How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Rhode Island

Businesses operating in Rhode Island must verify that all new employees are legally authorized to work in the United States. This process is essential for compliance with federal requirements and to avoid penalties.

Step 1: Complete Form I-9

As of 2026, employers must have each new hire complete the Form I-9, Employment Eligibility Verification. This form collects information about the employee's identity and employment authorization.

• Employers must complete Section 2 of Form I-9 within three business days of the employee's start date.
• Acceptable documents for verification include U.S. passports, permanent resident cards, or certain combinations of identity and work authorization documents. Refer to the official List of Acceptable Documents on the USCIS website.

Step 2: Use E-Verify (Optional but Recommended)

Rhode Island businesses can optionally enroll in E-Verify, a federal online system that compares Form I-9 information against government records to confirm employment eligibility.

• While not mandatory statewide, E-Verify helps reduce hiring risks and can be a requirement for certain government contracts.
• Employers must follow E-Verify procedures carefully to avoid discrimination and comply with timing rules.

Additional Operational Considerations

• Recordkeeping: Retain completed Form I-9s for all employees for at least three years after the hire date or one year after employment ends, whichever is later.
• Training: Train HR personnel on proper Form I-9 completion and document review to prevent errors.
• Compliance: Regularly audit hiring practices to ensure ongoing adherence to federal and Rhode Island employment verification rules.
• Automation: Consider using HR software solutions that integrate Form I-9 management and E-Verify to streamline the process.