Payroll, Hiring New Employees and Why I9's Are Important - Part 1
When hiring new employees, the I9 is one of the most important forms that an employer must make sure is completed correctly and kept on file. Prior to running any payroll for a new employee, an employer should verify that all the paperwork is in order including the I9. Failure to have I9s properly filled out and on file can result in fines and could lead to criminal violations.
By law it is the employers responsibility to:
- Verify the identity and eligibility of employment in the US for each worker hired.
- Maintain a file for all I9s which can be provided to investigators upon request.
There are a couple of very important requirements that employers have to comply with as part of their recruiting and hiring process:
- Employers cannot discriminate against any individual authorized to work in the United States because of their national origin or citizenship status. This includes discrimination during the recruiting, hiring or discharging of an employee.
- Employers cannot specifiy which documents they will or will not accept. The List of Acceptable Documents is spelled out on the last page of the I9. An employer that refuses a document because of a future expiration date, may open themselves up to charges of illegal discrimination.
It is not just the employer that has an obligation and legal requirement regarding the I9. Employees must also be truthful when filling out the I9. The employee fills out and signs the first section of the I9 attesting to the truthfulness of the information stated on the form and documents they provide. An employee that lies or provides false documents on the I9 can be subject to fines or imprisonment.
In part 2 of our blog post we will review the fines and penalties an employer is subject to for failure to comply with the I9 requirements.
Learn more about the forms required for your new hires and stay organized with our New Hires Form Checklist.