Form I-9 Instructions For New Employees | Remote Jobs in HR

Starting a new job involves some important paperwork, and one key form you need to complete is Form I-9. This form verifies your identity and work authorization in the United States. Our step-by-step Form I-9 guide will help ensure you provide the correct information and meet all requirements. From entering your legal name and address to confirming your work status and showing the necessary documents, we’ll make it easy to fill out Form I-9. Follow these steps to complete Form I-9 accurately and start your new job on the right foot.

Step 1: Fill Out Section 1 – Gold Outline

Required Information:

Full Legal Name:

• Enter your current legal name. If you have used other last names before, include them too.

Address:

• Provide your complete home address.

Date of Birth:

• Enter your date of birth.

Optional Information:

• If you have a Social Security number, you can include it. This is voluntary unless your employer participates in E-Verify. If your employer uses E-Verify, you must provide your Social Security number. Do not use an Individual Taxpayer Identification Number (ITIN).

If You Have One Name:

• If you only have one name, enter it in the "Last Name" field and write “Unknown” in the "First Name" field.

Deadline:

• You must complete and sign Section 1 of Form I-9 by your first day of work.

Step 2: Confirm Your Status – Blue Outline

Check One Box to Confirm Your Status:

U.S. Citizen:

• Select this if you are a citizen of the United States.

Noncitizen National:

• Select this if you were born in American Samoa or are a certain former citizen of the Trust Territory of the Pacific Islands, or certain children of noncitizen nationals born abroad.

Lawful Permanent Resident:

• Select this if you are not a U.S. citizen but have legally recognized and lawfully recorded permanent residence in the United States. Enter your USCIS Number (A-Number) in the space provided. Asylees and refugees should not select this status.

Noncitizen Authorized to Work:

• Select this if you have permission to work in the U.S. but do not fall into the other categories. Enter the expiration date of your work authorization if applicable. If your work authorization does not expire, enter "N/A" in the Expiration Date field.

Specific Groups:

Refugees and Asylees:

• If you are a refugee or asylee, select “Noncitizen Authorized to Work” and enter “N/A” for the expiration date.

Step 3: Sign and Date – Red Outline

Signature:

• Sign your name in the designated area.

Date:

• Enter the date you signed the form. Make sure it is the current date and not a past date.

Step 4: If You Get Help

Preparer and/or Translator Certification:

• If someone helps you fill out the form, they need to complete the Preparer and/or Translator Certification on Supplement A.
• Each person who helps you must complete and sign a separate certification area.
• There is no limit to the number of preparers or translators you can use.

Step 5: Section 2 - Show Your Documents

Do NOT Personally Complete Section 2. This Section Is To Be Completed By Your Employer Or Authorized Representative.

 Choose from Lists of Acceptable Documents (Full List Below):

• List A: Documents that prove both your identity and work authorization.
• List B: Documents that prove your identity only.
• List C: Documents that prove your work authorization only.

You can present one document from List A or a combination of one document from List B and one document from List C.

Deadline:

• Within three business days of starting work, you must show your employer or Authorized Representative original, unexpired documents that prove your identity and work authorization. For example, if you start work on Monday, you must present the documents by Thursday of that week. If you are hired for less than three days, you must present the documents by your first day.

Special Cases:

• If you are under 18 or have a disability and cannot provide a List B document, you should refer to the M-274 guidance.

Employer's Role:

• Your employer or Authorized Representative cannot specify which documents you should present.
• Your employer or Authorized Representative must verify that the documents are genuine and relate to you.
• If your documents don’t appear to be genuine, your employer or Authorized Representative will ask you to provide different documents.

This guide is intended solely for informational purposes.



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