Employers must make sure to complete a form I-9 for each newly hired employee. Form I-9 is used for verifying the identity and employment for all workers hired in the United States. This form should be completed and maintained on file prior to running payroll for any employee, both citizens and non-citizens. Failure to maintain a properly completed Form I-9 can lead to fines.
The form is not filed with the government, but it must be maintained in the employer’s records either for three years after the date of hire, or for one year after employment is terminated, whichever is later. The form must be available for inspection by government officials upon request.
The I-9 does not have to be completed each year. Many Forms I-9 are appropriate for the duration of employment. In certain circumstances, a new I-9 must be completed upon the expiration of the employment verification documents.