Employers must complete an I-9 Form for each new employee hired. This form is used to verify that the employee is authorized to work in the United States.
The United States government has released a new version of the I-9 form that must be used for all new hires after January 21, 2017. The new I-9 Form is dated 11/14/2016 N. Employers may continue using the old version of the I-9 Form dated 3/8/13 N until January 21, 2017.
Employees complete Section 1 of the form at the time of hire, but no earlier than when they have accepted the job offer. The employer must then review the employee’s documentation and complete Section 1 of the form within 3 business days of the hire.
The new version of the I-9 Form can be sent electronically to new hires and can be completed up to a certain point on a computer. The new form also contains instructions and drop-down boxes intended to help employees and employers complete it properly.
Please note that although the I-9 Form is available in Spanish, only employers in Puerto Rico may complete the Spanish version of the form. All other employers can use the Spanish version as a translation guide for Spanish-speaking employees, but they must complete and retain the English version.
Employers should retain each employee’s I-9 form at their place of business – you are not required to send the I-9 to any governmental agency. Keep the completed forms for three years after the employee’s date of hire or for one year after the employment ends, whichever is later. An employer’s I-9 Forms can be inspected by the United States government.