How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Florida

Florida businesses must verify that new hires are legally authorized to work in the United States. This process ensures compliance with federal employment laws and avoids penalties.

Steps for Employee Eligibility Verification

• Complete Form I-9: All employers must have new employees complete the Form I-9, Employment Eligibility Verification, within three business days of hire. This form confirms the employee’s identity and work authorization.
• Review Acceptable Documents: Employers must review original documents presented by the employee that establish identity and employment authorization. These documents are listed on the Form I-9 and include options like a U.S. passport, permanent resident card, or driver’s license combined with a Social Security card.
• Retain Form I-9: Maintain completed Form I-9 records for all employees for at least three years after the date of hire or one year after employment ends, whichever is later. This is critical for compliance and potential audits.
• Use E-Verify (Optional but Recommended): Florida employers can voluntarily enroll in E-Verify, an online system that electronically checks Form I-9 information against federal databases to confirm eligibility. Some federal contractors and certain industries may require E-Verify participation.

Operational Considerations

• Training HR Staff: Ensure HR or hiring personnel are trained on completing Form I-9 accurately and understanding acceptable documents to avoid errors.
• Automation Tools: Utilize HR software that integrates Form I-9 completion and E-Verify to streamline the verification process and reduce manual errors.
• Recordkeeping Compliance: Implement secure and organized recordkeeping systems for storing Form I-9s and related documents to facilitate audits and inspections.
• Stay Updated: As of 2026, regularly review federal guidelines and updates from the U.S. Citizenship and Immigration Services (USCIS) to ensure ongoing compliance.