those documents readily available, right? You might think you’re
being helpful, but you can’t tell a new employee which docu-
ments they should provide for I-9 verification purposes. Instead,
give the new employee the List of Acceptable Documents o n
page 4 of the I-9, and let the employee choose. If you suggest
certain documents, you could open yourself up to a complaint
that an employee considered those as the only allowable
documents.
Fill out every field. Be sure the employee fills out every
field on the I-9, even those fields that don’t apply (such as apart-
ment number). This is where the smart form comes in handy
because it automatically populates “N/A” in some fields and
reminds you in the field instructions where it’s not automatically
populated. Be sure to have the employee note whether they
used a preparer and/or translator in the section beneath their
signature on page 1.
Help with documentation. Section 2 now includes drop-
down menus to conveniently select common documents; however,
it’s not an exhaustive list. If a document reasonably appears to be
genuine but doesn’t show up on the drop-down list, the employer
should still accept it.
Be sure to verify in person. The person who signs the
Section 2 employer certification must see the new employee
face-to-face and must see the original documents. For remote
employees and depending on the requirements of your state, you
can delegate this verification to another person even if they’re not
an employee of your company.
Be aware of a recently reported glitch. If you downloaded
the new Form I-9 between Nov. 14 and 17, 2016, you’ll want to
review your forms to ensure employee Social Security numbers
appear correctly in Section 1. When the form was first published,
numbers were transposed when employees completed and printed
Section 1 using a computer. If you notice incorrect numbers,
have the employee draw a line through the transposed number,
enter the correct number,
then initial and date the
change. Retain a written
explanation with Form
I-9 about the correction
to cover your bases in case
of an audit, and be sure
to download the correct
version of the form
(which was reposted Nov.
17, 2016) to use going
forward.
With immigration
enforcement efforts likely
to increase, it’s important
for employers to be
certain their forms and
procedures are complete.
This is intended as a high level overview of I-9 rules, so for specific
questions relevant to your situation, visit with an employment
practices expert. S
n With immigration
enforcement efforts
likely to increase, it’s
important for employers
to be certain their
forms and procedures
are complete.
STACY SMITH, CPA, is a shareholder of Mize Houser & Company,
P.A., a full-service accounting firm that provides the Elevanta
Accounting & Payroll Solution for FBS members.
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