How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Kentucky

Businesses operating in Kentucky must verify that all new hires are legally authorized to work in the United States. This process ensures compliance with federal and state employment regulations and helps avoid penalties.

Steps to Verify Employee Eligibility

• Complete Form I-9: Every new employee must complete the Employment Eligibility Verification form (Form I-9) within three business days of their start date. Employers should retain this form for inspection.
• Review Acceptable Documents: Employees must provide documentation proving identity and employment authorization. Common documents include a U.S. passport, permanent resident card, or driver’s license combined with a Social Security card.
• Use E-Verify (Optional but Recommended): Kentucky businesses can use the federal E-Verify system to electronically confirm an employee’s eligibility. While not mandatory for most employers, E-Verify helps automate verification and reduce errors.
• Maintain Records: Keep Form I-9 and related verification documents securely for at least three years after the hire date or one year after employment ends, whichever is later.

Operational Considerations

• Training and Compliance: Train HR personnel on proper I-9 completion and document inspection to avoid common mistakes.
• Automation Tools: Consider using HR software with integrated I-9 and E-Verify capabilities to streamline the hiring process.
• Employee Classification: Verify eligibility before classifying workers as employees or independent contractors to ensure proper tax and payroll compliance.
• State-Specific Regulations: Stay updated on Kentucky labor laws and any changes affecting employment eligibility verification.