The 2019 I-9 Forms, officially known as Employment Eligibility Verification Forms, are essential documents for employers in the United States to verify the identity and employment eligibility of their employees. These forms are used to establish compliance with the Immigration Reform and Control Act (IRCA) of 1986, which requires employers to hire only individuals who are authorized to work in the country.
Overview:
The 2019 I-9 Forms are a crucial component of the employee onboarding process, ensuring that employers hire individuals who are legally authorized to work in the United States. The U.S. Citizenship and Immigration Services (USCIS) is the government agency responsible for designing and maintaining the I-9 Form, which must be completed by both employees and employers.
Purpose:
The primary purpose of the 2019 I-9 Forms is to verify the identity and employment authorization of newly hired employees. By completing this form, employers can demonstrate their compliance with federal law and avoid penalties that may arise from hiring unauthorized workers. Moreover, the I-9 Forms serve as evidence that the employer conducted a proper employment eligibility verification process.
Requirements:
Employers are required to complete and retain the 2019 I-9 Forms for each employee hired, regardless of their citizenship or immigration status. These forms must be completed within three business days of the employee’s hire date. It is crucial that employers meticulously review and verify the employee’s documentation to ensure legal compliance and avoid potential fines or penalties.
Form Structure:
The 2019 I-9 Forms consist of three sections. Section 1 requires the employee to provide their full legal name, contact information, date of birth, social security number, and immigration status (if applicable). This section must be completed and signed by the employee.
Section 2 is completed by the employer who examines the employee’s original documents to establish their identity and employment eligibility. The employer is required to record the document title, issuing authority, document number, expiration date (if applicable), and the date of hire. The employer must also sign and date this section.
Section 3 is reserved for updating and/or re-verifying employment authorization. It is used when an employee’s work authorization expires, or when changes arise due to rehiring, re-verification, or other circumstances. This section should be completed by both the employee and the employer.
Form Retention:
The completed 2019 I-9 Forms must be retained by the employer for a specific period based on the employee’s termination date. If an employee is terminated, the form must be kept for at least three years from the date of hire or one year from the date of termination, whichever is later. Failure to retain and present the forms when requested by government officials may result in penalties.
Penalties:
Employers who fail to complete and retain the 2019 I-9 Forms or who knowingly hire or continue to employ individuals unauthorized to work in the United States may face severe penalties. The penalties range from fines to potential criminal charges, with the severity determined by the number of violations and the employer’s compliance history.
Conclusion:
Employers in the United States must prioritize the proper completion and retention of the 2019 I-9 Forms to ensure compliance with federal immigration laws. These forms are crucial for verifying the identity and employment eligibility of employees and serve as evidence of legal compliance. By understanding and adhering to the requirements outlined by the U.S. Citizenship and Immigration Services, employers can mitigate legal risks and contribute to a lawful workforce.
