How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in North Dakota

Businesses in North Dakota must verify that all new employees are legally authorized to work in the United States. This process is essential for compliance and avoiding penalties.

Steps to Verify Employee Eligibility

• Complete Form I-9: Employers must have each new hire complete the Form I-9, Employment Eligibility Verification, no later than the first day of employment.
• Review Acceptable Documents: Employers must examine original documents presented by the employee that establish identity and employment authorization. Examples include a U.S. passport, permanent resident card, or driver’s license with a Social Security card.
• Retain Form I-9: Keep the completed Form I-9 on file for each employee 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): North Dakota employers can use the E-Verify system to electronically confirm employment eligibility. While not mandatory, it helps reduce errors and verify information quickly.

Operational Considerations

• Train HR Staff: Ensure hiring managers and HR personnel understand how to properly complete and review Form I-9 to avoid common mistakes.
• Maintain Compliance Records: Organize and securely store I-9 forms and related documents to facilitate audits or government inspections.
• Integrate with Payroll: Confirm employee eligibility before processing payroll to prevent unauthorized payments and potential legal issues.
• Stay Updated: As of 2026, periodically review federal guidelines and North Dakota-specific updates related to employment eligibility verification.