Form I-9 (Employment Eligibility Verification) in Tacoma, Washington (2026)
Hiring any new employee without a completed Form I-9 exposes your restaurant to civil fines of over $2,000 per violation and potential criminal charges. This federal employment eligibility verification form is required by U.S. Citizenship and Immigration Services (USCIS), also referred to as an employment authorization document. Key facts:
- 128 fields — ApronPrep auto-fills 106
- $0–$0 government filing fee
- Varies processing timeline (must be completed within 3 business days of hire)
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)
You must complete a Form I-9 (Employment Eligibility Verification) for every new employee in Tacoma, Washington, as mandated by federal law, specifically the Immigration Reform and Control Act (IRCA) of 1986. This act, codified under the Immigration and Nationality Act (INA), requires employers to verify the identity and employment authorization of all individuals hired for paid work in the United States. The U.S. Citizenship and Immigration Services (USCIS) is the federal agency that administers this program and provides the form. Failure to properly complete and retain these forms is a federal violation, regardless of the number of employees or your business location, including Tacoma.
Incorrect or missing I-9 forms trigger significant legal and financial risks. Consequences are not theoretical; they involve direct federal enforcement. Based on ApronPrep's analysis of common enforcement actions, key penalties include:
- Civil fines: Ranging from $252 to $2,507 for each technical or substantive violation on a single I-9 form (first offense), with penalties escalating for repeat or intentional violations, up to a maximum of $25,076 per form.
- Cease-and-desist / shutdown risk: A pattern of violations, especially knowingly hiring unauthorized workers, can lead to criminal prosecution, debarment from government contracts, and court orders to cease operations.
- Insurance and lease implications: Significant fines or a criminal record can jeopardize your business insurance coverage and violate good-standing clauses in commercial leases, potentially leading to eviction.
Legal code: Immigration and Nationality Act (INA), Immigration Reform and Control Act (IRCA)
Recent update: In 2025, USCIS released a new Spanish-language version of the Form I-9 for use by employees in Puerto Rico, and the agency continues to encourage but not require the optional use of its electronic I-9 system, emphasizing that all employers must still comply with the core verification and retention rules.
Who Needs a Form I-9 (Employment Eligibility Verification)?
| Type | Required | Notes |
|---|---|---|
| Restaurant (Full-Service) | Required | Required for every new hire, per the Immigration Reform and Control Act (IRCA), with no exemptions based on industry. |
| Bar / Nightclub | Required | Required for every new hire under federal law, as Form I-9 applies to all employers hiring individuals for paid labor in the U.S. |
| Food Truck | Required | Required for every new hire; food trucks are not exempt from federal employment eligibility verification requirements. |
| Coffee Shop / Café | Required | Required for every new hire; the IRCA applies to all businesses, including food service retail establishments. |
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 if the employee is a noncitizen who has employment authorization from USCIS (such as an H-1B or L-1 visa holder). Do not check if the employee is a U.S. citizen, lawful permanent resident, or noncitizen national.
COMMON MISTAKE: Checking this box for a U.S. citizen or lawful permanent resident, which invalidates the entire section and requires re-verification.
Lawful Permanent Resident
checkboxCheck this box if the employee is a green card holder (Lawful Permanent Resident). The employee must present their Permanent Resident Card (Form I-551) for Section 2 verification.
COMMON MISTAKE: Checking this box for a noncitizen with temporary work authorization, which is incorrect and will cause a mismatch with the presented List A or C document.
Noncitizen National
checkboxCheck this box only if the employee is a noncitizen national of the United States (e.g., born in American Samoa or certain other outlying possessions). This status is rare.
COMMON MISTAKE: Confusing this with 'Lawful Permanent Resident' or 'Alien Authorized to Work.' Checking it incorrectly is a substantive error that requires correction on a new Form I-9.
U.S. Citizen
checkboxCheck this box if the employee is a citizen of the United States, either by birth or naturalization. This is the most common selection.
COMMON MISTAKE: Leaving all citizenship boxes unchecked, which is a fatal error that will result in the form being rejected for incompleteness.
Reverif 1 - Alternative Procedure
checkboxCheck this box only if you are using the Alternative Procedure for remote document examination (as authorized by DHS) for the first reverification entry on page 4.
COMMON MISTAKE: Checking this box for a standard, in-person reverification. Using the Alternative Procedure without proper DHS authorization and employer policy is a compliance violation.
Reverif 2 - Alternative Procedure
checkboxCheck this box only if using the DHS-authorized Alternative Procedure for remote document examination for the second reverification entry on page 4.
COMMON MISTAKE: Inconsistent use of the Alternative Procedure across an employee's reverification history, which can trigger an audit by ICE.
Reverif 3 - Alternative Procedure
checkboxCheck this box only if using the DHS-authorized Alternative Procedure for remote document examination for the third reverification entry on page 4.
COMMON MISTAKE: Same as for other Alternative Procedure checkboxes: using it without proper authorization creates significant compliance risk.
Employee Last Name
textEnter the employee's legal last name (family name) exactly as it appears on the identity document they present for Section 2 (e.g., passport, driver's license).
COMMON MISTAKE: Entering a nickname, maiden name without proper documentation, or a name that does not match the supporting document, which is a common reason for technical corrections.
