I-9 Form - Employment Eligibility Verification
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I-9 Form - Employment Eligibility Verification. Question and Answer
what is an I-9 form?
The term "i9 form" likely refers to the Employment Eligibility Verification form, also known as the Form I-9. The Form I-9 is a document that employers in the United States are required to use to verify the identity and employment authorization of every employee they hire.
The Form I-9 is used to ensure that employees are authorized to work in the United States and to prevent employers from hiring unauthorized workers. Employers must ask new employees to complete the Form I-9 within three days of their start date.
The Form I-9 requires employees to provide documentation to prove their identity and employment authorization, such as a passport, driver's license, or Social Security card. Employers are required to examine the employee's documents and determine whether they appear to be genuine and relate to the employee presenting them.
Once the Form I-9 is completed and signed by both the employee and employer, it must be retained by the employer for a certain period of time, in compliance with federal regulations.
Why would you need a notary to help you with this process?
While a notary is not required to fill out an I-9 form, some employers may choose to use a notary public to help them with the process. A notary public is a person authorized by the state government to witness the signing of legal documents and to verify the identity of the signer.
Using a notary public can provide an additional layer of assurance that the employee's identity has been verified and that the I-9 form has been completed accurately. In some cases, a notary may be required to verify certain documents, such as a passport or driver's license, as part of the I-9 verification process.
Additionally, some employers may choose to use a notary to help them with the I-9 process if they have a large number of employees or if they want to ensure that the process is handled consistently across all employees.
It's important to note that while a notary public can provide assistance with the I-9 form, they are not authorized to provide legal advice or to make any determinations about an employee's eligibility to work in the United States.
Who is authorized by the state of Nevada to fill out the I9?
n Nevada, there is no specific authority designated by the state to fill out the I-9 form. The responsibility for completing the I-9 form lies with the employer, who must ensure that the form is completed accurately and in compliance with federal immigration laws.
However, there are certain professionals who may be authorized or qualified to assist with the I-9 process, including HR personnel, recruiters, and attorneys. In addition, a notary public may also be able to assist with verifying the identity and employment authorization of employees, although they are not required to do so.
It's important to note that while these professionals may be able to provide assistance with the I-9 process, they are not authorized to provide legal advice or to make any determinations about an employee's eligibility to work in the United States. Employers should consult with legal counsel if they have any questions or concerns about the I-9 process or compliance with immigration laws.
How to fill out a I-9 form?
To fill out an I-9 form, follow these steps:
- Section 1: Employee Information and Verification
- Provide your full legal name
- Provide your date of birth
- Provide your current address
- Provide your Social Security number (optional, but recommended)
- Indicate your immigration status and provide any required documentation
- Section 2: Employer Review and Verification
- Provide the employee's full legal name
- Examine the employee's documentation to verify identity and work authorization
- Record the documentation information on the I-9 form
- Sign and date the form
- Section 3: Updating and Reverification (if applicable)
- If an employee's work authorization or documentation expires, Section 3 must be completed to update or reverify the information.
Here are some important things to keep in mind when filling out the I-9 form:
- The employee must complete Section 1 of the form no later than the first day of employment.
- The employer must complete Section 2 of the form no later than the third day of employment.
- The employer must retain a completed I-9 form for each employee for a certain period of time, in compliance with federal regulations.
- It's important to carefully examine the employee's documentation to ensure that it appears to be genuine and relates to the employee presenting it.
- If an employee's documentation expires, the employer must complete Section 3 of the form to update or reverify the information.
- If an employer discovers an error or omission on a previously completed I-9 form, it should be corrected promptly and carefully, and the employer should include an explanation for the correction.
What is an I-9 form used for?
of employees hired in the United States. It is a document required by the U.S. Citizenship and Immigration Services (USCIS), a component of the Department of Homeland Security.
The purpose of the I-9 form is to ensure that all employees working in the United States are authorized to work and to prevent employers from hiring unauthorized workers. The form requires employees to provide documentation to verify their identity and work authorization, and employers are responsible for reviewing and verifying this information.
By completing the I-9 form, employers are able to establish a record of their compliance with federal immigration laws and demonstrate that they have taken steps to ensure that their employees are authorized to work in the United States. Failure to properly complete and retain I-9 forms can result in significant penalties for employers, including fines and other legal consequences.
