How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Arizona

Businesses operating in Arizona must verify that all new hires are legally authorized to work in the United States. This process is essential for compliance with federal and state employment regulations.

Steps for Employee Eligibility Verification

• Complete Form I-9: Employers must have every new employee complete the Form I-9, Employment Eligibility Verification. This form collects information about the employee’s identity and work authorization.
• Examine Documents: Review acceptable documents from the Lists of Acceptable Documents on the Form I-9 instructions. These documents prove identity and employment authorization, such as a U.S. passport, permanent resident card, or driver’s license with Social Security card.
• Retain Records: Keep completed Form I-9s on file for all employees for at least three years after the date of hire or one year after employment ends, whichever is later. Proper recordkeeping supports compliance during audits.
• Use E-Verify (Optional but Recommended): As of 2026, Arizona encourages employers to use the E-Verify system, a free online tool that cross-checks employee information against federal databases to confirm work eligibility quickly and accurately.

Operational Considerations

• Training: Train HR staff or hiring managers on proper completion and review of Form I-9 documents to avoid errors and potential penalties.
• Automation: Consider digital I-9 solutions to streamline form completion, document storage, and E-Verify submissions, improving efficiency and compliance.
• Compliance: Stay updated on federal and Arizona state employment laws related to eligibility verification to ensure ongoing compliance and avoid fines.
• Employee Classification: Verify eligibility for all classifications of workers, including full-time, part-time, contract, and temporary employees.