire and termination. You must also keep copies of the documents presented by the employee, either in paper or electronic format. You must store Form I-9 and its supporting documents securely and confidentially, and protect them from unauthorized access, alteration, or destruction.
How to download 1-9 form from USCIS website
Download 1-9 form PDF for employment eligibility verification
Download 1-9 form in Spanish for Puerto Rico employers
Download 1-9 form supplement for preparer and/or translator certification
Download 1-9 form instructions and guidance
Download 1-9 form basic version for mobile devices
Where to download 1-9 form and other related forms
Download 1-9 form and e-verify online
Download 1-9 form and retain it for inspection
Download 1-9 form and complete it electronically
Download 1-9 form and update it for rehires
Download 1-9 form and correct errors or missing information
Download 1-9 form and submit it to E-Verify
Download 1-9 form and store it securely
Download 1-9 form and dispose of it properly
Download 1-9 form and avoid common mistakes
Download 1-9 form and comply with anti-discrimination laws
Download 1-9 form and review acceptable documents
Download 1-9 form and check expiration dates
Download 1-9 form and verify identity and employment authorization
Form I-9 Requirements for Employees
As an employee, you are responsible for completing Section 1 of Form I-9 and presenting acceptable documents to your employer as evidence of your identity and employment authorization. You must complete Section 1 no later than your first day of work, and you must present your documents within three business days of your first day of work. If you are unable to present your documents within this time frame, you must provide a receipt showing that you have applied for replacement documents, and present the actual documents within 90 days.
To complete Section 1 of Form I-9, you must follow these steps:
Enter your full name, date of birth, address, email address (optional), and phone number (optional).
Select your citizenship or immigration status from the four options: U.S. citizen, noncitizen national of the U.S., lawful permanent resident, or alien authorized to work. If you select the last option, you must enter your alien number or admission number, and the expiration date of your employment authorization (if any).
Sign and date the form. If you need assistance from a preparer or translator, they must also sign and date the form.
You must present original documents to your employer that show your identity and employment authorization. You can choose any document or combination of documents from List A (which shows both identity and employment authorization), or one document from List B (which shows identity) and one document from List C (which shows employment authorization). Some examples of acceptable documents are:
List AList BList C
U.S. passport or passport cardDriver's license or ID card issued by a state or territorySocial Security card
Permanent resident card or alien registration receipt card (Form I-551)School ID card with a photographCertification of birth abroad issued by the Department of State (Form FS-545)
Foreign passport with a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visaVoter's registration cardOriginal or certified copy of a birth certificate issued by a state, county, municipal authority, or territory of the U.S.
Employment authorization document that contains a photograph (Form I-766)U.S. military card or draft recordNative American tribal document
Foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, if that status authorizes the alien to work for the employerMilitary dependent's ID cardU.S. Citizen ID Card (Form I-197)
Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the U.S. and the FSM or RMIU.S. Coast Guard Merchant Mariner CardIdentification Card for Use of Resident Citizen in the U.S. (Form I-179)
Native American tribal documentEmployment authorization document issued by DHS (other than those listed under List A)
Driver's license issued by a Canadian government authority
For persons under age 18 who are unable to present a document listed above: school record or report card; clinic, doctor, or hospital record; or day-care or nursery school record
You must present original documents to your employer, not photocopies or digital images. However, you may present a certified copy of a birth certificate. You must also ensure that your documents are valid and not expired, unless otherwise specified. You cannot present documents that are damaged, altered, or illegible.
How to Download Form I-9 from the USCIS Website
If you need to download Form I-9, you can do so from the USCIS website for free. You can choose to download the form in PDF or fillable PDF format, and in English or Spanish. However, only employers in Puerto Rico can use the Spanish version of Form I-9. Employers in the 50 states and other U.S. territories must use the English version of Form I-9, even if their employees complete Section 1 in Spanish.
To download Form I-9 from the USCIS website, follow these steps:
Step 1: Go to the USCIS Forms Page
Visit the USCIS forms page at . This page contains links to all the forms that USCIS provides, including Form I-9.
Step 2: Find Form I-9 and Click on the Link
Scroll down the page until you find Form I-9, Employment Eligibility Verification. You can also use the search box at the top of the page to type in "I-9" or "Employment Eligibility Verification". Click on the link that says "Form I-9" to go to the Form I-9 page.
