Introduction

When it comes to employee onboarding in the United States, one of the most important tasks is verifying an employee’s eligibility to work. The I-9 form is a key part of this process, and the person responsible for ensuring its accurate completion is known as an I-9 authorized representative. In this article, we will dive into the role of I-9 authorized representatives, the steps involved in the verification process, and why having a qualified representative is crucial for every business.

What is an I-9 Authorized Representative?

An I-9 authorized representative is a person designated by the employer to complete Section 2 of the I-9 form. This form is used to verify an employee’s identity and authorization to work in the U.S. The representative’s role is to review the documentation provided by the employee to ensure that it meets the legal requirements outlined by the U.S. Citizenship and Immigration Services (USCIS).

It’s important to note that an I-9 authorized representative does not need to be an HR professional or legal expert, but they must be knowledgeable about the I-9 verification process to ensure compliance with federal regulations.

The Responsibilities of an I-9 Authorized Representative

1. Verify Documents

The I-9 representative is responsible for reviewing the employee’s documents to confirm their identity and eligibility to work in the United States. The documents presented must be from the list of acceptable documents outlined by the USCIS. The representative must ensure that the documents are genuine, unexpired, and meet the necessary criteria.

2. Complete Section 2 of the I-9 Form

Once the documents are verified, the I-9 authorized representative fills out Section 2 of the form. This section includes details such as the employee’s name, date of birth, and the information from the documents presented. The representative must complete this section in a timely and accurate manner to ensure compliance with I-9 requirements.

3. Ensure Non-Discriminatory Practices

One of the key roles of an I-9 authorized representative is to ensure that the verification process is carried out fairly. They should not make distinctions based on the employee’s citizenship status, national origin, or appearance. Discriminatory practices during the I-9 process can result in penalties under the Immigration and Nationality Act (INA).

4. Keep Records and Stay Compliant

The I-9 form must be kept on file for a specified period—either three years from the employee's hire date or one year from their termination date, whichever is later. The I-9 authorized representative is responsible for maintaining these records in a secure manner and ensuring that they are available for inspection by federal authorities if necessary.

Why Your Business Needs a Qualified I-9 Authorized Representative

1. Legal Compliance

The I-9 form must be completed correctly and within the required timeframe. An experienced I-9 authorized representative ensures that all forms are completed in compliance with USCIS regulations, reducing the risk of penalties and audits.

2. Preventing Errors and Delays

An I-9 authorized representative is trained to identify potential issues with the I-9 form and documents before they become a problem. This can help prevent delays in the hiring process and minimize errors that could lead to non-compliance.

3. Streamlined Onboarding

With a qualified I-9 authorized representative handling the verification process, your onboarding process will be more efficient and organized. This allows new employees to begin their roles without unnecessary delays and ensures that your business remains compliant from day one.

Conclusion

I-9 authorized representatives play an essential role in ensuring that your business complies with U.S. immigration laws. By verifying documents, completing the I-9 form, and maintaining records, they help streamline the employee onboarding process and reduce the risk of penalties. Whether you appoint someone in-house or hire an external expert, it’s crucial to have a knowledgeable and reliable I-9 representative handling your company’s employee verification process.