How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Wisconsin

In Wisconsin, businesses must verify that all new hires are legally authorized to work in the United States. This process is essential for compliance and avoiding penalties.

Steps to Verify Employee Eligibility

• Complete Form I-9: Employers must have each new employee complete the Employment Eligibility Verification (Form I-9) within three business days of their start date. This form confirms the employee’s identity and work authorization.
• Review Acceptable Documents: Employers must examine original documents presented by the employee that establish identity and employment authorization. Wisconsin employers should use the list of acceptable documents provided with Form I-9.
• Retain Form I-9: Keep the completed Form I-9 on file for each employee 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): Wisconsin employers can use the federal E-Verify system to electronically confirm employee eligibility. This system compares information from Form I-9 with government records.

Operational Considerations

• Training HR Staff: Ensure hiring managers and HR personnel understand how to properly complete and review Form I-9 to avoid errors and delays.
• Recordkeeping: Maintain organized records of Form I-9s and any E-Verify case results to support compliance audits.
• Integration with Hiring Systems: Automate Form I-9 completion and E-Verify submissions when possible to streamline onboarding and reduce manual errors.
• Employee Classification: Confirm that all classifications (full-time, part-time, contractors) undergo eligibility verification as required by federal law.

As of 2026, these verification steps remain critical for Wisconsin businesses to maintain compliance with federal hiring regulations and ensure a lawful workforce.