How should businesses verify employee eligibility to work?

Employee Eligibility Verification in Tennessee

Businesses operating in Tennessee 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.

Steps to Verify Employee Eligibility

• 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 Documents: Employers must examine acceptable documents from the employee that establish identity and employment authorization. These documents include passports, driver’s licenses, Social Security cards, or other documents listed on the Form I-9.
• Retain Form I-9: Tennessee businesses must retain completed Form I-9 for all employees for either three years after the hire date or one year after employment ends, whichever is later.
• Use E-Verify (Optional but Recommended): While not mandatory in Tennessee, enrolling in the federal E-Verify system helps automate eligibility verification by electronically confirming employee information with government databases.

Operational Considerations

• Training HR Staff: Ensure hiring managers and HR personnel are trained on proper Form I-9 completion to avoid errors and compliance risks.
• Recordkeeping: Maintain secure and organized records of verification documents and Form I-9s to facilitate audits or inspections.
• Integration with Hiring Systems: Automate eligibility verification steps through your applicant tracking or HR management software to streamline hiring workflows.
• Compliance Updates: Stay informed about changes in federal immigration laws and verification requirements as of 2026 to maintain compliance.