Fill out Form I-9, Employment Eligibility Verification with Instafill.ai
Form I-9, Employment Eligibility Verification, is a mandatory form for employers to verify the identity and employment authorization of their employees. It is crucial for ensuring that all employees are legally allowed to work in the U.S.
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How to Fill Out Form I-9 Online for Free in 2024
Are you looking to fill out a I-9 form online quickly and accurately? Instafill.ai offers the #1 AI-powered PDF filling software of 2024, allowing you to complete your I-9 form in just 37 seconds or less.
Follow these steps to fill out your I-9 form online using Instafill.ai:
- 1 Visit instafill.ai site and select Form I-9.
- 2 Enter employee's personal information.
- 3 Select citizenship or immigration status.
- 4 Employer reviews and verifies documents.
- 5 Sign and date the form electronically.
- 6 Check for accuracy and submit form.
Our AI-powered system ensures each field is filled out correctly, reducing errors and saving you time.
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Frequently Asked Questions About Form Form I-9
Form I-9, Employment Eligibility Verification, is used by employers to verify the identity and employment authorization of individuals hired for employment in the United States.
Employees must complete and sign Section 1 of Form I-9 no later than the first day of employment, but not before accepting a job offer.
Employees may present one selection from List A (which establishes both identity and employment authorization) or a combination of one selection from List B (which establishes identity) and one selection from List C (which establishes employment authorization).
Employers or their authorized representative must complete and sign Section 2 within three business days after the employee's first day of employment.
No, employers cannot specify which documents employees must present. Employees can choose which acceptable documentation to present from the Lists of Acceptable Documents.
The anti-discrimination notice states that treating employees differently based on citizenship, immigration status, or national origin in relation to Form I-9 may be illegal.
If a preparer and/or translator assists an employee in completing Section 1, that person must complete the Preparer and/or Translator Certification on Page 3 of Form I-9.
Supplement B is used for reverification of employment authorization when an employee's documentation expires, for rehiring an employee within three years of the date the original Form I-9 was completed, or for documenting a legal name change.
All documents containing an expiration date must be unexpired when presented for Form I-9 verification, unless the issuing authority has extended the document's validity.
The current edition of Form I-9 expires on July 31, 2026.
Compliance Form I-9
Validation Checks by Instafill.ai
1
Section 1 Completion on First Day
Ensures that Section 1 of the Employment Eligibility Verification (Form I-9) is completed by the employee on their first day of employment. This includes verification of the employee's legal name, address, date of birth, and attestation of citizenship or immigration status. The Social Security number field is also checked for completion if the employer participates in E-Verify.
2
Original Document Verification
Confirms that the employee presents original, acceptable, and unexpired documentation within three business days of starting employment to establish identity and employment authorization. The software checks for either one document from List A or a combination of documents from List B and List C.
3
Section 2 Employer Completion
Verifies that the employer completes Section 2 within three business days of the employee's start date. This includes examining the documents presented and recording the document title, issuing authority, document number, and expiration date, if applicable.
4
Preparer/Translator Certification
Checks if the Preparer and/or Translator Certification section is completed when a preparer or translator assists the employee. It ensures that all required fields are filled out in this section.
5
Reverification and Rehire Documentation
Ensures that for rehires or reverification, Supplement B is used and properly attached to the employee's Form I-9. It checks for the completion of this supplement when applicable.
6
Form Retention Period Compliance
Confirms that the employer retains completed forms for three years after the date of hire or one year after employment ends, whichever is later. The software does not perform the retention but reminds the user of this requirement.
7
Prohibition of Form Mailing
Reminds the user that completed forms should not be mailed to USCIS or ICE, but instead must be kept available for inspection by authorized government officials.
8
E-Verify Social Security Number Requirement
If participating in E-Verify, the software ensures that the employee's Social Security number is provided in Section 1. It also verifies that only List B documents with a photograph are accepted.
9
Employer Certification Signature
Verifies that employers or their authorized representatives sign and date the certification in Sections 2 and 3, attesting to the examination of documents and the employee's authorization to work in the U.S.
10
Handbook and I-9 Central Guidance Review
Advises employers to review the Handbook for Employers (M-274) and visit USCIS' I-9 Central website for additional guidance on completing Form I-9. While the software does not perform this action, it provides the necessary resources and reminders.
11
Social Security Number Voluntariness
Checks that the Social Security number field in Section 1 is treated as voluntary unless the employer is enrolled in E-Verify, in which case it becomes mandatory.
12
Document Expiration Date Recording
Ensures that if the presented documents have an expiration date, such dates are accurately recorded in Section 2 by the employer.
13
Section 3 Reverification
For employees who require reverification, the software checks that Section 3 is completed and signed by the employer.
14
Document Photocopying
Reminds the user that employers may, but are not required to, photocopy the documents presented. If photocopies are made, they should be retained with Form I-9. The software does not photocopy documents but can log whether copies were made.
15
Anti-Discrimination Notice
Informs the user that employers cannot specify which document(s) they will accept from an employee. The software ensures that the document selection process complies with anti-discrimination laws.
Common Mistakes in Completing Form I-9
Employees often forget to complete Section 1 on their first day of employment, which is crucial for verifying their eligibility to work. To avoid this mistake, employers should remind new hires to provide their legal name, address, date of birth, and citizenship or immigration status. Additionally, ensure they understand that providing their Social Security number is voluntary unless the employer participates in E-Verify.
A common error is when employees fail to present acceptable and unexpired documentation within three business days of starting employment. Employers should clearly communicate the importance of this deadline and the types of documents that are acceptable, which can be found in List A, or a combination of List B and List C documents.
Employers sometimes miss completing Section 2 within the required three business days of the employee's start date. To prevent this, employers should prioritize the examination of the documents presented and record the necessary information promptly. It's important to note the document title, issuing authority, number, and expiration date, if applicable.
When a preparer or translator is used, their certification is often overlooked. It is essential to ensure that any individual who assists with the form completes the Preparer and/or Translator Certification to maintain compliance with the verification process.
Employers sometimes mishandle the process for rehires or reverification. Remember to use Supplement B, Reverification and Rehire, and attach it to the employee's original Form I-9. This step is crucial for maintaining accurate and updated records.
A frequent oversight is the improper retention of completed forms. Employers must retain forms for three years after the date of hire or one year after employment ends, whichever is later. Establishing a consistent record-keeping system can help avoid this mistake.
Employers sometimes mistakenly mail the completed forms to USCIS or ICE. It is important to remember that these forms should not be mailed but instead kept available for inspection by authorized government officials.
If participating in E-Verify, employers must ensure the employee's Social Security number is provided in Section 1, and they should only accept List B documents with a photograph. Training staff on E-Verify requirements can help prevent this error.
Employers or their authorized representatives occasionally forget to sign and date the certification in Sections 2 and 3. This attestation is a legal requirement, confirming the examination of documents and the employee's authorization to work in the U.S.
Employers often overlook the resources available to them, such as the Handbook for Employers (M-274) and USCIS' I-9 Central website. These resources provide valuable guidance on completing Form I-9 and can greatly reduce the likelihood of errors.
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