Monday, 15 September 2014 18:00

Common Mistakes of the I-9

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Are you sure that you are completing the I-9 form correctly? There are a few common mistakes made on this required form that could end up being very costly.  Fines on this form start at $110 per error and can climb to tens of thousands of dollars per mistake.

There are several common mistakes that employers make during the completion of the I9 form. One of the most common mistake is not knowing that this form must be completed in the first 3 days of employment. Other common I-9 documentation mistakes include, but are not limited to, incorrect dates, missing signatures, transposed information and incomplete check boxes. It is also possible for an employer to fail to complete an I-9 form altogether or misplace a completed form during filing.

Now that this form is 2 pages long it can be a bit confusing as to whom completes what on each page. The employer will not do anything with the first page of the I9, that page is completed by the employee unless you will need to translate the form for the employee. The only time that the employer would sign the first page is in the case of the employer providing translation services to the employee. After the employee has completed page 1 it is up to the employer to complete the rest. 

The second page of the I -9 form is another common area for mistakes. There are 3 lists in which the employee can provide proper documentation to prove authorization for this form.  If an employee can provide a document from the first list “List A” then that is all they have to provide, however if they don’t have anything from that list they must provide something from “List B” AND List C”. The document most common for List A is the Passport. The most common documentation from List B is a Driver License or State Identification card and the most common List C document is a Social Security Card or Certificate of Birth. Once you have seen these actual Identifications you will then complete the appropriate columns of which they were provided from. Once that is completed the person that witness the original ID’s will be the person that will sign and or certify that they were indeed legitimate and not expired and then sign the portion under the certification.

StaffScapes provides HR, risk management, payroll and employee benefit services to our clients, allowing them to focus on their core business. Let us help alleviate any of your employee documentation issues.

Sunday, 06 July 2008 18:00

New Form I-9 Issued

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The USCIS has issued a newly dated I-9 form to replace the one that expired on 6/80/08.

Go to to get a copy of the new form. Use this form for any employees hired on or after July 1, 2008. The new form will be valid through June 30, 2009.

What do I need to know about Form I-9?

With a new Form I-9 issued, it is a good idea to review the purpose of it and the requirements as an employer.

The Form I-9 is used to help employers verify individuals who are authorized to work in the United States. A form should be completed for every employee that is hired. Employers are required to:

1.      Ensure that your employees fill out and sign Section 1 of the form when they start to work

2.      Review document(s) establishing each employee’s identity and eligibility to work

3.      Properly complete and sign Section 2 of the form

4.      Retain the Form I-9 for 3 years after the date the person begins work or 1 year after the person’s employment is terminated, whichever is later

5.      Upon request, provide Form I-9 to authorized officers of the Department of Homeland Security (DHS), the U.S. Department of Labor (DOL), or the Office of Special Counsel for Immigration Related Unfair Employment Practices (OSC) for inspection.


Tuesday, 08 April 2008 18:00

I-9 Verification

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I-9 Verification is required of New PEO Co-Employees

United States Citizenship and Immigration Service (USCIS) has reconfirmed its longstanding position that PEOs are responsible for conducting I-9 employment eligibility verifications of their new co-employees when taking on new clients. While the employment arrangement with the client is a “continuing employment arrangement,” the employment by the PEO is a new hire and requires the PEO to complete an I-9.  In a letter to NAPEO, the agency reconfirmed the position taken by its predecessor agency (the INS) in 1999.   After the PEO relationship is established, employment eligibility for subsequent hires can be done under one single I-9 for both the PEO and the client.

Tuesday, 13 November 2007 17:00

Updated Form I-9

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New Form I-9 mandatory for all employees hired on or after November 7, 2007.

U.S. Citizenship and Immigration Services (USCIS) has released a revised Form I-9,Employment Eligibility Verification. The form is available as a downloadable PDF on the USCIS website at

USCIS has revised Form I-9 to bring it into compliance with the 1997 INS interim rule, which eliminated some of the documents that employers may accept from newly hired employees. The documents that have been changed are:

Five documents removed from List A:

· Certificate of U.S. Citizenship (Form N-560 or N-561)

· Certificate of Naturalization (Form N-550 or N-570)

·  Alien Registration Receipt Card (I-151)

·  Unexpired Reentry Permit (Form I-327)

·  Unexpired Refugee Travel Document (Form I-571)

One document added to List A:

·  Unexpired Employment Authorization Document (I-766)

All Employment Authorization Documents with photographs in circulation are now included as one item on List A:

·  I-688, I-688A, I-688B, I-766

The updated form should be completed exactly the same way the old one was. The only difference is the type of documents that employers may accept in Section 2. Employers may not accept documents that used to be on the I-9 form but aren't now. Employers do not need to complete new forms for current employees that have already been verified. However, employers must use the 2007 Form I-9 when employees require re-verification. 

As of November 7, 2007, the form I-9 with a revision date of June 5, 2007 is the only version of the form that is valid for use. However, DHS will give employers a period of time to transition to the updated form I-9. DHS will not seek penalties until 30 days after a notice regarding the updated form is published in the Federal Register. As of today, the notice has not yet been published in the Federal Register.

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