2016 I-9 Forms

The 2016 I-9 Forms refer to the latest version of the Employment Eligibility Verification Form, as prescribed by the United States Citizenship and Immigration Services (USCIS). This form is used by employers to verify the identity and employment authorization of individuals they hire for work in the United States. The I-9 Form is an essential component of the legal framework established under the Immigration Reform and Control Act (IRCA) of 1986. Compliance with the I-9 requirements is crucial for businesses to ensure that they hire and maintain a legal workforce.

The 2016 I-9 Forms consist of three sections, each serving a specific purpose:

Section 1: Employee Information and Attestation

This section is completed by the employee, who provides their full legal name, address, date of birth, social security number (if applicable), and citizenship/immigration status. Employees must also attest to their employment authorization and provide supporting documentation, such as a U.S. passport, Permanent Resident Card, or Employment Authorization Document (EAD).

Section 2: Employer or Authorized Representative Review and Verification

In this section, the employer or an authorized representative must physically examine the employee’s original documents to establish their identity and employment eligibility. Acceptable documents include a combination of primary and secondary forms of identification, such as a driver’s license, passport, Social Security card, or birth certificate. The examining party must carefully review the documents to ensure their validity and accurately record the document type, issuing authority, document number, and expiration date.

Section 3: Reverification and Rehires (if applicable)

This section is necessary when an employee’s work authorization expires, or if they are rehired within three years of the initial employment. Employers must reverify the employee’s employment authorization by examining new supporting documentation and completing the relevant fields in Section 3.

The 2016 I-9 Forms underwent revisions to make the form more user-friendly and reduce errors. Notable changes include:

  1. Enhanced instructions and clearer form layout to aid in completion.
  2. Specific areas to add additional information, such as preparer/translator information and the use of an N/A field for non-applicable items.
  3. An expanded storage area for easy retention of the completed forms.
  4. The option to complete the form on a computer before printing.

Additionally, the 2016 I-9 Forms accommodate electronic completion and storage, provided certain requirements are met, as outlined in the USCIS Handbook for Employers (M-274). Employers who choose electronic storage systems must ensure proper safeguards are in place to protect the privacy and integrity of the information collected.

It is important for businesses to stay up-to-date with the latest version of the I-9 Forms and regularly review the USCIS website for any updates or changes to the form or the related guidelines. Failure to comply with I-9 requirements can result in fines, penalties, and potential legal consequences. Employers should maintain a proper system for recordkeeping and be prepared for possible inspections by the USCIS, Immigration and Customs Enforcement (ICE), or the Department of Labor.

In conclusion, the 2016 I-9 Forms are a vital tool for employers to establish their compliance with employment eligibility verification regulations. By accurately completing and retaining these forms, businesses demonstrate their commitment to hiring a legal workforce and contribute to the overall integrity of the nation’s immigration system.

Disclaimer:
This glossary is made for freelancers and owners of small businesses. If you are looking for exact definitions you can find them in accounting textbooks.

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