How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Oregon

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

Steps for Employee Eligibility Verification

• Complete Form I-9: Every new employee must fill out the federal Form I-9, Employment Eligibility Verification. This form collects employee identity and work authorization information.
• Review Original Documents: Employers must examine original documents that establish identity and employment authorization, such as a U.S. passport, permanent resident card, or driver's license with a Social Security card. Photocopies are not acceptable.
• Retain Form I-9: Keep the completed Form I-9 on file for at least three years after the date of hire or one year after employment ends, whichever is later.
• Use E-Verify if Applicable: While not mandatory for most Oregon employers, some federal contracts or industries require using E-Verify, an online system to confirm employee eligibility electronically.

Operational Considerations

• Timing: Employers must complete the Form I-9 within three business days of the employee’s first day of work.
• Consistent Application: Apply the verification process uniformly to all new hires to avoid discrimination claims.
• Recordkeeping: Maintain organized and secure records for audits or inspections.
• Training and Automation: Train HR staff on I-9 compliance and consider using automated systems to streamline verification and reduce errors.

As of 2026, staying updated on federal and Oregon-specific employment eligibility regulations is essential for smooth hiring operations and compliance.