What is the purpose of the I-9 form?
The purpose of the I-9 form, which stands for Employment Eligibility Verification form, is to verify the identity and employment eligibility of employees hired in the United States. The form is required by the U.S. Citizenship and Immigration Services (USCIS), which is a component of the Department of Homeland Security.
The I-9 form is used to ensure that all employees working in the United States are authorized to work and to prevent employers from hiring unauthorized workers. It requires employees to provide documentation to verify their identity and work authorization, and employers are responsible for reviewing and verifying this information.
By completing the I-9 form, employers are able to establish a record of their compliance with federal immigration laws and demonstrate that they have taken steps to ensure that their employees are authorized to work in the United States. Failure to properly complete and retain I-9 forms can result in significant penalties for employers, including fines and other legal consequences.
How do I get an I-9 form notarized?
Notarization of the I-9 form is not required by law. However, if an employer chooses to have the I-9 form notarized, they can follow these steps:
Complete Section 1 of the I-9 form as an employee.
Provide your identity and work authorization documents to the notary public for verification.
The notary public will then complete the Notary Public section of the I-9 form, which includes:
Notary's signature and seal
Date of notarization
Notary's printed or typed name
The employer must then complete Section 2 of the I-9 form, which involves examining the documents presented and completing the employer attestation.
It's important to note that the notarization of the I-9 form is not a requirement, and not all employers choose to have the form notarized. It is the employer's responsibility to ensure that the I-9 form is completed correctly and in compliance with federal immigration laws, regardless of whether or not it is notarized.
What are the typical jobs that need an I-9 form to be filled out?
Almost all employers in the United States are required to complete and retain I-9 forms for their employees. This includes all employers, regardless of the size of their business or the industry in which they operate.
Any job that involves employment in the United States, whether full-time, part-time, seasonal, or temporary, requires completion of the I-9 form. This includes jobs in industries such as healthcare, education, hospitality, retail, construction, and many others.
In general, any employer who hires an individual to perform labor or services in the United States in exchange for wages or other compensation must complete and retain a Form I-9 for that individual. The I-9 form is used to verify the identity and work authorization of the employee, regardless of the type of job or industry in which they are employed.
I-9 Form Compliance and Procedures for Employers in 2023
The Form I-9, Employment Eligibility Verification, is a critical document in the United States, used by employers to verify the identity and employment authorization of individuals hired for work. In 2023, significant updates to the Form I-9 process have been implemented, reflecting both technological advancements and shifts in the workforce dynamics, particularly in response to the COVID-19 pandemic.
From November 1, 2023, employers must use the revised Form I-9, dated 08/01/23, for the employment eligibility verification process. This updated form marks a significant change from previous practices, accommodating the increasing prevalence of remote employment and the need for more flexible verification processes.
The United States Citizenship and Immigration Services (USCIS) introduced several notable updates in the new Form I-9:
The form has been streamlined and shortened, with Sections 1 and 2 reduced to a single-sided sheet. No fields were removed; instead, multiple fields were merged into fewer fields where possible.
The Preparer/Translator Certification area in Section 1 and the Reverification and Rehire area in Section 3 have been moved to separate, standalone supplements (Supplement A and B, respectively). These can be attached to the main form as needed.
The term "alien authorized to work" in Section 1 has been replaced with "noncitizen authorized to work," and the difference between "noncitizen national" and "noncitizen authorized to work" has been clarified.
The form is now compatible with tablets and mobile devices, and certain features have been removed to facilitate easy downloading.
A checkbox has been added for employers to indicate if the employee's Form I-9 documentation was examined under a DHS-authorized alternative procedure.
One of the most significant developments is the introduction of a remote verification option. This option is available for employers enrolled in E-Verify, a web-based system that allows businesses to determine the eligibility of their employees to work in the United States. Employers using this option must:
Conduct a live video interview with the employee.
Retain copies of all documents presented during the I-9 verification process.
Create E-Verify cases for new employees.
This change is a response to the lessons learned during the COVID-19 pandemic and aims to accommodate the modern reality of remote work and HR processes.
Employers must comply with the updated I-9 requirements to avoid penalties. Penalties for non-compliance, including using outdated versions of the form, range from $272 to $2,701 per unauthorized employee for first-time offenses. In the case of an audit, the government typically allows a very short response period, emphasizing the importance of being prepared and up-to-date with the latest I-9 processes.
