Form I-9 verifies that an employee is authorized to work in the United States.
Section 1 must be filled out by the employee no later than their first day. This can be completed before their start date if an offer has been made.
Section 2 must be reviewed and completed by the employer within three business days of the employee’s first day of work.
The updated “smart” PDF version of the I-9 limits fields until prior sections are completed, reducing common errors.
Keep I-9s separate from general personnel files, ideally in a dedicated master folder or binder. This ensures compliance with retention rules and makes it easier to remove and destroy expired forms once the legal retention period ends.
Many employers move a departing employee’s I-9 to a “terminated employees” section until the destruction date arrives.
No. Unless you participate in E-Verify, keeping document copies is optional. If you choose to retain copies, you must do so consistently for all employees and attach copies to the employee’s I-9.
Do not complete an I-9 for:
Usually no. USCIS recommends updating the original I-9 with the new name in Section 3, but a new form is not required.
Retain each I-9 for:
The federal Form W-4 tells employers how much federal income tax to withhold from an employee’s pay. All new hires must complete it, and current employees should update it annually or whenever major life changes affect their withholding.
Employees often seek advice on how to complete the form. You may provide general guidance, but the employee must make the final decisions. If an employee does not submit a W-4, employers must withhold at the highest default rate.
The redesigned W-4, introduced in 2020, no longer uses withholding allowances. Instead, the form now includes five steps, with Steps 2–4 completed only if applicable:
1. Personal information and filing status
2. Multiple jobs or working spouse
3. Claiming dependents
4. Other adjustments (other income, deductions, or extra withholding)
5. Signature and date
Under the Affordable Care Act, employers must give all new hires written information about their state’s Health Insurance Marketplace within 14 days of their start date, regardless of the employee’s benefits eligibility or enrollment status.
The CHIP notice provides information for employees who may qualify for state assistance with dependent health coverage. It includes contact details for state agencies that administer CHIP and related programs.
New York requires employers to report all newly hired and rehired employees. This requirement is separate from E-Verify. Reports must be submitted within 20 days of hiring and can be filed electronically.
New York’s wage payment laws require employers to provide new hires with clear information regarding pay rates, hours, benefits, pay schedules, and deductions. Employers must also maintain specific payroll and recordkeeping documentation.
Wage complaints are reviewed by the Wages and Child Labor Section of the NY Department of Labor.