Form I-9 is the US form every employer must complete for each new hire to confirm their identity and authorization to work in the United States. E-Verify is a separate online system that some employers use, by choice or because a law or contract requires it, to check I-9 information against government records.
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The US form every employer completes to confirm a new hire's identity and right to work. E Verify is the optional online check against government records.
The new hire completes Section 1 no later than their first day of work for pay, and may do it earlier once they have accepted the job offer. The employer completes Section 2 within three business days of the first day of work, after examining original documents the employee chooses from the official Lists of Acceptable Documents.
Employers cannot tell employees which documents to present and must not ask for more than the form requires. Doing so can be unfair documentary practice discrimination. Completed forms must be kept for a set period and made available for government inspection.
Rules, form versions and remote document review options change, so check USCIS I-9 Central for current guidance. This is general information, not legal advice.
Why it matters to recruiters
Recruiters and HR teams often coordinate start paperwork, and I-9 errors can lead to fines in an audit. Staffing agencies that employ temporary workers usually complete I-9s themselves. Knowing the timing helps you set start dates, brief candidates on what to bring and avoid asking for specific documents.
An example from a recruiting desk
A coordinator onboards 25 seasonal warehouse workers starting Monday. Each worker finishes Section 1 online before the first shift. On Monday and Tuesday, a trained HR team member reviews each worker's chosen documents in person and completes Section 2. Two workers bring expired documents, so HR explains the acceptable options without naming a specific one.
Tips that help
Tell new hires to bring original documents of their choice from the official lists.
Calendar the Section 2 deadline for every start date.
Train the people who complete Section 2 on current form instructions.
Store completed forms securely and separately from personnel files where advised.
Mistakes to avoid
Asking for a specific document, such as a passport, instead of letting the employee choose.
Completing the form before a job offer has been accepted.
Which tools help?
A few of the HR compliance tools in our directory. Prices are the published starting price on the date we last checked.
The employee completes Section 1 by the first day of work for pay. The employer completes Section 2 within three business days after the employee's first day of work.
Is E-Verify required for all employers?
No. E-Verify is voluntary for most employers, but some states and federal contracts require it. Employers who use it still complete Form I-9 for each new hire.
Can I ask a candidate for work authorization documents before an offer?
Form I-9 itself should be completed only after the person has accepted a job offer. You may ask whether a candidate is authorized to work, but follow anti discrimination rules.
