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Avoiding Common Errors

Common Mistakes Every Employer Needs to Avoid

 Employers should review Forms I-9 carefully immediately after completion to make sure they don’t make these common mistakes.

 In Section 1, common mistakes made by the employee include:

  • No employee printed name, maiden name (if applicable), address or date of birth.
  • No “A” number for an employee who selects “A Lawful Permanent Resident.”
  • No “A” number or admission number for an employee who selects “An alien authorized to work until.”
  • No employee signature or attestation date.
  • Not completing Section 1 by the time the employee began work for pay.
  • Not checking a box to indicate whether the employee is attesting to be a citizen or national of the United States, a lawful permanent resident, or an alien authorized to work until a specified date—or checking multiple boxes attesting to more than one of the above.
  • No preparer and/or translator name, address or signature (if applicable).
  • No date in the preparer and/or translator certification box (if applicable). 

In Section 2, common mistakes made by the employer include:

  • No acceptable List A document or acceptable List B and List C documents recorded on the form.
  • No document title, issuing authority, number(s) or expiration date for the documentation presented.
  • No business title, name or address.
  • No date for when employment began.
  • No employer signature, printed name or attestation date.
  • Not completing Section 2 by the third business day after the date the employee started work for pay, or, if the employee is hired for three business days or less, at the time the employee started work for pay.

In Section 3, common mistakes made by the employer include:

  • No document title, number or expiration date for the acceptable documentation presented.
  • No date of rehire, if applicable.
  • No new name, if applicable.
  • No employer signature or date.
  • Completing section 3 after the employee’s work authorization expired.

General Tips for Completing Forms I-9

When completing Form I-9, employers should ensure that:

  • The information on the form is clear and can be read.
  • The date entered in Section 2 as the date the employee began work for pay matches the date in the payroll records.
  • Highlighting marks, hole punches and staples do not interfere with an authorized official’s ability to read the information on the form.
  • Copies of the documentation retained with Form I-9 are legible, if copies of documentation are made.
  • Abbreviations will be understood if the forms are inspected. Unless an abbreviation is widely known, don’t use it.
  • All applicable sections of the form are completed.
  • The current version of the Form I-9 is used.
  • The English version of the form is completed, unless the form is being filled in Puerto Rico. (They can complete the Spanish version.)

E-Verify improves the integrity and accuracy of the employment eligibility verification process and may help employers recognize some common mistakes when completing the employment verification process.



Last updated: 05/13/2011