How do we complete Form I-9? (section 1 and 2 )

One of the most important forms when onboarding employees is Form I-9 (Employment Eligibility Verification form) which contains three sections:

• Section 1: Employee Information and Attestation
  
  
• Section 2: Employer or Authorized Representative Review and Verification
  
  
• Section 3: Re-verification and Rehire
  
  • This section is used to document legal name changes, re-verification of documents, and for rehiring former employees. Click here for instructions on how to complete section 3.

Be sure to use the most current I-9 Form, which can be determined by looking at the date on the bottom left corner of the form.

Newest version date: 07/17/17. Click here for the most up-to-date I-9 Form.

Section 1

This section will be completed online with the onboarding packet, and must be completed by the employee by the end of their hire date. The time of hire is noted on the form as the first day of employment. Employees may complete Section 1 before the time of hire, but no earlier than acceptance of the job offer. 

The employee must fill out numbers 1-5 in the image below. For any sections that do not apply to the employee, they should write "N/A."

1. Last name, first name, middle initial (if applicable), other last names used (if applicable) 

2. Full address 

3. Date of birth (mm/dd/yyyy), Social Security number (optional), email address (optional), telephone number.  

4. Have the employee read the warning and attest to their citizenship or immigration status by checking one of the boxes provided on the form. 

5. Have the employee sign and date the form, entering the date in Section 1 as (mm/dd/yyyy).

6. If the employee used a preparer and/or translator to complete the form, that person must certify that they assisted the employee by completing the preparer and/or translator certification block.

• If the employee did not use a preparer and/or translator, have the employee check the box marked “I did not use a preparer or translator.”

If at any time you make a mistake filling out an I-9, do not use white out or other correction solutions. Simply line through the mistake and initial the line out, or re-start using a clean form. 

Section 2 

Project Leaders, hiring managers or authorized representatives must complete section 2. The employee must provide identification documents to the Project Leader or authorized representative within the first three days of employment in order to fill out and sign section 2. For example, if the employee begins employment on Monday, you must complete section 2 by Thursday. Only original, non-expired identification documents are acceptable.

Please note that government agencies can charge fines for not completing the above steps for section 1 and 2 within the allotted timeframe.

• Numbers 1-5 in the image below are to be completed by Project Leaders, hiring managers, or authorized representatives:
  
  •  At the top of Section 2, enter the employee's last name, first name, and middle initial exactly as this information was entered in Section 1. Enter the number that correlates with the citizenship or immigration status box the employee selected in Section 1.
    
    
  • Enter the document title(s), issuing authority, document number, and the expiration date from original documents supplied by employee. You may use either common abbreviations for the document title or issuing authority, for example, “DL” for driver’s license and “SSA” for Social Security Administration.
    
    
• Enter the first day of employment for wages or other remuneration (such as date of hire) in the space for “The employee’s first day of employment (mm/dd/yyyy).”
  
  Employer or authorized representative attests to physically examining the documents provided by completing the Last Name, First Name, Employer’s Business or Organization Name and signing and dating the signature and date fields. NOTE: Employers business/organization's name should be Community Partners, not your project's name. 
  
  • Enter the  business’s street address, city or town, state, and ZIP code. (Community Partners' address) 
    

• Submit the completed I-9 Form with copies of the employee's identification documents to human resources ([e-mail]) or by fax at (800)-948-4614 by the employee's third day of employment.
  
  
• If for some reason you are unable to complete section 2, please schedule an appointment with one of the Human Resources team members so that we can complete section 2 with your new hire at Community Partners headquarters.

U.S Citizenship and Immigration Service provides a list of acceptable documents that can be used to complete section 2. It is illegal for employers to request that an employee provide a specific document from this list when completing section 2. It is up to the employee to decide which documents they want to present.