Form I-9 is a document issued by the US Citizenship and Immigration Services. You use this form to document that you’ve verified your new employee’s identity and authorization to work in the US.
Both employees and employers must complete their respective sections of Form I-9. All employees must furnish proof of identification and employment authorization documents (see the list of acceptable documents on page 2 of Form I-9 using the Form I-9 link above).
Employers are required to keep a completed, signed, and dated Form I-9, along with all copies made of supporting documents for each employee for 3 years after the hire date, or 1 year after the date they end employment, whichever is later.
QuickBooks Online Payroll Premium and Elite customers can now leverage a new automated I-9 feature that enables employees and employers to complete the Form I-9 during employee onboarding to verify employment eligibility.
In order to use this new feature, QuickBooks Workforce must be enabled and configured for employee self-setup.
An automated flow will allow employers and employees to easily and accurately fill out, sign, and store completed Form I-9s and supporting documents in QuickBooks.
If you don’t already have a completed I-9 for your new employee, you and your employee can use the digital Form I-9 in QuickBooks. To start the process you need to Add the new employee to QuickBooks Online Payroll.
- Go to Payroll, then Employees.
- Select Add an employee.
- Enter your new employee’s name, email address, and hire date.
- Select Include employment eligibility Form I-9.
- Select Add employee and follow the directions from there.
At this point your employee will get an email invitation to set a QuickBooks Workforce account. As part of their QuickBooks Workforce self-setup, the new employee fills out their portion of Form I-9 to confirm their identity and eligibility for U.S. employment.
When the Employee starts to work the employee should bring their ID-confirming documents for photographic capture and addition to their record.
Within three days of the employee’s start date, employers must complete their part of the I-9 form in QuickBooks.
- Go to Payroll, then Employees.
- Select your employee.
- From Employment eligibility, select Start.
- Complete the form and upload copies of your employee’s documents.
The employees’ Form I-9 and ID-confirming documents will be stored in QuickBooks for safekeeping and can be accessed within the Documents tab of their profile.
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