Definition
Form I-9 is the U.S. Department of Homeland Security form that employers use to verify the identity and employment authorization of every person they hire. The employee completes Section 1, the employer examines original documents and completes Section 2, and the employer then retains the form for a required period.
Also known as: I-9, employment eligibility verification
How it works
Every U.S. employer must complete a Form I-9 for each new hire, whether a citizen or a noncitizen. The process has two parts. In Section 1, the employee attests to their employment authorization. The employee also presents acceptable identity and work authorization documents to the employer.
In Section 2, the employer, or an authorized representative, examines those documents to confirm they appear genuine and relate to the employee, then records the document details on the form. Employers that qualify for a DHS-authorized alternative procedure may examine documents remotely and must indicate this on the form.
Employers must keep each completed form for three years after the date of hire or one year after employment ends, whichever is later. Electronic systems must meet DHS standards for generating, storing, and retaining forms.
Example
A 60-person logistics company hires a warehouse associate. The associate completes Section 1 on the first day and presents documents, and the HR coordinator examines them and completes Section 2. The company files the form and calendars its retention date.
How it differs from similar terms
Form I-9 vs E-Verify. Form I-9 is a paper or electronic record every employer must complete. E-Verify is a separate online system that checks Form I-9 data against government records and is voluntary for most employers.
Related terms and guides
Frequently asked questions
Who must complete a Form I-9?
All U.S. employers must complete Form I-9 for every individual they hire for employment in the United States. This covers both citizens and noncitizens. The employee completes their portion, and the employer or an authorized representative completes the examination and recording portion.
How long must an employer keep Form I-9?
Employers must retain the completed form for three years after the date of hire, or for one year after employment is terminated, whichever is later. Electronically generated, stored, or retained forms must meet DHS standards, or the employer may face fines and other penalties.
Can employers examine I-9 documents remotely?
Certain employers may examine documents remotely under a DHS-authorized alternative procedure instead of reviewing them in person. Employers that use this procedure must check the appropriate box on the form to show that remote examination was used. Only employers that qualify for the procedure may use it.