How should businesses verify employee eligibility to work?

Verifying Employee Eligibility to Work in Illinois

When hiring employees in Illinois, businesses must verify that each new hire is legally authorized to work in the United States. This process is essential for compliance with federal and state employment regulations and helps avoid penalties related to unauthorized employment.

Step-by-Step Verification Process

• 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 work. The employer is responsible for reviewing and verifying the employee’s identity and work authorization documents.
• Acceptable Documents: Employees must present valid documents from the Lists of Acceptable Documents provided on the Form I-9 instructions. These include documents such as a U.S. passport, permanent resident card, or a combination of a driver’s license and Social Security card.
• Retain Form I-9: Employers must retain 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.
• Use E-Verify if Applicable: Illinois does not mandate E-Verify for all employers, but certain federal contractors or businesses in specific industries may be required to use this electronic verification system. Voluntary use of E-Verify can help confirm employment eligibility quickly and reduce risk.

Operational Considerations

• Training HR Staff: Ensure hiring managers and HR personnel are trained on proper Form I-9 completion and document review to avoid common errors.
• Integrate with Payroll: Link employee eligibility verification with payroll and tax reporting systems to maintain accurate records and ensure compliance with tax withholding requirements.
• Maintain Confidentiality: Store verification documents securely to protect employee privacy and comply with recordkeeping regulations.
• Stay Updated: As of 2026, regularly review federal and Illinois-specific hiring compliance updates to adjust verification processes accordingly.