Form I-9 (Employment Eligibility Verification) in Reno, Nevada (2026)
You cannot legally employ a single person—including yourself as owner—without completing the federally mandated Form I-9, Employment Eligibility Verification, for each hire. The U.S. Citizenship and Immigration Services (USCIS) requires this form, also known as the Employment Eligibility document, to be on file for every employee. Key facts:
- 128 fields — ApronPrep auto-fills 106 with your business and employee data.
- $0–$0 in government filing fees.
- Varies processing and retention timeline (you must retain the form for the duration of employment plus 3 years).
Analyzed from Form I-9 (Employment Eligibility Verification)
83% from one compliance interview
Manual entry or document upload required
Why You Need a Form I-9 (Employment Eligibility Verification)
The Form I-9 is a federal requirement for all employers in Reno, Nevada, and across the United States. Its legal basis is the Immigration Reform and Control Act (IRCA) of 1986, codified into the Immigration and Nationality Act (INA). This federal law mandates that every employer, regardless of size or industry, must verify the identity and employment authorization of every new hire to ensure a legal workforce. The requirement is enforced by U.S. Immigration and Customs Enforcement (ICE) under the Department of Homeland Security. There is no local Reno or Nevada-specific variance; this is a uniform federal compliance obligation for which your restaurant is fully responsible.
Incorrect, incomplete, or missing I-9 forms carry significant, immediate consequences for your restaurant. Based on current DHS regulations and ICE enforcement actions, penalties include:
- Civil fines ranging from $252 to $2,507 for each substantive paperwork violation (e.g., missing signature, incorrect document) on a first offense, and fines up to $25,076 per violation for repeat offenders.
- Increased audit risk from ICE, which can lead to a full-scale I-9 inspection, requiring you to produce forms for your entire workforce within 3 business days.
- Knowingly hiring or continuing to employ unauthorized workers can result in criminal penalties, including fines and potential imprisonment.
- Business disruption from a cease-and-desist order, loss of government contracts, and reputational damage that can affect lease agreements and insurance premiums.
Legal code: Immigration and Nationality Act (INA), Immigration Reform and Control Act (IRCA)
Recent update: The latest version of Form I-9 (rev. 08/01/2024) must be used for all hires starting May antiviral 1, 2025; key changes include a checkbox for employers using E-Verify and updated guidance on remote document inspection procedures.
Who Needs a Form I-9 (Employment Eligibility Verification)?
| Type | Required | Notes |
|---|---|---|
| Restaurant (Full-Service) | Required | Required for all employees hired after November 6,1634 under the Immigration Reform and Control Act (IRCA), with no exemptions based on revenue or size. |
| Bar / Nightclub | Required | Required for all hired employees, as IRCA applies to all employers regardless of industry; there is no hospitality-specific exemption. |
| Food Truck | Required | Required; the I-9 mandate applies to all food service employers in the U.S., including mobile operations with employees. |
| Coffee Shop / Café | Required | Required for every employee hired, per federal regulation 8 CFR 274a.2; no threshold exempts small coffee shops. |
See which restaurant types need this requirement — and which don't.
See Full Requirements →Field-by-Field Guide (128 Fields)
106 of 128 auto-filledAlien Authorized to Work
checkboxSelect this box only if the employee is a non-U.S. citizen who has presented a document from List A (or a combination from List B and C) that specifically grants work authorization, such as a Form I-766 (EAD) or a foreign passport with a valid I-94.
COMMON MISTAKE: Selecting this box when the employee is a U.S. Citizen or Lawful Permanent Resident, or selecting it without verifying the presented document explicitly provides work authorization.
Lawful Permanent Resident
checkboxSelect this box if the employee has presented a permanent resident card (Form I-551, 'Green Card') as proof of identity and employment authorization.
COMMON MISTAKE: Selecting this box based on an expired or damaged Green Card, or checking it while the employee presents only a foreign passport without an I-551 endorsement.
Noncitizen National
checkboxSelect this box only if the employee is a noncitizen national of the United States (e.g., born in American Samoa or Swains Island) and has presented a U.S. passport or other evidence of noncitizen national status.
