How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Pennsylvania

Businesses in Pennsylvania must verify that every new hire is legally authorized to work in the United States. This process is essential for compliance and avoiding penalties.

Steps for Employee Eligibility Verification

• Complete Form I-9: Employers must have each new employee complete the Form I-9, Employment Eligibility Verification, no later than the first day of employment.
• Review Acceptable Documents: Verify the employee’s identity and employment authorization by examining original documents from the Form I-9 List of Acceptable Documents.
• Retain Form I-9: Keep the completed Form I-9 on file for all current employees and for a specified period after employment ends, as required by federal guidelines.
• Use E-Verify (Optional but Recommended): Pennsylvania businesses can use the E-Verify system to electronically confirm employment eligibility. This system cross-checks employee information with federal databases.

Operational Considerations

• Training: Train HR personnel on proper Form I-9 completion and document review to reduce errors and ensure compliance.
• Recordkeeping: Maintain organized records of Form I-9s to facilitate audits and inspections.
• Automation: Consider using digital onboarding platforms that integrate Form I-9 completion and E-Verify to streamline hiring processes.
• Compliance Monitoring: Regularly audit your hiring practices to ensure ongoing adherence to federal and state requirements.

As of 2026, these steps remain the operational standard for verifying employee eligibility in Pennsylvania.