How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Illinois

In Illinois, businesses must verify that new hires are legally authorized to work in the United States. This process is essential for compliance and avoiding penalties.

Steps for Verifying Work Eligibility

• Complete Form I-9: Employers must have each new employee complete the Form I-9, Employment Eligibility Verification, within three days of hire.
• Review Documents: Employers must examine acceptable documents that establish identity and employment authorization, such as a U.S. passport, permanent resident card, or driver's license combined with a Social Security card.
• Retain Records: Keep the completed Form I-9 on file for all employees for at least three years after the date of hire or one year after employment ends, whichever is later.
• Use E-Verify (Optional but Recommended): Illinois businesses can participate in the federal E-Verify system to electronically confirm employee eligibility. This can improve accuracy and reduce compliance risks.

Operational Considerations

• Train HR Staff: Ensure hiring managers and HR personnel understand the Form I-9 process and document requirements to prevent errors.
• Automate Compliance: Use HR software that integrates I-9 management and E-Verify to streamline recordkeeping and reduce manual errors.
• Stay Updated: As of 2026, monitor federal and Illinois state updates on employment verification requirements to maintain compliance.
• Maintain Confidentiality: Protect employee information collected during verification to comply with privacy standards.

Related Operational Topics

Alongside eligibility verification, Illinois employers should manage payroll registration, workers’ compensation insurance, and employee classification accurately to ensure full compliance with state employment laws.