COMMON MISTAKE: Confusing this status with Lawful Permanent Resident or Alien Authorized to Work, which are distinct categories requiring different documents.
U.S. Citizen
checkboxSelect this box if the employee has established their identity and employment authorization with a U.S. passport, passport card, certificate of citizenship, or other proof from Lists B and C as a U.S. citizen.
COMMON MISTAKE: Failing to examine the presented U.S. passport for expiration, or selecting this box when the employee presents only a driver's license (List B) without a Social Security card (List C).
Reverif 1 - Alternative Procedure
checkboxSelect this box on a new Section 2 if you used the DHS-authorized remote document examination (alternative procedure) for this employee's first verification, and are now completing a reverification.
COMMON MISTAKE: Using the alternative procedure checkbox for an initial verification instead of a reverification, which is not permitted.
Reverif 2 - Alternative Procedure
checkboxSelect this box on a second new Section 2 if using the alternative procedure for a second, separate reverification event for the same employee.
COMMON MISTAKE: Selecting this box on the original I-9 form; it must only be used on a new, additional Section 2 created solely for the reverification event.
Reverif 3 - Alternative Procedure
checkboxSelect this box on a third new Section 2 if using the alternative procedure for a third, separate reverification event for the same employee.
COMMON MISTAKE: Confusing the order of reverification sections, leading to improper documentation of the employee's work authorization timeline.
Employee Last Name
textEnter the employee's legal last name (surname) exactly as it appears on the identity document they presented, such as a passport or driver's license.
COMMON MISTAKE: Using a nickname, maiden name, or name with a different spelling than the document, causing a mismatch during an audit.
Employee First Name
textEnter the employee's legal first name exactly as it appears on the identity document they presented for verification.
COMMON MISTAKE: Including a middle name or initial in this field, which belongs in the separate 'Middle Initial' field.
Employee Middle Initial
textEnter only the first letter of the employee's middle name as shown on their identity document, or leave blank if they have no middle name.
COMMON MISTAKE: Writing the full middle name, using a period after the initial, or entering an initial that does not match the presented document.
ApronPrep auto-fills 106 of 128 fields from a single compliance interview — no re-typing, no guessing what the government expects.
Top 5 Form I-9 (Employment Eligibility Verification) Mistakes
1. Missing Section 2 Deadlines
Failing to complete and sign Section 2 (Employer Review and Verification) within three business days of the employee's start date is a frequent critical violation. This mistake triggers a 'technically deficient' I-9 and can result in penalties of $272 to $2,701 per form, even for first-time offenders. To avoid it, treat Day 1 as the hire date and mark your calendar to ensure verification is completed no later than the close of business on Day 3, even if training is ongoing.
2. Incorrectly Rejecting Documents
Refusing to accept a valid, unexpired document from List A, or a combination from Lists B and C, because it is unfamiliar (like a foreign passport with a valid I-551 stamp) is an unlawful document abuse violation. This can lead to employee discrimination claims and fines. The rule is simple: if a document appears genuine, is listed on the form, and relates to the person presenting it, you must accept it. You cannot demand a specific document, like a U.S. passport or a 'Green Card,' over other acceptable options.
3. Accepting Expired Documents
Approving an expired U.S. passport, permanent resident card, or Employment Authorization Document (EAD) in Section 2 invalidates the entire verification. This basic error is a top cause of compliance failures during an ICE audit. Always check the expiration date of every document presented. For List A documents, only unexpired versions are acceptable. The sole exception is a U.S. passport, which can be expired only if it is used in combination with the employee's unrestricted Social Security card.
Skip the Paperwork on Your Form I-9 (Employment Eligibility Verification)
ApronPrep auto-fills 106 of 128 fields from one compliance interview.
