How Do Employers Fill Out I 9 Section 3?

2025-09-05 21:32:22 258

4 Answers

Gavin
Gavin
2025-09-06 00:52:45
If I’m answering quickly, here’s the practical version I follow: Section 3 gets used for a rehire within three years, a legal name change, or to reverify an employee’s authorization to work. First step — confirm you still have the original 'Form I-9'. For rehire, put the rehire date in Section 3 and sign. For name changes, record the new name and sign. For reverification, the employee must present an original acceptable document proving continued work authorization; write down the document title, issuing authority, number, and expiration date in Section 3, then sign and date as the employer or authorized representative.

A quick heads-up from experience: never ask which document they must bring, and don’t accept a List B document alone for reverification since it doesn’t prove authorization. If the original I-9 is older than the allowed period or the rehiring rules don’t apply, it’s better to start a new 'Form I-9'. That saves confusion and future headaches.
Jack
Jack
2025-09-06 04:52:02
Okay, here’s how I actually do Section 3 when someone needs rehire or reverification — I try to keep it practical and low-stress.

First, confirm I still have the original 'Form I-9' on file. Section 3 is only used when you’re rehiring within three years of the original hire date or when you need to record a name change or reverify work authorization. If it’s a rehire, I put the rehire date in the top box of Section 3; if it’s a name change, I write the employee’s new name in the space provided. For reverification, the employee brings in original documents that prove continued authorization to work (they choose which acceptable docs to present). I inspect the originals, then enter the document title, issuing authority, document number, and expiration date in Section 3. Finally I sign and date the certification area, and include my title or authority.

A few practical notes from my playbook: don’t ask for specific documents — let the employee pick from the acceptable lists. You cannot reverify with a List B document alone because that only proves identity, not work authorization. If the original Form I-9 is more than three years old or the situation is awkward, complete a new 'Form I-9' instead. When in doubt, I double-check USCIS guidance or ask someone more legally trained just to be safe.
Victoria
Victoria
2025-09-09 01:06:46
When I get called to update Section 3, I keep it straightforward: check whether this is a rehire within three years, a name change, or a reverification of work authorization. If it’s a rehire within that three-year window, I enter the rehire date in Section 3 and sign and date the employer certification. If the employee needs reverification because their authorization expired, they present an original acceptable document that shows continued work authorization. I examine the document, write down the document title, issuing authority, document number, and expiration date in Section 3, then sign and date.

One thing I always remind myself and others: employees choose which documents to show; you can’t demand a specific one. Also, you can’t reverify using a List B document alone because List B proves identity but not authorization. If a lot of time has passed since the original I-9 (usually more than three years or past rehiring limits), it’s cleaner to complete a fresh 'Form I-9' instead of misusing Section 3.
Kiera
Kiera
2025-09-10 06:51:16
I usually walk through Section 3 in a checklist order in my head, but this time I’ll describe it by the exact actions I take so it’s easy to replicate. Step one: pull up the employee’s original 'Form I-9' — Section 3 is only for rehiring within three years or for name changes and reverification. Step two: clarify the situation with the person — are they being rehired, have they changed their name, or has their work authorization expired? For a rehire, I add the rehire date in the box and complete the employer certification fields. For a name change, I enter the new name and sign/date. For reverification, the employee chooses an acceptable document showing continued employment authorization; I physically inspect the original, write the document title, issuing authority, document number, and expiration date into Section 3, then sign and date.

I like to finish by noting the review date in our HR notes and reminding the employee to alert us before any future expirations. Also, I avoid copying documents unless local law allows it — federal rules don’t require copies, but some states do. When anything seems unclear, I consult the latest USCIS instructions — that keeps my paperwork defensible and my headaches minimal.
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