Step 3: Choose the Format and Language of the Form
On the Form I-9 page, you will see two options for downloading the form: PDF or fillable PDF. The PDF option allows you to download and print a blank copy of Form I-9 that you can fill out by hand. The fillable PDF option allows you to download and open a copy of Form I-9 that you can fill out on your computer using Adobe Reader or a compatible program. You can also print a copy of the fillable PDF form after filling it out.
You will also see two options for downloading the form in English or Spanish. Remember that only employers in Puerto Rico can use the Spanish version of Form I-9. Employers in other U.S. territories must use the English version of Form I-9.
Select the format and language of the form that suits your needs and click on the corresponding button to download it.
Step 4: Save or Print the Form and the Instructions
After downloading the form, you can save it on your computer or device, or print it out. You can also download and print the instructions for completing Form I-9, which are separate from the form itself. The instructions provide detailed guidance on how to fill out each section of Form I-9, what documents are acceptable for verification, and how to store and retain Form I-9.
You must provide each employee with a copy of both Form I-9 and its instructions no later than their first day of work.
How to Fill Out Form I-9 Correctly and Avoid Common Mistakes
Filling out Form I-9 correctly is crucial for both employers and employees, as errors or omissions can result in fines, penalties, or legal action. To avoid common mistakes and ensure compliance with federal law, follow these tips:
Section 1: Employee Information and Attestation
Make sure that all fields are filled out completely and accurately. Do not leave any blank spaces or write "N/A" unless instructed to do so.
Use your legal name as it appears on your documents. Do not use nicknames, aliases, or initials.
If you have two last names or a hyphenated last name, enter both names in the last name field.
If you change your name after completing Section 1, inform your employer and update Section 3 of Form I-9.
Select only one box for your citizenship or immigration status. Do not check more than one box or leave this field blank.
If you are an alien authorized to work, enter your alien number or admission number, and the expiration date of your employment authorization (if any). Do not enter your Social Security number in this field.
If you need assistance from a preparer or translator to complete Section 1, make sure that they also sign and date the form in the appropriate section.
Section Section 2: Employer or Authorized Representative Review and Verification
Make sure that you review Section 1 of Form I-9 completed by the employee and ensure that it is accurate and complete. If you find any errors or missing information, ask the employee to correct or complete Section 1.
Make sure that you examine the original documents presented by the employee as evidence of their identity and employment authorization. Do not accept photocopies, digital images, or expired documents. Do not request more or different documents than what the employee chooses to present from the lists of acceptable documents.
Make sure that you complete Section 2 of Form I-9 by recording the document information, signing and dating the form, and entering your title, name, and business name and address. You must complete Section 2 within three business days of the employee's first day of work.
If you are an authorized representative acting on behalf of the employer, such as a personnel officer, agent, or notary public, make sure that you perform the same tasks as the employer in Section 2. You must also enter your name and address in the appropriate fields.
Section 3: Reverification and Rehires
Make sure that you complete Section 3 of Form I-9 if you rehire an employee within three years of the date of their original Form I-9, or if you need to update or reverify their employment authorization. You do not need to complete Section 3 if the employee's name, citizenship or immigration status, or document information has not changed since the original Form I-9.
Make sure that you examine the original documents presented by the employee as evidence of their updated or renewed employment authorization. Do not accept photocopies, digital images, or expired documents. Do not request more or different documents than what the employee chooses to present from the lists of acceptable documents.
Make sure that you complete Section 3 of Form I-9 by recording the document information, signing and dating the form, and entering your name and title. You must complete Section 3 within three business days of the date that the employee's employment authorization expires or the date of rehire.
How to Store Form I-9 Securely and Comply with Retention Rules
Storing Form I-9 securely and complying with retention rules is essential for both employers and employees, as it protects their privacy and prevents unauthorized access, alteration, or destruction of their records. It also helps them prepare for inspection by authorized government officers who may request to see Form I-9 and its supporting documents at any time.
Storage Options for Form I-9
You can store Form I-9 and its supporting documents in paper or electronic format, or a combination of both. You can also use a third-party service provider to store Form I-9 electronically, as long as they comply with the USCIS standards for electronic signatures, security, and audits. Regardless of the storage method you choose, you must ensure that:
You store Form I-9 separately from other personnel records to facilitate inspection and protect confidentiality.