Employers are responsible for ensuring the correct version of the Form I-9 is used. The edition date can be found at the lower left corner of the form. They should carefully review the new form and its instructions, particularly the requirements for remote verification and document retention. In case of any questions or uncertainties, it is advised to consult with qualified immigration counsel.
The introduction of the new Form I-9 represents a significant shift towards accommodating remote work and streamlining the employment verification process. Employers must adapt to these changes, ensuring compliance to avoid potential penalties. The changes reflect a broader move towards embracing technology and flexibility in HR processes, aligning with the evolving nature of the modern workforce.
How to do the I9 online or on the phone with a mobile notary?
Completing the Form I-9 online or with the assistance of a mobile notary, especially in the context of remote work, involves a few key steps. It's important to note that while the process of completing the I-9 has been made more flexible, especially with the introduction of remote verification options, the core requirements of the form remain the same. Here's a general guide on how to proceed:
Online Completion of the I-9 Form
Access the Form: The new Form I-9, as of 2023, is designed to be more compatible with digital platforms, including tablets and mobile devices. Employers and employees can access the form online from the USCIS website.
Fill Out Section 1: The employee must complete Section 1 of the I-9 form by their first day of employment. This section collects identifying information and requires the employee to attest to their employment authorization in the U.S.
Use of Preparer/Translator Supplement: If the employee uses a preparer or translator to complete Section 1, they need to fill out Supplement A, specifically designed for this purpose.
Involvement of a Mobile Notary
Remote Document Verification: For employers enrolled in E-Verify and opting for remote verification, a mobile notary can act as an authorized representative to examine the employee's identity and employment authorization documents. This process is particularly useful for remote employees or when physical presence is not feasible.
Live Video Interview: A live video interview might be required between the employee and the employer or the authorized representative (like the mobile notary) to verify the documents.
Document Review and Copies: The notary reviews the original documents (not photocopies) for authenticity and records this on the Form I-9. Employers must retain copies of these documents, as per the updated I-9 requirements.
Complete Section 2: Section 2, which needs to be completed within three business days of the employee's first day of work, includes recording information from the documents presented by the employee. The mobile notary can assist in completing this section.
Notate Remote Verification: If remote verification is used, the employer must check the appropriate box in Section 2 of the I-9 form, indicating that an authorized alternative procedure was used for document examination.
Important Considerations
Compliance: Ensure that all steps comply with the latest USCIS guidelines and regulations regarding the Form I-9.
Privacy and Security: Handle all personal and sensitive information with the utmost care to maintain privacy and security.
Record Keeping: Maintain accurate and secure records of all I-9 forms and associated documents, as these must be available for inspection by authorized government officers.
The process of completing the I-9 form online or with a mobile notary offers flexibility while maintaining compliance with employment verification requirements. It's essential for employers to stay updated with the latest guidelines and to utilize the resources provided by USCIS to ensure a smooth and compliant I-9 process.
Services Las Vegas Mobile Notary Provide
When you call las Vegas Notary for service we are not limited to just general notary work. We help with all documents that need to be notarized. Here are some examples of what we provide: Loan Documents, Real Estate Closings, Financial Documents, Structured Settlements, Last Will & testament / Legal Forms, Deeds / Property Transfers, Medical Forms / Documents, Power of Attorney, Jail Visits, Hospital / Hospice Visits. There are lots of other documents but these are the most popular.
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We offer a wide range of mobile notary services, including but not limited to: Powers of Attorney - Affidavits - Acknowledgments - Oaths and Affirmations - Medical Durable Power of Attorney - Living Wills - Durable Power of Attorney for Finances - Bill of Sale - Loan Documents - Mortgage Documents - Refinancing & Lines of Credit HELOC - Minor (Child) Travel Consent Form - Passport Application Documents - Certified Copies of Documents - Employment Contracts - Commercial Leases
When you call las Vegas Notary for service we are not limited to just general notary work. We help with all documents that need to be notarized. Here are some examples of what we provide: Loan Documents, Real Estate Closings, Financial Documents, Structured Settlements, Last Will & testament / Legal Forms, Deeds / Property Transfers, Medical Forms / Documents, Power of Attorney, Jail Visits, Hospital / Hospice Visits. There are lots of other documents but these are the most popular.