How to Download the 2023 I-9 Form
If you are an employer in the U.S., you need to know how to download and use the 2023 I-9 Form. This form is a crucial document that verifies the identity and employment authorization of individuals hired for employment in the U.S. In this article, we will explain what the I-9 Form is, why you need it, how to download it from the USCIS website, how to complete and sign it, and how to store and retain it.
What is the I-9 Form and Why Do You Need It?
The I-9 Form is a document that verifies the identity and employment authorization of individuals hired for employment in the U.S.
The I-9 Form, also known as Employment Eligibility Verification, is a form issued by the U.S. Citizenship and Immigration Services (USCIS). It is used to confirm that an employee is authorized to work in the U.S., either as a citizen, a noncitizen national, a lawful permanent resident, or an alien authorized to work.
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All U.S. employers must complete and retain the I-9 Form for each employee they hire, regardless of their citizenship status.
According to federal law, every employer who recruits, refers for a fee, or hires an individual for employment in the U.S. must complete an I-9 Form for each individual they hire. This applies to all employees, whether they are citizens or noncitizens, full-time or part-time, temporary or permanent.
The I-9 Form must be completed within three days of the employee's start date and updated when necessary.
The employer and the employee must complete their respective sections of the I-9 Form within three business days of the employee's first day of work. If an employee cannot provide their documents within this time frame, they must present a receipt showing that they have applied for them and provide them within 90 days. The employer must also update or reverify the I-9 Form if there are any changes in the employee's work authorization or documentation, such as expiration, renewal, or rehire.
How to Download the 2023 I-9 Form from the USCIS Website
The 2023 I-9 Form is available on the official website of the U.S. Citizenship and Immigration Services (USCIS).
The easiest way to get the 2023 I-9 Form is to download it from the USCIS website. You can access the website by clicking in your browser. The website provides the latest version of the form, which is valid until August 31, 2023.
You can download the form in PDF format or fill it out online using a computer or a mobile device.
The USCIS website offers two options for downloading the 2023 I-9 Form. You can either download the form as a PDF file and print it out, or you can fill it out online using a computer or a mobile device. The online option allows you to enter the information electronically and generate a printable PDF file. However, you still need to print and sign the form by hand, as electronic signatures are not accepted.
You can also download the instructions, supplements, and Spanish versions of the form from the same website.
In addition to the 2023 I-9 Form, the USCIS website also provides other resources that can help you complete and use the form correctly. You can download the instructions for completing the form, which explain each section and provide examples of acceptable documents. You can also download supplements for employees with disabilities or special circumstances, such as translators or preparers. Moreover, you can download Spanish versions of the form and the instructions, which are only for use in Puerto Rico.
How to Complete and Sign the 2023 I-9 Form
The 2023 I-9 Form has three sections: Section 1 for the employee, Section 2 for the employer, and Section 3 for reverification or updates.
The 2023 I-9 Form consists of three sections that must be completed by both the employee and the employer. Section 1 asks for the employee's personal information, such as name, address, date of birth, social security number, email address, phone number, and citizenship status. Section 2 asks for the employer's information, such as name, address, title, date of hire, and certification. Section 3 asks for any changes or updates to the employee's work authorization or documentation, such as expiration dates, new names, or rehires.
The employee must fill out and sign Section 1 no later than the first day of employment, but not before accepting a job offer.
The employee is responsible for filling out and signing Section 1 of the 2023 I-9 Form. They must do so no later than their first day of work, but not before they accept a job offer from an employer. They must provide accurate and truthful information and choose one of the four categories of work authorization: U.S. citizen, noncitizen national, lawful permanent resident, or alien authorized to work. They must also provide their alien registration number (A-number) or USCIS number if they have one. The employer must review and verify the employee's documents and fill out and sign Section 2 within three days of the employee's start date.
The employer is responsible for reviewing and verifying the employee's documents and filling out and signing Section 2 of the 2023 I-9 Form. They must do so within three business days of the employee's first day of work, unless they use E-Verify, in which case they must do so by the third day after the employee accepts the job offer. They must examine the original documents that the employee presents and ensure that they are genuine and relate to the employee. They must also record the document title, issuing authority, number, and expiration date, if any, for each document. They must choose one document from List A, or one document from List B and one from List C, as shown in the form.
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The employer must complete and sign Section 3 if the employee's work authorization or documentation expires, changes, or is rehired within three years of the date on Section 2.
