Understand how Form I-9 works

Form I-9, issued by the USA Citizenship and Immigration Services, verifies a new team member’s identity and US work authorization. If you don’t already have a completed I-9 for your new team member, you can use the digital Form I-9 in QuickBooks Workforce Premium and QuickBooks Workforce Elite. 

Both you and your team member need to complete sections of Form I-9. Your employee also needs to show you identification and employment authorization documents (see the list of acceptable documents on page 2 of Form I-9). 

For help completing Form I-9, check out the Handbook for Employers: Guidance for Completing Form I-9 (M-274) and I-9 Central.

What you’ll need

• An active QuickBooks Workforce Premium or QuickBooks Workforce Elite subscription.
• The new team member’s name and email address.
• The new team member’s identification and employment authorization documents.

Send Form I-9 to an employee

When you onboard a team member, select the Self-onboard option to send them a digital Form I-9. Alternatively, use these steps to send the form outside of the initial onboarding flow:

1. Go to All apps , then Team, then Employees (Take me there).
2. Choose the specific team member.
3. Select the Documents tab.
4. Select Add Documents.
5. Choose Form I-9, then select Add.
6. Review the document preview and select Send Document.

Complete the employer section

Once your employee finishes their portion, you will receive a notification to complete your section. Employers must finish Section 2 within 3 business days of the hire date.

1. Go to All apps , then Team, then Employees (Take me there)..
2. Select your employee.
3. From the Employment eligibility section, select Start.
4. Complete the required fields and upload copies of the employee’s identification documents.

Alternatively, you can select Complete I-9 directly from the email notification you receive to finish the form.

Results

Your employee receives an email and task notification to complete their portion of the form through QuickBooks Workforce. After both parties sign, the digital record is stored securely in your payroll account.

Next steps

You must keep a completed, signed, and dated Form I-9 for every employee. Retain these records and all supporting document copies for 3 years after the hire date, or 1 year after employment ends, whichever is later.

Related links

• Employment Eligibility Verification 
• Handbook for Employers: Guidance for Completing Form I-9 (M-274)
• I-9 Central