Understanding the Roles of I-9 Preparers and Translators- Essential Guide

What is a preparer or translator for I-9?

In the United States, the Form I-9 is a critical document used by employers to verify the identity and employment authorization of their employees. This form is part of the U.S. Citizenship and Immigration Services (USCIS) process and is required for all new hires, regardless of their citizenship status. However, understanding the roles of preparers and translators in the I-9 process is essential for employers to ensure compliance with the law and avoid potential penalties.

A preparer for the I-9 form is an individual who is authorized to assist an employee in completing the form. This person must be designated by the employer and is typically someone within the organization, such as a human resources representative or a manager. The preparer’s role is to provide guidance to the employee on how to fill out the form, but they cannot alter the information provided by the employee or fill out the form on behalf of the employee.

On the other hand, a translator for the I-9 form is an individual who is authorized to interpret the form and assist an employee who is not proficient in English. This person must also be designated by the employer and is typically someone who is fluent in both English and the employee’s native language. The translator’s role is to ensure that the employee understands the form and can complete it accurately, but they cannot fill out the form on behalf of the employee or alter the information provided.

It is important for employers to understand the distinction between preparers and translators, as well as the responsibilities associated with each role. Both preparers and translators must be designated in writing by the employer and must be authorized to assist employees with the I-9 form. Additionally, both must be trained on the requirements of the form and the proper procedures for completing it.

Employers should also be aware that there are certain requirements for preparers and translators to be considered authorized. For example, a preparer must be an employee of the company or an authorized agent of the employer, and a translator must be fluent in both English and the employee’s native language. Furthermore, both preparers and translators must be trained on the requirements of the I-9 form and must maintain accurate records of their training.

In conclusion, a preparer or translator for the I-9 form plays a crucial role in ensuring that employers comply with the legal requirements for verifying the identity and employment authorization of their employees. By understanding the roles and responsibilities of these individuals, employers can avoid potential penalties and maintain a compliant workforce.