The employer must complete and sign Section 3 of the 2023 I-9 Form if there are any changes or updates to the employee's work authorization or documentation. This may happen if the employee's work authorization or documentation expires and they present new documents, if the employee changes their name legally, or if the employee is rehired within three years of the date on Section 2. The employer must enter the date of rehire, if applicable, and the document title, number, and expiration date, if any, of the new document. They must also sign and date Section 3.
How to Store and Retain the 2023 I-9 Form
The employer must keep the original or a copy of the completed I-9 Form for each employee for as long as they work for them and for a certain period after their employment ends.
The employer must store and retain the original or a copy of the completed I-9 Form for each employee in a secure and accessible location. They must keep the form for as long as the employee works for them and for a certain period after their employment ends. The retention period is either three years after the date of hire or one year after the date of termination, whichever is later.
The employer must make the I-9 Form available for inspection by authorized government officials upon request.
The employer must make the I-9 Form available for inspection by authorized government officials from the Department of Homeland Security (DHS), the Department of Labor (DOL), or the Department of Justice (DOJ) upon request. The employer must provide them with access to either paper or electronic copies of the form within three business days of their request. The employer must also cooperate with any audit or investigation conducted by these agencies.
The employer can store the I-9 Form in paper, electronic, or microfilm format, as long as they follow certain rules and safeguards.
The employer can choose to store the I-9 Form in paper, electronic, or microfilm format, as long as they follow certain rules and safeguards to ensure its accuracy, completeness, security, and accessibility. For paper storage, the employer must keep the form in a binder or folder that is clearly labeled and organized. For electronic storage, the employer must use a system that has reasonable controls to prevent unauthorized access, modification, deletion, or deterioration of the form. For microfilm storage, the employer must use a high-quality process that can reproduce clear and legible images of the form. The employer must also retain an index of the microfilm rolls and a reader-printer that can be made available for inspection.
Conclusion
The 2023 I-9 Form is an important document that verifies the identity and employment authorization of individuals hired for employment in the U.S. It is the employer's responsibility to download, complete, sign, store, and retain the form for each employee they hire. The employer must also comply with any requests for inspection by authorized government officials. By following the steps and tips outlined in this article, the employer can download and use the 2023 I-9 Form correctly and avoid any penalties or fines.
FAQs
Where can I find more information about the 2023 I-9 Form?
You can find more information about the 2023 I-9 Form on the USCIS website, which provides the form, instructions, supplements, Spanish versions, and other resources. You can also contact the USCIS at 1-800-375-5283 or visit their local office for assistance.
What are the penalties for not completing or retaining the 2023 I-9 Form?
If you fail to complete or retain the 2023 I-9 Form for each employee you hire, you may face civil or criminal penalties from the DHS, DOL, or DOJ. The penalties may vary depending on the severity and frequency of the violation, but they can range from $230 to $23,331 per violation for civil penalties and up to $10,000 and/or imprisonment for criminal penalties.
What are some common mistakes to avoid when completing or storing the 2023 I-9 Form?
Some common mistakes to avoid when completing or storing the 2023 I-9 Form are: - Not using the latest version of the form - Not filling out all the required fields or providing incomplete or inaccurate information - Not reviewing and verifying the employee's documents carefully or accepting expired or invalid documents - Not signing and dating the form by hand or using electronic signatures - Not completing or updating the form within the specified time frames - Not keeping the form in a secure and accessible location or making it available for inspection upon request - Not following the rules and safeguards for paper, electronic, or microfilm storage
Can I use E-Verify instead of the 2023 I-9 Form?
E-Verify is a web-based system that allows employers to verify the employment eligibility of their employees electronically. It is not a substitute for the 2023 I-9 Form, but rather a supplement that can enhance its accuracy and efficiency. Employers who use E-Verify must still complete and retain the 2023 I-9 Form for each employee they hire. However, they must do so by the third day after the employee accepts the job offer, instead of by the third day after their start date. They must also enter the employee's information from Section 1 into E-Verify and compare it with records from DHS and Social Security Administration (SSA).
Can I use a different format or language for the 2023 I-9 Form?
You cannot use a different format or language for the 2023 I-9 Form, unless you have obtained prior approval from DHS. You must use the official form provided by USCIS, which is in English. However, you can use a translator or preparer to assist you or your employee in completing the form, as long as you indicate their name and signature on Section 1 or Section 2. You can also use Spanish versions of the form and instructions, but only if you are an employer in Puerto Rico. 44f88ac181
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