Form I-9: What Every Employer Needs to Know (and Why It Matters)

If you’re bringing on a new employee, filing Form I-9 is a legal requirement you can’t afford to overlook. It verifies the identity and employment authorization of individuals hired in the U.S.—and failing to complete it properly can lead to hefty penalties. Here’s a short video about the new I-9 that is required to be used beginning 7/31/2025:

At A&L Bookkeeping and Accounting, we help our clients keep their hiring process compliant and stress-free. Here’s a simple overview of what you need to know.

📝 What Is Form I-9?

Form I-9, Employment Eligibility Verification, must be completed for every new hire in the United States, regardless of citizenship or immigration status. Both the employer and the employee have responsibilities in the process.

📌 Step-by-Step: How to Complete Form I-9

1. Employee Completes Section 1

   • This must be done by the first day of work.

   • The employee enters personal information and selects their citizenship or immigration status.

2. Employer Reviews Documents and Completes Section 2

   • Within 3 business days of the hire date, the employer must inspect documents that prove identity and work authorization.

   • Acceptable documents are listed on the last page of the form. These might include:

     • U.S. passport

     • Permanent Resident Card

     • Driver’s license + Social Security card, etc.

   • The employer fills out Section 2, confirming the documents and signing off.

3. Store the I-9 Safely

   • Employers must retain the I-9 for 3 years after the hire date or 1 year after termination, whichever is later.

   • It does not get submitted anywhere unless requested during an audit.

⚠️ Common Mistakes to Avoid

• Missing deadlines for Sections 1 or 2

• Accepting expired documents

• Not keeping copies (when company policy requires it)

• Incomplete fields or unsigned forms

💡 Need Help Staying Compliant?

If you’re unsure which documents are valid or how to set up a simple and compliant onboarding process, we can help. A&L can assist you with gathering employee paperwork, staying on top of compliance rules, and keeping your payroll process running smoothly.

📩 Reach out today to schedule a consultation or ask about our new hire checklist.