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Understanding the Importance of the I-9 Form for Small Businesses
For small business owners, navigating legal and compliance requirements can be daunting. One crucial document in this landscape is the I-9 form. This form is essential for verifying an employee’s eligibility to work in the United States. Employers must collect and retain these forms for all regular employees to ensure adherence to federal laws.
Who Is Required to Complete an I-9 Form?
Every business must ensure that each regular employee completes an I-9 form from their first workday. This requirement spans various types of employment, encompassing full-time, part-time, and seasonal workers, as well as both U.S. citizens and non-citizens who are lawful residents. However, contractors, household workers, unpaid interns, and agency employees are exempt from this requirement.
Steps to Properly Managing I-9 Forms
The I-9 completion process is straightforward but requires attention to detail. Employers must request identification documents from new hires within three days of employment. These documents, which can include a U.S. passport or a Social Security card paired with a driver’s license, must be physically verified by the employer. Following verification, the form should be securely filed and retained for three years after an employee’s departure.
Historical Context and Background
The I-9 form emerged as part of Homeland Security measures aimed at curbing illegal employment. Introduced due to increasing concerns over undocumented workers, it forms a fundamental part of the new hire onboarding process, ensuring that workforce inclusivity does not compromise legal compliance.
Actionable Insights and Practical Tips
Regularly auditing your company's I-9 forms can help ensure ongoing compliance and prevent penalties. Consider using automated systems like Rippling, which streamline and manage compliance, ensuring that your business remains aligned with regulations effortlessly.
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