How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Washington

In Washington, businesses must verify that all new hires are legally authorized to work in the United States. This process is essential for 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: Examine original documents presented by the employee that establish identity and employment authorization. Acceptable documents are listed on the Form I-9.
• Retain Records: Keep completed Form I-9s for all current employees and for a specified period after employment ends (three years after hire date or one year after termination, whichever is later).
• Use E-Verify (Optional but Recommended): Washington employers can voluntarily enroll in E-Verify, a federal electronic system that confirms employee eligibility quickly and reduces risk of hiring unauthorized workers.

Operational Considerations

• Training: Train HR personnel on proper Form I-9 completion and document inspection to avoid common errors.
• Recordkeeping Compliance: Maintain secure and organized storage of I-9 forms to facilitate audits and inspections.
• Integration: Consider integrating Form I-9 and E-Verify processes into hiring software or HR management systems to automate verification and reduce administrative burden.
• Employee Classification: Ensure accurate classification of workers (employees vs. contractors) since verification requirements differ.

As of 2026, staying updated with any changes in federal verification requirements and Washington state employment laws is critical to maintaining compliance during hiring.