No credit card required
Form I-9 (Employment Eligibility Verification) by City in Nevada
| City | Fee Range | Timeline |
|---|---|---|
| Henderson | ||
| Las Vegas | ||
| Reno |
Timeline: Varies (Must be completed within 3 business days of hire)
Obtain the Correct Form and Prepare Documentation
Download the latest version of Form I-9 (Rev. 01/31/25 or later) from the U.S. Citizenship and Immigration Services (USCIS) website at USCIS.gov/I-9. The form has 2 sections totaling 19 fields for you and the employee to complete. Before the employee's first day, ensure you have access to a printer and understand the Lists of Acceptable Documents. Common mistakes include using an outdated form or not having the physical documents ready for inspection, which delays the entire process.
Employee Completes Section 1
The new hire must complete Section 1 of Form I-9 by their first day of employment for pay. Provide them with the form, clear instructions, and access to the USCIS Handbook for Employers (M-274) for guidance. They must provide their legal name, address, date of birth, Social Security number, citizenship status, and signature. Errors in this section, like an incomplete Social Security number or a mismatched signature, are a top cause of compliance deficiencies noted in audits.
Employer Completes Section 2
You, as the employer, must physically examine the employee's original identity and employment authorization documents from the USCIS Lists of Acceptable Documents. This must be done within 3 business days of the employee's start date. In Section 2, you will record the document title, issuing authority, number, and expiration date, then sign and date the certification. You must examine the documents in the employee's physical presence or via live video interaction as permitted by DHS. The most common rejection in audits is failing to properly record the document numbers or examining expired documents.
Other Requirements You'll Need
This is one of 13 requirements for opening a restaurant in Nevada.
ADA Compliance Self-Certification
federal
Alarm System Permit/Registration
local
Application for Employer Identification Number
federal
Articles of Organization (LLC) or Articles of Incorporation (Corporation)
state
See all co-required forms and how they connect to your compliance dossier.
See All RequirementsThe Form I-9 is an internal business process, not an application you submit to a government agency. There is no processing timeline, but by law you must complete Sections 1 and 2 within three business days of the employee’s first day of work. As a federal requirement, this timeline is enforced by U.S. Citizenship and Immigration Services (USCIS) per the instructions on the official I-9 form.
There are no government filing fees for the Form I-9 itself. The form is provided free by USCIS. However, verifying an employee’s eligibility may involve other processes with costs, such as verifying documents for certain state tax credits or enrolling in the E-Verify enrollment system, which is also a free federal program.
No. A completed Form I-9 is tied to the specific employee and employer who completed it. If you move your Reno restaurant to a new address, you do not need to transfer old forms. However, you must ensure all I-9 forms are available for potential inspection at the new location, as required by law. For the new address itself, you will likely need permits like a new City Business License/Registration.
You do not renew the Form I-9 itself. However, you must reverify work authorization for certain employees by reviewing their documents and completing Section 3 before their authorization expires, as listed in Section 1 of the original form. Failure to do so is a compliance violation. For business entity renewals unrelated to employment, you would file items like your Nevada Articles of Organization (LLC) or Articles of Incorporation (Corporation) biennially with the Secretary of State.
An I-9 inspection is an audit by Immigration and Customs Enforcement (ICE) or the Department of Labor. You will receive a Notice of Inspection and have three days to provide all employee I-9 forms for review. They check for proper completion, valid documents, and timeliness. Severe penalties can include fines per error. The process is separate from local health or building inspections conducted by Reno officials. Not legal advice — consult with an immigration attorney for specific guidance.
About This Data
This guide is generated from ApronPrep's compliance dossier system, which uses 53 parallel AI authority experts to discover requirements, then downloads actual forms and generates field-level intelligence for each one.
For Nevada specifically, we have analyzed compliance dossiers for 3 cities (Henderson, Las Vegas, Reno), generating Rich FILs (Form Intelligence Layers) with 128 form fields analyzed for this requirement. Fee data is sourced from actual county department fee schedules, not estimates.
Our data is verified against official government sources and updated when regulatory changes are detected. If you find an error, please report it — accuracy is our core commitment.
Sources
- Immigration and Nationality Act (INA), Immigration Reform and Control Act (IRCA)
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