Everything You Need to Know About Form I-9

What is an I-9 form?

Form I-9, Employment Eligibility Verification, is the federal form every U.S. employer must complete for every person they hire. Unlike the W-9 or W-4, it isn't a tax form and it has nothing to do with the IRS - it comes from U.S. Citizenship and Immigration Services, and its job is to confirm that you are who you say you are and that you're legally allowed to work in the United States. Zendocs provides the current 01/20/25 edition, ready to fill out online.

Why do I need to fill out an I-9 form?

Because federal law requires it. The Immigration Reform and Control Act obligates every employer, regardless of size, to verify the identity and work authorization of everyone on their payroll. For employees, it's simply part of onboarding - you can't be paid without one. For employers, it's a compliance document that ICE can demand on three business days' notice, with paperwork violations running north of $2,800 per form.

Which version of the I-9 is current?

This one matters more than usual right now. The current edition is 01/20/25, with an expiration date of 05/31/2027 - and as of August 1, 2026, it's the only version accepted for new hires. The older 08/01/2023 printing that expired 07/31/2026 is no longer valid for new completions, and using an outdated edition is itself a violation. The rule keys off the expiration date printed in the upper-right corner of the form, not the edition date, so that's the box to check. Forms your team completed on earlier editions stay valid - you don't need to redo them.

How do I fill out an I-9 form?

The I-9 is a two-party form: the employee fills out Section 1, the employer fills out Section 2. Here's how it goes in ZenDocs:

1. Open the I-9 in our editor (we've got the current 01/20/25 edition loaded)
2. Section 1 - The employee enters their name, address, date of birth, and Social Security number if applicable
3. Attest to citizenship or immigration status by checking one of four boxes: U.S. citizen, noncitizen national, lawful permanent resident, or an alien authorized to work
4. Sign and date Section 1 with our e-signature tool
5. Supplement A - Only if someone helped the employee prepare or translate the form
6. Section 2 - The employer records the documents the employee presented: one from List A, or one from List B plus one from List C
7. Enter document titles, issuing authorities, numbers, and expiration dates, then sign as the employer representative
8. Supplement B - Only for rehires or when work authorization needs reverification

Who needs to fill out an I-9 form?

Every employee hired in the United States after November 6, 1986, and every employer who hires them. It doesn't matter whether you're full-time, part-time, seasonal, or temporary, and it doesn't matter whether you're a U.S. citizen - citizens complete the form too. The one group that doesn't: independent contractors and freelancers, who complete a W-9 instead, since they aren't employees.

When don't I need an I-9 form?

You don't need one for independent contractors, for employees hired before November 7, 1986 and continuously employed since, for casual domestic work in a private home, or for employees working outside the United States. You also generally don't need a new form when someone is rehired within three years - Supplement B can often be used instead.

When is an I-9 form due?

This form has real deadlines, unlike the W-9. The employee must complete Section 1 no later than their first day of work for pay - it can be done earlier, once a job offer is accepted, but never later. The employer must complete Section 2 within three business days of that first day. Business days exclude weekends and federal holidays, so a Monday start means Section 2 is due by Thursday.

Can the I-9 be completed remotely?

Sometimes, and the rules are stricter than most people expect. Employers enrolled in E-Verify and in good standing may use the DHS alternative procedure: the employee transmits copies of their documents (front and back), the employer examines them over live video, and the Alternative Procedure box in Section 2 gets checked. That checkbox is not optional - ICE treats a missing one as a substantive violation. Employers not enrolled in E-Verify must have someone physically examine the original documents in person, though that person can be an authorized representative rather than an employee.

Where do I get a blank I-9 form?

Right here! ZenDocs has the current 01/20/25 edition ready to fill out. No need to hunt through USCIS pages or risk grabbing an expired printing from a stale bookmark.

How do I sign an I-9 form online?

Click the signature field in Section 1 or Section 2 and draw, type, upload, or photograph your signature. Both the employee and the employer representative sign their own sections. If your organization is relying on an electronic system as its official I-9 system of record, confirm that your retention and audit-trail setup meets the DHS electronic recordkeeping standards - ICE now treats electronic system deficiencies as substantive violations.

Where do I submit my completed form I-9?

Nowhere. This is the part that surprises people: the I-9 is never sent to USCIS, ICE, or any other agency. The employer keeps it on file and produces it only if the government requests an inspection. Store it separately from the general personnel file so an audit doesn't expose unrelated employee records.

How long do I need to keep an I-9?

Three years from the date of hire, or one year after employment ends - whichever date is later. Destroying forms too early creates risk, and so does keeping them longer than required, since every retained form is one more that can be cited during an inspection.