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I-9 Form and Payroll and Immigration isuues

Posted by ken on Friday, December 26th, 2014

Easy, I-9 tracking for United States employer payroll issues!

Since the mid 1980’s I-9’s have been a key part of United State payroll documents. Keeping one on file for each employee has, for some been a daunting task.

Many employers have assumed that the I-9 is used to document non-citizens or migrant workers…not so. This document is needed for every employee that works for a company, business or farm.

Audits of businesses for verification of I-9’s for employees is quite common in some areas of the country and some types of businesses.

The purpose and function of the I-9 is for the most part an attempt to document that each employee is qualified to work in the United States. Over the years this documentation attempt has been a real challenge. Employers have slowly become aware of using the I-9. 

One major problem with the I-9 over the years has been, for the employer, how to verify that the documents provided on the I-9 are valid. For many years most employers took the stance that there was no reasonable way to verify document information. This verification situation has become easier as the e-verification process has been implemented. Each I-9 has a page for the employer to review and verify the information provided by the employee.

Department of Homeland Security –U.S. Citizenship and Immigration Services

A down loadable I-9 form with instructions is available at


What’s needed on the I-9 form, which is signed by the employee, subject to penalties for providing false information?

Employee personal information:  Full name, date of birth, U.S. social security number, address, phone number and email address (if applicable) 

Verification options that the employee is qualified to work in the United States. Items on Lists A

Or one from both, B, or C

I- 9 Form 2014

Keep copies of each of the documents to include with the I-9 form and or personal file.                Employers are required to keep copies for 3 years after employee leaves the firm.  A copy of documents does not replace the need to fill out the actual I-9 form.

Scan documents and save a digital file. (A word to the wise….keep digital copies in multiple locations, in addition to printed versions)

Here’s a sample of a payroll program that keeps the I-9 form data along with expiration dates and saved digital images of documents required by the I-9 form. These documents are part of the employee file.

 WinOne VB I-9 form

By Ken Stavast 12-2014.

Ken can be reached at cdizibpans@gmail.com

Ken is a graduate of Idaho State University with B.B.A and has been involved in accounting and payroll software development for small business, farmers, ranchers and agri-business since the mid 1980’s. For Information on payroll processing and I-9 documents visit: www.countrysidedata.com or www.zibpans.com

Categories: I-9 Information, Payroll, Small Business