Form I-9 (Employment Eligibility Verification) in Spokane, Washington (2026)
An incomplete or incorrect Form I-9 can lead to fines up to $2,192 per employee and jeopardize your entire hiring process. This mandatory federal Employment Eligibility Verification form is enforced by U.S. Citizenship and Immigration Services (USCIS), and compliance is required for every new hire, regardless of location in Spokane or elsewhere. Employers also refer to it as the USCIS verification form. Key facts:
- 128 fields – ApronPrep auto-fills 106
- $0 government filing fees – no payment is required to USCIS for this form
- Timeline varies – must be completed within 3 business days of the employee’s start date
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 (Employment Eligibility Verification) is a federal requirement mandated by the Immigration Reform and Control Act (IRCA) of 1986, incorporated into the Immigration and Nationality Act (INA). Every employer in the United States, including those in Spokane, Washington, must complete a Form I-9 for every new employee hired to verify their identity and authorization to work. This requirement applies to all businesses, regardless of size or industry. Failure to comply is enforced by the Department of Homeland Security's U.S. Immigration and Customs Enforcement (ICE) and the Department of Justice.
Non-compliance with Form I-9 regulations carries significant penalties. Common consequences include:
- Civil Fines: Fines are levied per I-9 document violation, not per employee. The published fine range for a first offense is $252 to $2,507 per violation.
- Increased Fines for Repeat Violations: Fines can escalate dramatically for subsequent offenses, with maximum penalties of up to $25,076 per violation for employers with a history of non-compliance.
- Criminal Prosecution: Employers found to have knowingly hired or continued to employ unauthorized workers face criminal charges, which can result in substantial fines and imprisonment.
- Cease-and-Desist Orders: ICE can issue orders to stop unlawful hiring practices and may seek injunctions against the business.
- Reputational and Financial Risk: Audits and fines can disrupt operations, affect bonding and insurance eligibility, and damage relationships with lenders or partners requiring proof of compliance.
Legal code: Immigration and Nationality Act (INA), Immigration Reform and Control Act (IRCA)
Recent update: The 2026 version of Form I-9, published by the U.S. Citizenship and Immigration Services (USCIS), introduced a new option for fully remote examination of identity and employment authorization documents, allowing employers to inspect documents via video call under specific, detailed protocols.
Who Needs a Form I-9 (Employment Eligibility Verification)?
| Type | Required | Notes |
|---|---|---|
| Restaurant (Full-Service) | Required | Form I-9 is federally required for all employers hiring individuals for paid work in the United States, per 8 U.S.C. § 1324a (Immigration and Nationality Act). |
| Bar / Nightclub | Required | Required for all U.S.-based employees under federal law, as establishments are considered employers and the law does not exempt businesses based on industry. |
| Food Truck | Required | Required for any employee, including drivers and cooks, as the owner is an 'employer' under federal law, regardless of the mobile nature of the business. |
| Coffee Shop / Café | Required | Mandatory for all hiring, as there is no exemption for retail food service establishments under the INA; every new hire must be verified. |
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
checkboxCheck this box only if the employee is a noncitizen who has presented a valid work authorization document (List A or C from the Form I-9 List of Acceptable Documents).
COMMON MISTAKE: Checking this box for a U.S. citizen or lawful permanent resident, which misrepresents the employee's status and violates federal verification rules.
Lawful Permanent Resident
checkboxCheck this box if the employee is a lawful permanent resident (green card holder) who has presented a Permanent Resident Card (Form I-551) as proof of identity and employment authorization.
COMMON MISTAKE: Forgetting to also complete Section 2 with the Alien Registration/USCIS Number from the card, which is required for this status.
Noncitizen National
checkboxCheck this box only if the employee is a noncitizen national of the United States (e.g., from American Samoa or Swains Island) who has presented a valid U.S. passport or other acceptable documentation.
COMMON MISTAKE: Confusing this category with 'U.S. Citizen' or checking it for foreign nationals without U.S. national status, which constitutes an incorrect attestation.
U.S. Citizen
checkboxCheck this box if the employee attests under penalty of perjury to being a citizen of the United States, whether by birth or naturalization.
COMMON MISTAKE: An employer checking this box for the employee; the employee must personally check the box to attest to their own citizenship status.
Reverif 1 - Alternative Procedure
checkboxCheck this box if, for this reverification or rehire event, you used the DHS-authorized alternative procedure (remote document examination) to inspect the employee's documents.
COMMON MISTAKE: Checking this box for a standard, in-person document examination, which misstates the verification method used and can create compliance discrepancies.
Reverif 2 - Alternative Procedure
checkboxCheck this box if the second reverification or rehire event for this employee was completed using the DHS-authorized alternative procedure for remote document inspection.
COMMON MISTAKE: Using the alternative procedure without being enrolled in E-Verify and following its specific protocols, which is a requirement for its lawful use.
Reverif 3 - Alternative Procedure
checkboxCheck this box if the third reverification or rehire event for this employee was completed using the DHS-authorized alternative procedure for remote document inspection.
COMMON MISTAKE: Failing to retain the required video/photo documentation of the remote inspection, which must be kept with the Form I-9 for as long as the form is retained.
Employee Last Name
textEnter the employee's legal last name (surname) exactly as it appears on the identity document they presented (e.g., passport, driver's license).
