Employees must complete every applicable field in Section 1 of the Form I-9 with the exception of the fields requesting the employees’ telephone number, e-mail address, and Social Security number. However, an employee must enter his or her Social Security number if the employer participates in E-Verify. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. The instructions state when an employee may use N/A or must use N/A. Required fields must be completed with either the information requested or N/A.
Employees with two last names or a hyphenated last name must include both names in the last name field of the Form I-9. The Handbook for Employers (M-274) page 4 and Form I-9, page 1, section 1 provides specific instructions on completing the last name field on the Form I-9. If an employee enters two last names in Section 1, but presents a document that only displays one of those last names, the document he or she presents for Section 2 is acceptable as long as you are satisfied that the document appears genuine and relates to the employee.
Your employee should provide all other legal names used, including maiden name if applicable. If needed, your employee may write any additional legal names on the form where it best fits and does not interfere with other information on the form. Including the information in a signed and dated attachment is also acceptable.
“D/S” should be written in Section 1 when applicable (e.g., F-1 nonimmigrant student engaging in on-campus employment; nonimmigrant admitted under the Compact of Free Association Between the United States and the Federal States of Micronesia or the Republic of the Marshall Islands).
The full Mexican or Canadian address should be entered in Section 1 using the boxes for Address, City or Town, State and Zip Code. If additional space is needed, the employee may write information, such as the country, on the form near the address data fields where it best fits and does not interfere with other information on the form, or in a signed and dated attachment that includes an explanation regarding why extra space was needed for the address.
No. Although it is your responsibility as an employer to ensure that your employees fully complete Section 1 by the time employment begins, the employee is not required to present a document to complete this section. When you complete Section 2, you may not ask to see a document with the employee’s Alien Number or Admission Number or otherwise specify which document(s) an employee may present. To do so may violate the anti-discrimination provision of the INA.
A minor may act as a preparer/translator for Form I-9. USCIS recommends that employers use their discretion in determining if the minor understands the legal consequences of signing the Preparer/Translator Certification.
You may help an employee who needs assistance in completing Section 1 of Form I-9. However, you must also complete the Preparer and/or Translator Certification block. The employee must still sign the certification block in Section 1.