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I-9 Form Updated – Make Sure You’re Prepared

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An updated Form I-9, Employment Eligibility Verification form was released by the U. S. Citizenship and Immigration Services on May 8, 2013.

I-9 Form timelineAs an employer you are required to complete a Form I-9 whenever you hire a new employee, so make sure that it is part of your New Hire Packet.  The employee must complete Section 1 of the I-9 on the day that you hire him and you must review the employee’s supporting documentation and complete Section 2 of Form I-9 within 3 business days of the hire date.  You can photocopy the documents that the employee provides you and you can keep them with the completed I-9 or store them with the employee’s records.

Important Note:  If you hire a person for less than 3 (three) business days, the entire form must be completed on the date of hire.

As a business owner, you are required to keep the completed Form I-9 on file for as long as the employee works for you.  Once the employee no longer works for you, you are still required to keep the completed form for a period of 3 years from the date of hire – OR – one year after employment is terminated; whichever is longer.


  • Newly updated Form I-9 – complete with basic instructions for completion.
  • Handbook for Employers – your complete guide to the I-9, includes information about document retention, unlawful discrimination and penalties for prohibited practices, E-Verify; the web-based verification companion for Federal contractors, frequent questions, and more
  • Our I-9 Completion Timeline Quick Reference guide

According to an article that I read in the CPA Practice Advisor:

Mistakes or missing information, whether intentional or not and which might have nothing to do with a worker being in the country illegally, can lead to stiff penalties. Employers can be fined from $110 to $1,100 per violation for failing to comply with the form’s requirements, according to U.S. Citizenship and Immigration Services. Penalties can be even steeper, up to $6,500 per violation, for participating in document fraud, or up to $16,000 for knowingly hiring an unauthorized worker.


About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert

I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.

QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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