How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Maryland

Businesses in Maryland must verify that all new hires are legally authorized to work in the United States. This process helps ensure compliance with federal and state employment laws.

Steps to Verify Employee Eligibility

• Complete Form I-9: Employers must have each new employee complete the Form I-9, Employment Eligibility Verification, within three days of hire. This form documents the employee's identity and work authorization.
• Review Acceptable Documents: Employees must present original documents proving their identity and employment authorization. Employers should examine these documents carefully to confirm they appear genuine and relate to the employee.
• Use E-Verify (Optional but Recommended): Maryland businesses can use the federal E-Verify system to electronically confirm the eligibility of new hires. While not mandatory for all employers, E-Verify can reduce the risk of hiring unauthorized workers.
• Maintain Records: Employers must retain completed Form I-9 for each employee for at least three years after the hire date or one year after employment ends, whichever is later. Proper recordkeeping supports compliance during audits or inspections.

Operational Considerations

• Train HR Staff: Ensure that human resources or hiring managers understand how to properly complete and review Form I-9 and handle documents.
• Integrate with Onboarding: Incorporate eligibility verification into your hiring and onboarding workflows for efficiency and compliance.
• Stay Updated: As of 2026, verify that you use the latest version of Form I-9 and follow current federal guidelines.
• Compliance Monitoring: Regularly audit your hiring records and processes to avoid penalties related to improper verification.