Form I-9 Guide for 2026: Current Edition and How to Complete It

Every employer must complete a Form I-9 for each new hire. Employees complete Section 1 by their first day of work, and employers complete Section 2 within three business days. Use the current edition (01/20/25, expiring 05/31/2027) or another version showing a 05/31/2027 expiration date, keep each form for the required period, and use Supplement B for reverification.

*Source: USCIS

The Form I-9 looks simple, but it is one of the easiest places for an employer to get fined. A missed deadline, the wrong edition, or a document recorded incorrectly can turn into a penalty on every form that repeats the mistake.

At Lift HCM, we help employers run onboarding and employment verification every day, so we know where businesses get tripped up. This guide walks through the current edition, who must complete the form, which documents are acceptable, each step of the process, and how to keep your files audit-ready, so you can handle every new hire with confidence.

Key Takeaways

• Use the right edition. The current edition is dated 01/20/25 and shows a 05/31/2027 expiration date.
• Watch two deadlines. Section 1 is due by the employee's first day of work, and Section 2 is due within three business days.
• Never dictate documents. Employees choose which acceptable documents to present.
• Retain every form. Keep it for three years after hire or one year after employment ends, whichever is later.
• Remote checks have rules. The remote document option is only for E-Verify employers in good standing.

Table of Contents

• What is I-9 Form?
• Which Edition of Form I-9 Should You Use in 2026?
  
• Who Must Complete Form I-9?
• Which Documents Are Acceptable for Form I-9?
• How Do You Fill Out Form I-9?
• Can You Verify Documents Remotely?
• Does Form I-9 Need a Physical Signature?
• What Mistakes Cause I-9 Fines?
• What Should Illinois Employers Know About Form I-9?
• What Should Employers Do Next?
• Frequently Asked Questions
• Your Next Step Toward I-9 Confidence

What is I-9 Form?

Form I-9, officially called Employment Eligibility Verification, is the federal form every U.S. employer must complete for each person hired to work in the United States. It verifies both identity and authorization to work, whether the employee is a U.S. citizen or a noncitizen. Congress created the requirement through the Immigration Reform and Control Act of 1986 to prevent the hiring of unauthorized workers.

The form is not filed with USCIS or ICE. Instead, you keep it on file and produce it if the government requests an inspection.

Which Edition of Form I-9 Should You Use in 2026?

Use the current edition, which has an edition date of 01/20/25 and an expiration date of 05/31/2027. You can find the edition date in the bottom left corner of the form and the expiration date in the top right corner. The 08/01/23 edition with an extended 05/31/2027 expiration date is also still accepted by USCIS, but the older printing that showed a 07/31/2026 expiration date is no longer acceptable. Standardizing on the 01/20/25 edition keeps things simple.

If you use electronic I-9 software, confirm that your provider has updated the form edition and expiration date. For the latest on penalties and E-Verify changes, read our companion article on Form I-9 and E-Verify updates for 2026.

Who Must Complete the Form I-9?

Every employee hired to perform work in the United States in exchange for pay must complete Form I-9. That includes full-time, part-time, and seasonal workers, and it applies to citizens and noncitizens alike. Independent contractors do not complete the form, though misclassifying an employee as a contractor can create other problems.

Both sides have a job. The employee completes Section 1, and the employer examines the documents and completes Section 2. Employers are responsible for the accuracy of the whole form, even though employees fill out their own section.

Which Documents Are Acceptable for Form I-9?

Employees prove identity and work authorization by presenting documents from three lists. They choose either one document from List A, or one document from List B plus one document from List C.

List A: Identity and Work Authorization

• U.S. passport or passport card
• Permanent Resident Card (Form I-551)
• Employment Authorization Document with a photo (Form I-766)
• Foreign passport with Form I-94 or I-94A showing authorization to work, or with a temporary I-551 stamp
• Passport from the Federated States of Micronesia or the Republic of the Marshall Islands with Form I-94A

List B: Identity Only

• Driver's license or state ID card with a photo or identifying information
• ID card issued by a federal, state, or local government agency
• School ID card with a photo
• Voter registration card
• U.S. military card or draft record, or a military dependent's ID card
• U.S. Coast Guard Merchant Mariner card
• Native American tribal document
• Driver's license issued by a Canadian government authority

List C: Work Authorization Only

• Social Security card, unless it says "Not Valid for Employment"
• Certification of Birth Abroad (Form FS-545) or Certification of Report of Birth (Form DS-1350)
• Original or certified copy of a birth certificate with an official seal
• Native American tribal document
• U.S. Citizen ID Card (Form I-197) or Resident Citizen ID Card (Form I-179)
• Employment authorization document issued by the Department of Homeland Security

Special rules apply to workers under 18 who cannot present a List B document. Always check the current List of Acceptable Documents on the USCIS website. Examine original documents, not photocopies, and make sure they appear genuine and relate to the person presenting them. You may not specify which documents an employee must show, because doing so can be unlawful discrimination.

How Do You Fill Out Form I-9?

Breaking the process into steps makes it easier to manage and audit.

