Reporting: I-9 Management

Electronic I-9 Solutions

All new hires must fill out a Form I-9, Employment Eligibility Verification, within the first 3 days of employment. Processing the forms can be time-consuming, resource-intensive and error-prone. Incorrect forms can result in stiff penalties and fines, and even debarment of government contracts. We can help.

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Let Us Help Manage Your I-9 Process

Combining two decades of I-9 experience with the latest paperless technology, the Maximus Tax Credit & Employer Services practice is the industry leader in I-9 processing and verification. Integrating our electronic I-9 management software with your standard hiring procedures will help you:

  • Onboard new hires quickly and accurately
  • Eliminate common violation risks
  • Fulfill hiring compliance

Helping employers to achieve compliance with all U.S. Department of Homeland Security guidelines, our electronic I-9 management software is easy to use. In just minutes, managers can verify each new hire’s information and sign the form electronically. Human errors are virtually eliminated due to validation checks, built right into the software, which prevent progress without first entering the proper information. You no longer have to worry about lost forms or forgotten signatures. You can feel confident that you are getting your I-9s done right the first time, saving time and valuable resources.

Estimate the potential fines you face for misfiled I-9s
Let Us Help Manage Your I-9 Process

Enjoy the benefits of a fully-automated, error-free process

Simple, fast, paperless I-9 processing

Our solution is accessible anywhere with an internet connection and immediately validates information such Social Security numbers and expiration dates and pre-populates information where possible. The software enables your managers to verify each new hire’s information and sign the form electronically in just a few minutes. It also reports the I-9 status of all new hires in real time.

Automation and oversight to improve accuracy and compliance

Our easy-to-use interface walks managers through the I-9 process step by step, providing alerts for all required information. Our software provides images of documentation to clarify any confusion and streamline the process. Maximus-trained auditors verify the I-9s to assure they are completed accurately and quickly. Additionally, to ensure your workforce is compliant, we track all employees with work authorization and provide reminders to your managers for re-authorization 90, 60 and 30 days prior to expiration. We also retain council that specializes in I-9 and immigration issues to advise your staff on unusual documentation and special situations.

Common I-9 form questions

  • What is an I-9 form?

    The question "what is an I-9 form" is a common one, especially for new businesses hiring employees for the first time or for employees looking for work for the first time in the U.S. Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States. This form must be completed by the employer and employee. Acceptable documents must also be provided by the employee that give evidence of employment authorization and identity. The employer will examine all documentation to determine they are genuine and valid. The form must be kept for a designated period of time and made available for inspection on request from authorized government officials.

  • How do I complete an I-9 form?

    If you are an employer or employee wondering how to complete an I-9 form, here are the basic steps for filling out each section. The form should be completed on the first day of work or before if possible and MUST be completed within three days of the employee's first day of work.

    The I-9 form has three sections; two to be filled out by the employer and one by the employee.

    • Section 1: The employee fills out the first section, entering their name, address, and birth date. They must also provide information on their legal status within the United States and their Social Security Number, if applicable. The form must be signed and dated by the employee. The employee will then need to present valid documentation to the employer. See further in this FAQ to see which documents are acceptable.
    • Section 2: Once the employer is satisfied that part 1 has been completed correctly and is in possession of acceptable documentation, they can fill out the final part of the form. The employer will need to include information, such as the employee's information, the date their employment started and information about the company.
    • Section 3: This section should only be completed if the employee previously verified is being rehired or requires re-verification.
  • What do I need for the I-9 form?

    If you are an employee wondering what you need for the I-9 form, you will need to be in possession of acceptable documentation that proves your identity and that you are authorized to work in the United States.

  • What are acceptable documents?

    It is the responsibility of the employer to examine all documentation provided as evidence of identity and employment authorization. But what are acceptable documents?

    All employees completing an I-9 must provide valid documentation to show their authorization to work in the United States and prove their identity. For an up-to-date list of acceptable documents, check the United States Citizenship and Immigration website.

  • How long do I keep I-9 forms?

    According to government legislation, employers need to retain original I-9 forms for three years after the hire date, or one year after the employee leaves the company. You should keep all forms separately away from other personnel records.

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