ADP SmartCompliance is a suite of technology solutions backed by ADP’s experts to help you simplify compliance complexity, close technology gaps and minimize business disruptions. Simplify verification requests.Speed up response times and protect privacy. You should review Form I-9, Employment Eligibility Verification, immediately after completion to avoid these common mistakes. You can discuss or ask questions related to the service as well as the work life @ ADP. Ensuring the individual is legally authorized to work in the United States. Form I-9, officially titled “Employment Eligibility Verification,” is a mandatory document issued by the U.S.

• Roll can capture I-9 information and offer owners a choice between a digital or traditional paper-based process.
• Department of Homeland Security (DHS) temporary policy that allowed virtual inspection of documentation in some cases is about to expire on July 31.
• Our goal is to help minimize your administrative burden across the entire spectrum of employment-related payroll, tax, HR and benefits, so that you can focus on running your business.
• A Form I-94, Arrival/Departure Record, stamped with “parole” is not evidence of employment authorization and, therefore, is not an acceptable List C document.
• An employer should attach an explanation of the changes made to an existing Form I-9 or the reason a new Form I-9 was completed, and sign and date the explanation.
• The federal government penalizes organizations for noncompliance based on how often it fails to comply.

Learn how to take advantage of ADP’s employment and identity verification services, no matter what payroll system you use. If you have made changes on a Form I-9 using correction fluid, we recommend that you attach a signed and dated note to the corrected Forms I-9 explaining what happened. ADP can help ease the burden of tax ID registration, saving you time and supporting compliance.

Form I-9 is a fillable form, which means you can type your answers directly into the form, except for the signature blocks. Failure to meet DHS standards for electronically generated, stored and/or retained Form I-9 may result in fines and other penalties. Only employers located in Puerto Rico may complete the Spanish-language version of Form I-9 instead of the English-language version. Any employer may use the Spanish-language form and instructions as a translation tool. Employers must retain all completed pages of Form I-9 for a designated period and make them available for inspection by authorized government officers.

Complete a new certification block in Supplement A, Preparer and/or Translator Certification for Section 1. For more guidance on reverification and F-1 STEM OPT extensions and cap-gap for students, see the Guidance for Completing Form I-9 Handbook (PDF). You can’t afford the risk of business HR problems, especially when it comes to compliance.

If an employee’s employment authorization expires, they must present new or updated document(s) and the employer must examine and record the document number(s) here. Employers may also be required to complete this section when rehiring a former employee, depending on how much time has passed. All employers must complete and retain a Form I-9 for each employee at the time of hire. The adp i-9 form form is used to verify a new hire’s identity and work authorization.

Alien Registration Requirement

Therefore, the more time that elapses between compliance reviews, the greater the potential for huge fines. To complete the form, employees must provide documentation verifying their identity and authorization to work in the U.S. List A to List B. List A offers a single document option that establishes identity and employment authorization. Examples include a U.S. passport, a Permanent Resident Card, or an Employment Authorization Document (EAD) with a photograph. N Employees who don’t have a List A document can use List B and List C documents combined.

Worry-free tax registration services

Our goal is to help minimize your administrative burden across the entire spectrum of employment-related payroll, tax, HR and benefits, so that you can focus on running your business. This information is provided as a courtesy to assist in your understanding of the impact of certain regulatory requirements and should not be construed as tax or legal advice. Such information is by nature subject to revision and may not be the most current information available. ADP encourages readers to consult with appropriate legal and/or tax advisors.

Completing Section 1, Employee Information and Attestation

• Fifth, the employer must retain a clear and legible copy of the documentation (front and back if the documentation is two-sided), in alignment with applicable recordkeeping regulations.
• While the form remains relatively unchanged, the release of a new version provides businesses with a reminder of the importance of ensuring compliance with federal immigration law.
• Employers must be sure that compliance is top of mind when completing and retaining I-9 Forms.
• A refugee may choose to present any applicable documents from the Lists of Acceptable Documents.
• Keep in mind that the employer is ultimately responsible for any I-9 violations.
• The employee must also present their employer with acceptable documents as evidence of identity and employment authorization.

Navigating the complexities of completing Form I-9 with remote employees can be challenging, but technology has provided solutions. Due to the pandemic, employers now have flexibility measures that allow them to remotely verify Form I-9. However, to utilize this option, employers must be enrolled in E-verify and create a case for the concerned employee. If a Form I-9 was never completed or is missing, the current version of the Form I-9 should be completed as soon as possible.

Employers Must Use New Form I-9 Soon

Roll by ADP offers an intuitive I-9 solution that provides a user-friendly platform for electronic form completion, verification, and secure storage. It also integrates Form I-9 with other essential new hire forms like W-4 and direct deposit authorization, providing a centralized onboarding process. This helps ensure accuracy and compliance, minimizing the risk of fines and audits. Additionally, if you use an alternative procedure to remotely examine documents, you must retain copies of the front and back (if two-sided) of the documentation the employee presents to verify their identify and work authorization. As efforts to enforce immigration regulations increase, a new wrinkle for employers comes in the form of a new version of the I-9 form. This form is required by the federal government for employers, and serves to verify an individual employee’s legal right to work in the United States.

For example, if an employee begins work on Monday, the employer should count Tuesday as Day 1 and count 90 days to determine the validity period of the receipt. Form I-94 and Form I-20 do not establish employment authorization for reverification in the case of F-1 students seeking employment under optional practical training (OPT), STEM OPT extension, or off-campus employment based on severe economic hardship. If employment authorization is granted in these cases, USCIS issues an Employment Authorization Document (EAD) as evidence of employment authorization.

For example, if your employee began work for pay on Monday, you must complete Section 2 by Thursday of that week. If the job lasts less than 3 days, you must complete Section 2 no later than the first day of work for pay. Recruiters and referrers for a fee do not enter the employee’s first day of employment.

This date is the actual date you complete Section 2 by examining the documentation your employee presents and signing the certification. In certain cases, employees can present an acceptable receipt for List A, B, or C documents. Staffing agencies may choose to use either the date an employee is assigned to the employee’s first job or the date the new employee is entered into the assignment pool as the first day of employment. Make sure you use the new version of the Form I-9, which is available for download from RUN Powered by ADP (RUN)®, by November 1, 2023, and complete and retain the form in accordance with the law.