I-9 Form 2023 PDF: As an employer in the United States, it’s important to follow the necessary legal requirements when it comes to hiring new employees. One of those requirements is completing an I-9 form for each new hire. In 2023, the updated version of the I-9 form will be available in PDF format. In this article, we’ll take a deep dive into the I-9 form 2023 PDF and answer some common questions employers may have.
What is the I-9 Form?
The I-9 form is a document that verifies an employee’s identity and eligibility to work in the United States. The form is required by the U.S. Citizenship and Immigration Services (USCIS) for every new hire. Employers must complete the form within three days of the employee’s start date and keep it on file for three years after the hire date or one year after the employee’s termination, whichever is later.
Why is the I-9 Form Important?
The I-9 form is important because it helps employers comply with federal law and avoid penalties for hiring undocumented workers. If an employer fails to complete an I-9 form for a new hire or completes it incorrectly, they can face fines and other legal consequences. Additionally, employers can face penalties for knowingly hiring undocumented workers.
What Changes are Coming to the I-9 Form in 2023?
The updated version of the I-9 form will be available in PDF format in 2023. The changes to the form are primarily focused on updating the instructions and making the form easier to complete. The updated form will also include new fields for additional information, such as the employee’s email address and phone number.
How Do Employers Complete the I-9 Form?
Employers must complete Section 1 of the I-9 form within three days of the employee’s start date. The employee must provide their name, address, date of birth, and other identifying information. The employee must also attest to their eligibility to work in the United States.
In Section 2, the employer must physically examine the employee’s identification documents to verify their identity and eligibility to work. The employer must record the document information on the form and sign and date it.
If the employee’s work authorization is limited, such as for those with temporary work visas, the employer must reverify the employee’s work authorization when it expires.
What Documents Can Employees Use to Verify Their Identity and Eligibility to Work?
Employees can use a variety of documents to verify their identity and eligibility to work. The documents must be original, unexpired, and show the employee’s identity and work authorization. Acceptable documents include a U.S. passport, permanent resident card, employment authorization document, and a driver’s license and Social Security card.
What Happens If an Employer Doesn’t Complete the I-9 Form?
If an employer fails to complete an I-9 form for a new hire or completes it incorrectly, they can face fines and other legal consequences. The fines for non-compliance can range from $234 to $2,332 per violation.
How Long Must Employers Keep the I-9 Form on File?
Employers must keep the I-9 form on file for three years after the hire date or one year after the employee’s termination, whichever is later.
What Should Employers Do if They Discover a Mistake on the I-9 Form?
If an employer discovers a mistake on the I-9 form, they should make the necessary corrections and initial and date the changes. If the employer discovers the mistake after the employee’s termination, they should attach a written explanation to the form explaining the reason for the correction and attach it to the employee’s I-9 form. It’s important to note that employers should not backdate the form or make changes that alter the original meaning of the information provided.
How Can Employers Ensure Compliance with I-9 Form Requirements?
Employers can ensure compliance with I-9 form requirements by establishing and following a standard hiring process. This process should include training for all personnel involved in completing the I-9 form, including hiring managers and human resources staff. Employers should also conduct regular self-audits of their I-9 forms to identify and correct any errors.
What Are the Consequences of Non-Compliance with I-9 Form Requirements?
Non-compliance with I-9 form requirements can result in fines, legal consequences, and damage to a company’s reputation. Employers can face fines ranging from $234 to $2,332 per violation for non-compliance. In addition, employers can face criminal charges and civil penalties for knowingly hiring undocumented workers.
Conclusion
The I-9 form is an important document that employers must complete for every new hire to verify their identity and eligibility to work in the United States. In 2023, an updated version of the I-9 form will be available in PDF format, with changes focused on updating the instructions and making the form easier to complete. Employers must ensure compliance with I-9 form requirements to avoid fines, legal consequences, and damage to their reputation.
FAQs
Q. Can employers complete the I-9 form electronically?
A. Yes, employers can complete the I-9 form electronically as long as they meet certain requirements.
Q. Can employers accept expired documents for the I-9 form?
A. No, employers cannot accept expired documents for the I-9 form. All documents must be unexpired.
Q. Do employers need to complete a new I-9 form if an employee changes their name?
A. Yes, employers should complete a new I-9 form if an employee changes their name.
Q. Can employers ask for specific documents for the I-9 form?
A. No, employers cannot ask for specific documents for the I-9 form. Employees can choose which documents to provide as long as they meet the requirements.
Q. Can employers use a third party to complete the I-9 form?
A. Yes, employers can use a third party to complete the I-9 form as long as they comply with certain requirements.
I-9 Form 2023 PDF Free Download Link
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