Fill out Form I-9, Employment Eligibility Verification with Instafill.ai
Worried about filling PDFs wrong? Instafill securely fills I-9 forms, ensuring each field is accurate.
#1 AI PDF Filling Software of 2024
3 out of 4 customers say they prepare their Form I-9 forms in 37 seconds or less
Secure platform for your PDF forms and personal information
Form I-9, Employment Eligibility Verification free printable template
Instafill Demo: filling out a legal form in 27 seconds
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.
Saved over 80 hours a year
“I was never sure if my IRS forms like W-9 were filled correctly. Now, I can complete the forms accurately without any external help.”
Kevin Martin Green
Your data stays secure with advanced protection from Instafill and our subprocessors
Robust compliance program
Transparent business model
You’re not the product. You always know where your data is and what it is processed for.
ISO 27001, HIPAA, and GDPR
Our subprocesses adhere to multiple compliance standards, including but not limited to ISO 27001, HIPAA, and GDPR.
Security & privacy by design
We consider security and privacy from the initial design phase of any new service or functionality. It’s not an afterthought, it’s built-in.
Fill out Form I-9, Employment Eligibility Verification with Instafill.ai
Worried about filling PDFs wrong? Instafill securely fills i-9 forms, ensuring each field is accurate.