Employee First Name
textEmployee Middle Initial
textEnter the employee's middle initial, if they have one and it appears on their identity document. Leave blank if no middle name or initial.
COMMON MISTAKE: Forcing an initial when the document shows a full middle name (should use the initial) or leaving it blank when the document clearly shows a middle initial, causing an inconsistency.
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 the Wrong Form Version
Filing with an outdated version of the Form I-9 is the most common cause of penalties. The government periodically updates the form (e.g., the 2026 version is current), and using a prior version is not acceptable. This mistake can trigger fines during an ICE audit. Always download the latest form directly from the U.S. Citizenship and Immigration Services (USCIS) I-9 Central website before each new hire.
2. Incomplete or Incorrect Section 1 by the Employee
Errors in Section 1, which the employee must complete by their first day of work, frequently cause rejections. Common issues include missing the preparer/translator certification if someone helped, not checking both the 'citizenship/immigration status' box AND the corresponding attestation, or providing an incomplete address. For example, an employee must check 'Lawful Permanent Resident' AND sign the attestation below. An incomplete Section 1 can delay the hiring process and is a violation even if the employer section is perfect.
3. Accepting Unacceptable Documents from List C
Accepting a document from List C (Establishing Employment Authorization) that does not contain a photograph is a critical verification error. List C documents like a Social Security card or birth certificate must be paired with a photo ID from List B to establish both identity and work authorization. Accepting a Social Security card alone for a new hire violates the rules. This mistake can result in significant fines for knowingly employing an unauthorized worker if the individual's work authorization cannot be proven.
Skip the Paperwork on Your Form I-9 (Employment Eligibility Verification)
ApronPrep auto-fills 106 of 128 fields from one compliance interview.
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Form I-9 (Employment Eligibility Verification) by City in Washington
| City | Fee Range | Timeline |
|---|---|---|
| Seattle | ||
| Spokane | ||
| Tacoma |
Timeline for Completing Form I-9: A Per-New-Hire Process
Prepare Form and Review Documents (Employer Responsibility)
Download the latest version of Form I-9 (Rev. 07/31/24Y) from USCIS.gov before the employee’s first day of work. Review Sections 1 and 2 of the form to understand the required information: employee details and document verification. Ensure you have access to the USCIS I-9 Handbook (M-274) as a reference for acceptable documents; failing to accept proper documents from Lists A, B, and C is a common audit finding. Have a designated person (authorized representative) ready to complete Section 2 within 3 business days of the hire date.
Employee Completes Section 1 on First Day
Provide the new hire with Form I-9 no later than their first day of employment for pay. The employee must complete Section 1, including their name, address, date of birth, citizenship status, and signature. They must also provide their Social Security number unless they are awaiting issuance. Employers cannot specify which documents the employee presents from the acceptable lists. Common mistakes here include employees leaving fields blank, using incorrect formatting for dates, or not signing — all of which cause immediate rejection of the form.
Employer Completes Section 2 Within 3 Business Days
An authorized representative must physically examine the employee’s original identity and employment authorization documents, record the document title, issuing authority, number, and expiration date in Section 2, and sign and date the certification. This must be completed within 3 business days of the employee’s start date. For remote hires, you may use an alternative procedure authorized by DHS, which involves examining documents over a video call and obtaining copies. The most frequent errors are incorrect document numbers, missing expiration dates, or the employer representative failing to sign, which can lead to penalties during an ICE audit.
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 RequirementsThe I-9 is not a permit you "get" from a local agency; it is a federal form that you, the employer, complete internally. The timeline is entirely dependent on your hiring process. Federal regulations (8 CFR 274a.2) require you to complete Section 2 within three business days of the employee's first day of paid work, but the form itself has no external government processing time. Completing the required E-Verify Enrollment, which is voluntary in Washington unless you are a federal contractor, is a separate online process.
The Form I-9 itself has no government filing fee ($0) for employers, as it is a federal compliance document, not a local license. However, failing to properly complete and retain I-9s carries significant financial risk. The U.S. Department of Homeland Security (DHS) can impose fines for substantive violations, ranging from $234 to $2,332 per individual. Not legal advice — verify enforcement policies with U.S. Immigration and Customs Enforcement (ICE).
No, an I-9 is not transferable between separate business entities or distinct EINs. Each employer must complete its own I-9 for every new hire. If you move your business within Tacoma and change your address, you must update your City Business License/Registration but the I-9s for existing employees remain valid, provided they are still legible and stored securely at the new location. Contact U.S. Citizenship and Immigration Services (USCIS) for complex corporate restructuring scenarios.
There is no renewal process for a completed I-9. The form is valid for the duration of the employee's tenure unless their employment authorization documentation expires. In that case, you must reverify their authorization by completing Section 3 of the same form or a new Form I-9 before the document's expiration date listed in Section 2. Failure to reverify is a common violation that can lead to fines, as per U.S. Immigration and Customs Enforcement (ICE) guidance.
An I-9 inspection is a federal audit conducted by U.S. Immigration and Customs Enforcement (ICE). You will receive a Notice of Inspection (NOI) and must provide your complete I-9 forms for all current employees, and sometimes former employees within a specified retention period, within three business days. Agents verify that forms are properly completed, that documentation examined appears genuine, and that you followed retention rules. They do not physically inspect your restaurant space; this is a paperwork audit separate from local health or Building Permit compliance inspections.
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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