How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Idaho

Businesses operating in Idaho must verify that all new hires are legally authorized to work in the United States. Proper verification helps maintain compliance with federal and state regulations and supports accurate payroll and tax reporting.

Steps to Verify Employee Eligibility

• Complete Form I-9 for Each New Hire: Employers must have every new employee complete the U.S. Citizenship and Immigration Services (USCIS) Form I-9 within three business days of their start date. This form documents the employee’s identity and work authorization.
• Review Acceptable Documents: Employees must present original documents from the Lists of Acceptable Documents on the Form I-9 instructions. Employers must examine these documents in person to confirm they appear genuine and relate to the employee.
• Use E-Verify for Additional Confirmation: While voluntary in Idaho, enrolling in the federal E-Verify program is recommended. E-Verify electronically confirms employment eligibility by comparing information from Form I-9 to government records.
• Retain Form I-9 Records: Keep completed Form I-9s on file for all employees for at least three years after the hire date or one year after termination, whichever is later. This supports compliance audits and recordkeeping requirements.

Operational Considerations

• Integrate Verification into Hiring Workflow: Automate Form I-9 completion and E-Verify checks where possible to reduce errors and streamline onboarding.
• Train HR and Hiring Managers: Ensure staff responsible for hiring understand the documentation requirements and the importance of timely verification.
• Maintain Compliance with Payroll and Tax Reporting: Accurate eligibility verification supports correct payroll tax withholding and reporting to Idaho and federal agencies.
• Stay Updated on Regulatory Changes: As of 2026, review USCIS and Idaho employment guidance regularly to ensure processes align with any updates to verification rules or documentation.