Overview

Form I-9 is used to verify every employee’s identity and authorization to work in the United States.

If your company participates in E-Verify, Zeal can also electronically verify an employee’s work authorization by submitting information from the completed Form I-9 to the Department of Homeland Security (DHS) and the Social Security Administration (SSA).

This guide explains how Form I-9 and E-Verify work together, what employers are responsible for, and how the process is managed in Zeal.

Before You Begin

Before completing Form I-9, make sure:

• The employee has accepted their job offer.

• The employee has started or is scheduled to start work.

• Your company is enrolled in E-Verify (if applicable).

• The employee has access to their identity and employment authorization documents.

Understanding Form I-9 and E-Verify

Although they’re closely related, Form I-9 and E-Verify serve different purposes.

Form I-9

Form I-9 is a federal employment eligibility verification form completed for every newly hired employee.

It documents:

• The employee’s identity

• Their authorization to work in the United States

• The identity and work authorization documents they presented

Federal law requires employers to complete Form I-9 for every employee and retain the completed form.

E-Verify

E-Verify is an online system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA).

If your company participates in E-Verify, Zeal submits information from the completed Form I-9 to E-Verify, which compares it against government records to confirm the employee’s employment eligibility.

How the Process Works

The I-9 and E-Verify process consists of five steps.

Step 1: Employee Completes Section 1

On or before their first day of employment, the employee completes Section 1 of Form I-9.

This includes:

• Personal information

• Citizenship or immigration status

• Social Security Number (required for E-Verify)

• Electronic signature

Step 2: Employer Reviews Employee Documents

Within three business days of the employee’s first day of work, the employer reviews the employee’s identity and work authorization documents.

The employee must present either:

• One List A document, or

• One List B document and one List C document

Employers are responsible for determining whether the documents reasonably appear to be genuine and relate to the employee presenting them.

If documents are reviewed remotely, uploaded images should be clear and legible.

Related Article: 📄 Review Form I-9 Documents

Step 3: Employer Completes Section 2

After reviewing the employee’s documents, complete Section 2 of Form I-9.

This includes:

• Employee start date

• Document information

• Employer certification

Before submitting the information, Zeal validates the form for common errors. If any required information is missing, you’ll be prompted to correct it before the form can move forward.

Step 4: Zeal Submits the E-Verify Case

If E-Verify is enabled for your company, Zeal submits the completed Form I-9 information to E-Verify.

The information is compared against records maintained by:

• Department of Homeland Security (DHS)

• Social Security Administration (SSA)

Once processing is complete, E-Verify returns a case result.

Step 5: Review the Case Result

Most E-Verify cases receive one of the following results:

For instructions on responding to each result, see 📄 Resolve E-Verify Case Results

Employer Responsibilities

As the employer, you’re responsible for:

• Ensuring Form I-9 is completed on time.

• Reviewing employee identity and work authorization documents.

• Completing Section 2 within three business days of the employee’s first day of work.

• Responding appropriately to any E-Verify case results.

• Retaining Form I-9 records in accordance with federal requirements.

Troubleshooting

Why wasn’t my employee submitted to E-Verify?

Zeal may prevent submission if:

• Required information is missing.

• The employee’s start date is outside the allowed timeframe.

• Form I-9 contains validation errors.

• Required documents are incomplete or unreadable.

Correct the issue and resubmit the employee for verification.

Does every employer need to use E-Verify?

No. Participation in E-Verify depends on your organization’s requirements and applicable federal or state laws.

However, every U.S. employer must complete Form I-9 for newly hired employees.

Can I complete Form I-9 without an employee’s Social Security Number?

Yes, but if your company uses E-Verify, an SSN is required before an E-Verify case can be created. This may delay employment verification.

What Happens Next?

After Form I-9 has been completed and, if applicable, the E-Verify case has been resolved, the employee is ready to continue through onboarding and be included in payroll.

Related Articles

• 📄 Review Form I-9 Documents

• 📄 Resolve E-Verify Case Results

• 📄 Employee Onboarding Guide

• 📄 Create and Onboard Employees