How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Ohio

In Ohio, businesses must verify that all new employees are legally authorized to work in the United States. This process ensures compliance with federal and state regulations and helps avoid penalties.

Steps for Verifying Employee Eligibility

• Complete Form I-9: Employers must have each new hire complete the federal Form I-9, Employment Eligibility Verification, within three days of their start date. This form collects information to confirm the employee’s identity and work authorization.
• Review Acceptable Documents: Employers must examine original documents presented by the employee from the Lists of Acceptable Documents provided with Form I-9. These documents prove identity and employment authorization.
• 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): Ohio employers can use the federal E-Verify system to electronically confirm employee eligibility. While not mandatory for all employers, it is required for certain federal contractors and highly recommended to reduce compliance risks.

Operational Considerations

• Training HR Staff: Ensure HR or hiring managers are trained on proper Form I-9 completion and document review to avoid errors.
• Recordkeeping Compliance: Maintain secure and organized records of Form I-9s to facilitate audits and inspections.
• Employee Classification: Verify eligibility before classifying workers as employees or independent contractors to maintain compliance with payroll and tax obligations.
• Automation Tools: Consider using HR software that integrates Form I-9 management and E-Verify to streamline hiring workflows and reduce manual errors.

As of 2026, staying current with federal updates to Form I-9 and E-Verify procedures is essential for Ohio businesses to maintain compliance and operational efficiency.