• Employee completes Section 1. The employee enters their name, address, date of birth, and citizenship or immigration status, and signs. A Social Security number is optional unless you use E-Verify. Section 1 must be completed no later than the employee's first day of work for pay.
  
  
• Employer completes Section 2. You examine the employee's documents and record the document title, issuing authority, number, and expiration date. Complete Section 2 within three business days after the employee's first day of work.
  
  
• Retain the form. Keep each Form I-9 for three years after the hire date or one year after employment ends, whichever is later. You may store forms on paper or electronically, but you must be able to produce them quickly if asked. Many employers keep I-9s in a separate file from personnel records.
  
  
• Reverify when needed. If an employee's work authorization expires, complete Supplement B of the current form before it expires. Reverification is not needed for U.S. citizens or lawful permanent residents.

Employees who need help can use a preparer or translator, who completes the related supplement. Employers outside Puerto Rico should use the English version of the form.

Can You Verify Documents Remotely?

Yes, but only under specific conditions. Employers enrolled in E-Verify and in good standing can use the DHS-authorized alternative procedure to examine documents by live video instead of in person. You must check the alternative procedure box on the form, keep copies of the documents, and apply the option consistently, either to all employees or to all remote employees, without discriminatory intent. Employees who cannot use the option must be allowed to present documents in person.

Employers that are not enrolled in E-Verify must examine original documents physically, in the presence of the employee or an authorized representative.

Does Form I-9 Need a Physical Signature?

It depends on the format. On a paper form, both the employee and the employer sign by hand. If you use an electronic I-9 system, electronic signatures are allowed as long as the system meets federal standards, which require that signatures are secure, verifiable, and tied to the correct form.

What Mistakes Cause I-9 Fines?

Fines are assessed per form, currently from $288 to $2,861 each, and the range is adjusted for inflation every year. In March 2026, ICE also changed how it classifies errors, so mistakes that used to be fixable during an inspection can now be fined right away. The most common problems are:

• Late Section 2: missing the three-business-day deadline.
• Incomplete entries: leaving out document numbers, expiration dates, or the date of hire.
• Wrong edition: using an outdated form.
• Requesting specific documents: telling an employee to bring a passport or green card.
• Poor retention: losing forms or disposing of them too early.
• Remote check errors: skipping the alternative procedure box or not keeping documents.

An internal audit is the best protection. Our guides on I-9 audits and onboarding compliance explain how to run one.

What Should Illinois Employers Know About Form I-9?

Illinois adds its own rules. Under the state's Right to Privacy in the Workplace Act, employers may not use E-Verify to pre-screen applicants or to check current employees, and must follow added notice and training rules if they are enrolled. Illinois employers must also notify employees within 72 hours of receiving notice of an I-9 inspection. The law has been amended since it took effect and has faced a federal legal challenge, so confirm current requirements with the Illinois Department of Labor or counsel.

What Should Employers Do Next?

Use this short checklist to tighten your process.

• Confirm you use the 01/20/25 edition, including in electronic systems.
• Train everyone who completes Section 2 on the three-business-day deadline.
• Audit existing I-9s for missing or incorrect entries.
• Review how you store and retain forms.
• If you use a third-party provider, confirm it follows these rules and can produce records during an audit.
• Talk with immigration counsel before deciding whether to enroll in E-Verify.

At Lift HCM, paperless I-9s and digital onboarding live in the same platform as payroll, so new hire data flows through without re-keying and your records stay organized.

Frequently Asked Questions

Q: What is the current version of Form I-9?

A: The current edition is dated 01/20/25 and shows a 05/31/2027 expiration date. Check uscis.gov/i-9 for any updates.

Q: Who fills out Form I-9?

A: Both parties do. The employee completes Section 1 and the employer completes Section 2 after examining documents.

Q: When is Form I-9 due?

A: Section 1 is due by the employee's first day of work for pay. Section 2 is due within three business days after the first day of work.

Q: How long must employers keep Form I-9?

A: Three years after the hire date or one year after employment ends, whichever is later.

Q: Can employers ask for specific documents?

A: No. Employees decide which acceptable documents to present. Requiring a specific document can be discrimination.

Q: Can I complete Form I-9 remotely?

A: Only if you are enrolled in E-Verify and in good standing and follow the alternative procedure. Otherwise, you must examine documents in person.

Q: How do I reverify an employee's work authorization?

A: Complete Supplement B of the current Form I-9 before the employee's work authorization expires.

Q: Is a physical signature required on Form I-9?

A: Only on paper forms. Electronic systems can use electronic signatures if they meet federal standards.

Your Next Step Toward I-9 Confidence

Form I-9 mistakes often start small: a late signature, an outdated form, or a record that never made it into the file. Now you know which edition to use, who completes each section, which documents are acceptable, and how long to keep every form.

Next, review your current I-9 files and your onboarding process, and fix gaps before an audit finds them. If you want help, Lift HCM combines HR administration with digital onboarding so the right forms are completed and stored correctly from day one. Explore our HR administration solutions to see how we can take this off your plate.

Disclaimer: This information is for educational purposes only and is not intended to replace legal counsel. Penalty amounts are adjusted for inflation and requirements can change, so confirm current rules with USCIS, ICE, your state labor department, or counsel.