How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Utah

Businesses operating in Utah must verify that all employees are legally authorized to work in the United States. This is a critical step during the hiring process to ensure compliance with federal employment laws.

Steps to Verify Employee Eligibility

• Complete Form I-9: Employers must have each new employee complete Form I-9, Employment Eligibility Verification, on or before their first day of work.
• Review Acceptable Documents: Employers must examine original documents presented by the employee that establish identity and employment authorization. Utah businesses should familiarize themselves with the lists of acceptable documents provided by the U.S. Citizenship and Immigration Services (USCIS).
• Retain Form I-9: Maintain completed Form I-9s for all current employees and for former employees 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): Utah employers may use the E-Verify system to electronically confirm employee eligibility. While not mandatory for most businesses, E-Verify helps reduce hiring risks and streamline compliance.

Operational Considerations

• Training HR Staff: Ensure hiring managers and HR personnel understand the I-9 process and document requirements to avoid errors.
• Recordkeeping: Keep employee eligibility records organized and secure to facilitate audits or inspections.
• Automation Tools: Consider using HR software that integrates I-9 management and E-Verify to improve accuracy and efficiency.
• Compliance Monitoring: Regularly review hiring practices and documents to maintain compliance with federal regulations.

As of 2026, these steps remain essential for Utah businesses to legally hire and retain employees while minimizing risks related to unauthorized employment.