You store Form I-9 securely in a locked cabinet, drawer, or file room, or in a password-protected computer system or device.
You store Form I-9 in a way that allows you to retrieve and reproduce legible copies of the form and its supporting documents upon request by authorized government officers.
You store Form I-9 in a way that prevents unauthorized access, alteration, or destruction of the form and its supporting documents.
You store Form I-9 in a way that preserves the quality and integrity of the form and its supporting documents over time.
Retention Period for Form I-9
You must retain Form I-9 for as long as the employee works for you, and for a certain period after their employment ends, depending on the date of hire and termination. The retention period is calculated using this formula:
The later of:
Three years after the date of hire; or
One year after the date employment ends
Example:
If you hire an employee on June 1, 2020, and they quit on March 15, 2021, you must retain their Form I-9 until June 1, 2023 (three years after the date of hire), because that date is later than March 15, 2022 (one year after the date employment ends).
If you hire an employee on June 1, 2020, and they quit on September 15, [user 2023, you must retain their Form I-9 until September 15, 2024 (one year after the date employment ends), because that date is later than June 1, 2023 (three years after the date of hire).
You must destroy Form I-9 and its supporting documents after the retention period ends, by shredding, burning, or pulverizing paper records, or by deleting or erasing electronic records. You must not keep Form I-9 longer than necessary, as it may expose you to liability or risk of identity theft.
Conclusion
Form I-9 is a vital document that verifies the identity and work authorization of every person hired for employment in the U.S. It is a legal requirement that both employers and employees must comply with, or face penalties and fines. To download, complete, and store Form I-9 correctly, you need to follow the instructions and guidance provided by USCIS, and avoid common mistakes and errors. By doing so, you will be able to ensure compliance with federal law and protect your privacy and security.
FAQs
Here are some frequently asked questions and answers about Form I-9:
Q: Where can I find more information and resources about Form I-9?
A: You can visit the USCIS website at , where you can find the latest version of Form I-9 and its instructions, as well as other helpful tools and materials, such as videos, webinars, guides, handbooks, and posters.
Q: What if I make a mistake on Form I-9?
A: If you make a mistake on Form I-9, you should correct it as soon as possible. To correct a mistake on Section 1, the employee should draw a line through the incorrect information, enter the correct information, and initial and date the correction. To correct a mistake on Section 2 or 3, the employer or authorized representative should draw a line through the incorrect information, enter the correct information, and initial and date the correction. You should not use white-out, erase, or overwrite the incorrect information.
Q: What if I lose or damage Form I-9 or its supporting documents?
A: If you lose or damage Form I-9 or its supporting documents, you should replace them as soon as possible. To replace Form I-9, you should download a new copy from the USCIS website and complete it with the same information as the original form. You should also attach a signed and dated note explaining why the original form was lost or damaged. To replace supporting documents, you should ask the employee to present new documents from the lists of acceptable documents. You should also attach a signed and dated note explaining why the original documents were lost or damaged.
Q: What if I change my name, address, citizenship or immigration status, or employment authorization after completing Form I-9?
A: If you change your name, address, citizenship or immigration status, or employment authorization after completing Form I-9, you should inform your employer and update Section 3 of Form I-9 accordingly. If Section 3 has already been completed or if your employer uses E-Verify, you should complete a new Form I-9 with your updated information. You should also present new documents from the lists of acceptable documents that reflect your updated information.
Q: How can I avoid discrimination or unfair practices when completing Form I-9?
A: To avoid discrimination or unfair practices when completing Form I-9, you should follow these principles:
Do not discriminate against any individual based on their citizenship or immigration status, national origin, race, color, religion, age, disability, sex, or genetic information.
Do not request more or different documents than what the employee chooses to present from the lists of acceptable documents.
Do not reject valid documents or request specific documents based on the employee's citizenship or immigration status, national origin, race, color, religion, age, disability, sex, or genetic information.
Do not restrict employment opportunities or take adverse actions against employees based on their citizenship or immigration status, national origin, race, color, religion, age, disability, sex, or genetic information.
Do not retaliate against employees who assert their rights or file complaints under the anti-discrimination provisions of the IRCA.
If you believe that you have been discriminated against or treated unfairly in relation to Form I-9, you can contact the Immigrant and Employee Rights Section (IER) of the DOJ at 1-800-255-7688 or visit for more information and assistance.
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