How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Georgia

Businesses operating in Georgia must verify that their employees are legally authorized to work in the United States. This process is essential for compliance with federal and state regulations and helps avoid penalties and fines.

Steps to Verify Employee Work Eligibility

• Complete Form I-9: Employers must have each new hire complete the Employment Eligibility Verification Form I-9 within three days of starting work. This form collects information and documentation proving identity and work authorization.
• Review Acceptable Documents: Employees must present original documents from the Lists of Acceptable Documents (List A, or List B and List C) outlined by the U.S. Citizenship and Immigration Services (USCIS). Employers must physically examine these documents to ensure they appear genuine and relate to the employee.
• Retain Form I-9: Maintain the completed Form I-9 for each employee for at least three years after the date of hire or one year after employment ends, whichever is later. Proper recordkeeping is critical for compliance inspections.
• Use E-Verify (Optional but Recommended): Georgia encourages employers to use the E-Verify system, a free, web-based tool that electronically confirms employee eligibility by comparing information from Form I-9 to government records. While not mandatory for all employers, E-Verify can reduce the risk of hiring unauthorized workers.

Operational Considerations

• Training HR Staff: Ensure hiring personnel understand how to properly complete and review Form I-9 and recognize acceptable documents.
• Automation Tools: Consider using HR software that integrates Form I-9 completion and E-Verify to streamline the hiring process and reduce errors.
• Compliance Monitoring: Regularly audit Form I-9 records and E-Verify results to maintain compliance with federal and state requirements.
• Employee Classification: Verify eligibility before classifying workers as employees or independent contractors to ensure proper tax and payroll handling.

As of 2026, staying current with federal updates to Form I-9 requirements and E-Verify policies is essential for Georgia businesses to maintain smooth hiring operations and compliance.