HR professionals in Austin need to understand I-9 verification requirements. The I-9 form is the official Employment Eligibility Verification form. Every employee must complete it. Understanding the requirements helps you avoid expensive compliance problems.
**What Is the I-9 Form?**
The I-9 is a federal form that proves an employee is authorized to work in the United States. Every employee, regardless of citizenship, must complete an I-9 within three days of starting work. The employer must keep the completed I-9 on file for as long as the employee works there and for one year afterward.
The I-9 requires the employee to provide documents proving their identity and work authorization. The employer must review these documents and verify they are authentic.
**Who Must Complete the I-9?**
Every employee in the United States must complete the I-9. This includes citizens, permanent residents, visa holders, and anyone else hired to work. The only exception is if you are hiring someone on a temporary basis for very short work.
Employers who hire independent contractors do not always require I-9s, but the rules are complicated. When in doubt, have the person complete an I-9.
**What Documents Does the Employee Need?**
The employee must provide documents proving their identity and authorization to work. Acceptable documents include a passport, a driver’s license, a green card, or other government issued documents.
The employee might provide one document that shows both identity and work authorization, like a passport. Or they might provide two documents, one showing identity and one showing work authorization.
**The Employer’s Responsibility**
The employer must review the documents in person. You must verify that the documents look authentic. You must check that the person presenting the documents matches the photo on the ID.
You must complete Section 2 of the I-9 form showing what documents you reviewed. You must attest that the documents appear genuine and that the person is who they claim to be.
**Why Notarization Might Be Important**
While the I-9 itself does not require notarization, there are situations where notarization might become important. If you are outsourcing I-9 verification or need to document your verification process, notarization might add credibility.
Some employers notarize their I-9 verification process to create additional documentation that verification was done properly. This provides extra protection if compliance is questioned later.
Fast Mobile Notary can provide I-9 verification services and documentation in Austin. Visit our [Austin I-9 Verifications page](https://austintexasmobilenotarypublic.com/austin-i-9-verifications/) for more information.
**Common I-9 Mistakes**
Many employers make mistakes on I-9 forms. Do not leave any sections blank. Complete every required field. Do not accept documents that seem fake or altered.
Do not accept documents that are expired unless they are specifically allowed to be expired. For example, a passport can be expired but a driver’s license cannot be.
Do not complete the I-9 before the employee starts work. Do not complete it more than three days after the employee starts work.
**Record Keeping**
Keep I-9 forms separate from employee personnel files. The federal government might ask to inspect them. Employers must keep I-9s for at least three years or one year after employment ends, whichever is longer.
With remote hiring becoming more common, keep detailed records of how you verified documents. If an employee worked remotely when hired, document how you verified their identity and work authorization.
**E-Verify System**
The federal government operates a system called E-Verify. Many employers use E-Verify to electronically verify work authorization. E-Verify checks Social Security numbers and other information against government databases.
Using E-Verify is voluntary for most employers. However, some states and the federal government require it for certain employers. Check the requirements for your business.
**Penalties for Non-Compliance**
Employers who fail to complete I-9 forms correctly face serious penalties. Penalties can range from hundreds of dollars per violation to thousands of dollars per employee.
Beyond money, non-compliance can result in investigations, criminal charges, and damage to your business reputation. Proper I-9 compliance protects your business.
**Training Your HR Team**
Make sure your HR team understands I-9 requirements. Provide training on proper procedures. Have a standard process that everyone follows. Keep the process documented.
The small investment in training prevents expensive compliance problems later.
**Updating I-9 Requirements**
I-9 requirements sometimes change. The federal government updates forms and acceptable documents. Stay current on changes. Review I-9 procedures annually.
Sign up for updates from the Department of Homeland Security or your HR professional organization to stay informed.
**Getting Professional Help**
If you are unsure about I-9 requirements, get professional help. An employment law attorney can review your procedures. An HR consultant can audit your I-9 files.
Fast Mobile Notary in Austin can also help with I-9 verification and documentation needs. [Contact us today](https://austintexasmobilenotarypublic.com/contact/) to discuss how we can assist with your employment verification process. Visit our [home page](https://austintexasmobilenotarypublic.com/) to learn more.