StartEaseHelp / Payroll glossary
What is Form I-9?
Form I-9 shows who an employee is and that they may work in the United States.
What is Form I-9?
Form I-9 shows who an employee is and that they may work in the United States. The employee fills in Section 1 no later than the first day of work, and the employer completes Section 2 within 3 business days after the first day.
Why does it matter?
Every new employee needs an I-9, US citizens too. It is the employer's record that identity and permission to work were checked.
The dates matter: Section 1 by the first day of work, and Section 2 within 3 business days after it.
The key facts
| Fact | What it means |
|---|---|
| Section 1 | The employee fills it in, in StartEase, no later than the first day of work. Nothing to upload: the employee types and picks. |
| Section 2 | The employer completes it after looking at the employee's original documents, in person, within 3 business days after the first day. |
| Documents | One from List A, or one from List B plus one from List C. They must be originals and not expired. Photocopies are not accepted. |
| Who chooses | The employee. The employer cannot tell the employee which documents to show. |
| Filed with the government? | No. The employer keeps it for 3 years after the first day of work, or 1 year after employment ends, whichever is later. |
How does it work in StartEase Payroll?
- The employee opens My profile and goes to Form I-9, Section 1.
- Choose the work-authorization status, enter any extra boxes that status shows, and enter the date signed.
- The employee shows original documents in person within 3 business days after the first day.
- The employer records the documents and signs Section 2. StartEase tracks the status so the date is not missed.
Common mistakes
- Signing Section 1 after the first day of work.
- Telling the employee which documents to bring.
- Accepting photocopies or expired documents.
- Expecting an upload or an approval step like the W-4. There is none for the I-9.
Related guides
Fill in your Form I-9, box by box and New-hire checklist for employers
Sources (government sites)
Next: What is Form W-4?