How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in North Carolina

Businesses operating in North Carolina 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 Employment Eligibility Verification Form I-9 no later than the first day of employment. This form confirms the employee’s identity and work authorization.
• Review Acceptable Documents: The employee must present original documents from the Lists of Acceptable Documents (List A, or List B and List C) that establish identity and employment authorization. Employers should examine the documents carefully to ensure they appear genuine and relate to the employee.
• Retain Form I-9: Employers must retain the completed Form I-9 for each employee for at least three years after the date of hire or one year after employment ends, whichever is later. Proper recordkeeping supports compliance audits.
• Use E-Verify (Optional but Recommended): North Carolina encourages employers to use the federal E-Verify system to electronically confirm employment eligibility. This system compares information from Form I-9 to government records for added verification.

Operational Considerations

• Training: Train HR and hiring staff on proper Form I-9 completion and document review to avoid errors and compliance issues.
• Non-Discrimination: Apply verification procedures consistently to all employees to prevent discrimination claims.
• Automation: Consider using HR software that integrates Form I-9 management and E-Verify to streamline hiring workflows and maintain accurate records.
• Compliance Updates: As of 2026, stay informed of any changes in federal or North Carolina employment verification requirements to adjust processes accordingly.