COMMON MISTAKE: Entering a maiden name, nickname, or shortened version that does not match the document, which is a common reason for mismatch flags during audits.
Employee First Name
textEnter the employee's legal first name exactly as it appears on the identity document they presented for Section 2.
COMMON MISTAKE: Including a middle name or initial in this field, or using a common nickname (e.g., 'Mike' for 'Michael') that doesn't match the official document.
Employee Middle Initial
textIf the employee has a middle name on their identity document, enter the first initial of that middle name only; otherwise, leave this field blank.
COMMON MISTAKE: Entering a full middle name instead of a single letter, or entering an initial when no middle name exists on 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. Using Incorrect Document Lists for Section 2
Verifiers accept expired documents from List B or mismatched documents that don't establish both identity and work authorization. The consequence is a technical violation requiring a corrected I-9 for that employee, which adds 1-2 business days of rework and creates audit risk. To avoid, strictly use the current Lists A, B, and C on the last page of Form I-9 (Rev. 10/21/2019 or later); for example, a foreign passport with Form I-94 is correct, but an expired driver's license (List B) plus a Social Security card (List C) is not, as both documents must be unexpired.
2. Leaving Sections or Fields Incomplete
Employers commonly miss the 'Document Title' field in Section 2 or fail to sign and date Section 1 if the employee used a preparer/translator. The consequence is a Notice of Inspection (NOI) fine from ICE, starting at $230 per missing item. To avoid, audit every field: Section 1 requires employee signature/date and preparer info if used; Section 2 requires document title, issuing authority, number, expiration date (if any), and verifier's signature/date. For example, writing 'US Passport' under 'Document Title' is correct; writing just 'Passport' is incomplete.
3. Missing the Re-verification Deadline for Expiring Work Authorization
For employees with temporary work authorization (e.g., EAD card in List C), employers forget to re-verify in Section 3 before the expiration date listed in Section 2. The consequence is employing an unauthorized worker, leading to fines up to $2,332 per violation and potential debarment. To avoid, set a calendar alert 90 days before the expiration date; re-verify by examining a new List A or C document and completing Section 3 before the employee's work authority lapses. For example, an EAD expiring 06/15/2026 requires re-verification by that date.
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 Washington
| City | Fee Range | Timeline |
|---|---|---|
| Seattle | ||
| Spokane | ||
| Tacoma |
Timeline: 3 Steps, Completed Before a New Hire's First Day of Work
Download and Prepare the Form
Download the latest version of Form I-9 from the official U.S. Citizenship and Immigration Services (USCIS) website (Form I-9, Rev. 08/01/2026). Have the blank form ready on paper or in a compliant electronic system before the new hire's first day. Do not use old versions, as USCIS specifies the 2026 edition; using outdated forms is a common paperwork violation that can lead to fines.
Complete Section 1 with the Employee
The employee must complete Section 1 of Form I-9 on or before their first day of work for pay. Provide the form and ensure they fill it out completely, including their citizenship/immigration status, Social Security Number (if applicable), signature, and date. You must physically or electronically present the form to them. Incomplete Section 1—especially missing attestations or signatures—is the top reason for technical violations during an audit.
Examine Documents and Complete Section 2
Within three business days of the employee's start date, you (the employer) must physically examine original documents from the employee's Form I-9 List of Acceptable Documents. Verify the documents appear genuine and relate to the person, then complete Section 2, recording the document title, issuing authority, number, and expiration date (if any). You must sign and date this section. The most common rejection here is accepting expired documents or failing to record all required information from the document.
Other Requirements You'll Need
This is one of 13 requirements for opening a restaurant in Washington.
ADA Compliance Self-Certification
federal
Alarm System Permit/Registration
local
Annual Report Filing
state
Application for Employer Identification Number
federal
See all co-required forms and how they connect to your compliance dossier.
See All RequirementsProcessing time for an employee's Section 2 verification is immediate—you complete it when they start work. There is no government processing or approval period as it is an employer record-keeping form. The timeline from data is listed as 'Varies' because retention and potential inspection preparation are ongoing responsibilities for the duration of employment plus 3 years.
There is no government filing fee for the Form I-9 itself; the official fee range is $0–$0. However, employers may incur costs for document verification systems or compliance training. To operate legally in Spokane, you will need other permits with fees, such as a City Business License/Registration. Not legal advice — verify with USCIS.
No, Form I-9s are tied to the employee, not the location, and do not need transferring. You must complete a new Form I-9 if you rehire an employee more than 3 years after their previous Form I-9 was completed. Ensure your Application for Employer Identification Number is updated with the IRS for your new business address.
Form I-9s are not renewed. You complete one for each new hire at the time of hire. The form must be retained for as long as the person is employed and for 3 years after their hire date (or 1 year after termination, whichever is later). Per USCIS rules, there is no periodic re-verification unless work authorization documentation expires for certain employees.
A USCIS or ICE audit involves receiving a Notice of Inspection (NOI) giving you 3 business days to present your I-9 forms for all current employees and relevant past employees. Inspectors verify proper completion, document examination, and retention. Failure to present forms or correct errors can result in fines, so maintaining organized records is critical. Contact ICE to confirm current audit procedures.
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 Washington specifically, we have analyzed compliance dossiers for 3 cities (Seattle, Spokane, Tacoma), 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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