Proper completion of the Form I-9 is a must to satisfy workplace immigration laws — and to avoid government fines if you’re ever audited. But it’s not unusual for even the most conscientious employer to make mistakes. Here’s a handy checklist of what to fill out — and troublesome areas to doublecheck — to ensure accuracy.

Section 1: To be completed by the employee

  • Did the employee provide his/her full legal name?
  • Did the employee check one of the boxes indicating he/she is a U.S. citizen, a noncitizen national of the U.S., a lawful permanent resident or an alien authorized to work in the USA?
  • Did the employee sign and date the section?
  • Did the employee check the appropriate box regarding the use of a preparer and/or translator?

    • Remember: The employee must complete Section 1 on or before his/her start date.

    Section 2: To be completed by the employer

  • Did you include the employee’s citizenship/immigration status in the space provided?
  • Were the employee’s document(s) reviewed and entered into the form along with the expiration date (if any)?
  • Did the employee provide documents that were valid and current (and not expired)?
  • Was the hire date entered?
  • Did you sign and date the section?
  • Did you enter your business name and address?
  • Did you fill out any additional information in the space provided, if necessary?

    • Remember: You must complete Section 2 within three days of the employee’s start date.

    Section 3: To be completed by the employer only when necessary

    Note: This section is for reverification and rehires. Leave it blank unless:

  • The employee has been rehired within three years.
  • The employee’s original work authorization has expired and is being renewed.
  • The employee’s name has changed (as through marriage) at the time of reverification; in this case, fill out portion “A” that asks for the employee’s new name.
    • Additional Form I-9 Compliance Tips
    • Use the most up-to-date I-9 form: For all new hires, use the Form I-9 with the date 11/14/2016 in the bottom-left corner. With the recent Form I-9 change, as expected, you’ll need to use the new version dated 07/17/17 beginning September 18, 2017.
    • Maintain a form for everyone on your staff: Under recordkeeping retention rules, you must hold on to the Form I-9 for three years after the hire date or one year after the date of separation — whichever comes later. This means you should have a Form I-9 on file for all current employees, as well as for workers who have left the company recently.
    • File forms together: Keep all Form I-9 records together, apart from other employee personnel records. Storing your Form I-9s separately from other records reduces your exposure in an audit or investigation by keeping unrelated documents out of the inquiry.
    • Don’t keep photocopies: You’re not required to keep copies of the identity and employment-eligibility documents employees provide. In fact, many employment-law attorneys recommend against this. Should you decide to keep copies, be certain you do so for every worker so your process remains consistent. Use the most up-to-date I-9 form: For all new hires, use the Form I-9 with the date 11/14/2016 in the bottom-left corner. With the recent Form I-9 change, as expected, you’ll need to use the new version dated 07/17/17 beginning September 18, 2017.

    HRdirect’s I-9 & W-4 app walks you through an automated, online authorization process that ensures you’re meeting all federal recordkeeping requirements and avoiding costly mistakes when completing your Form I-9s.