Hiring workers in Florida means following clear rules. Every employer must confirm that new hires are legally allowed to work in the United States. This is where many business owners pause and ask, how is employment verification done?
This guide walks you through the full process in plain language. We will explain each step, what documents are required, and how Florida laws affect employers. We will also cover the Florida e verify bill and what it means for businesses today. If you hire workers in Florida, especially in construction or skilled trades, this information is important.
What Employment Verification Means for Florida Employers
Employment verification is how employers confirm a worker can legally work in the United States. It is required under federal law, and Florida adds extra rules for many employers. When someone asks how is employment verification done, they are usually trying to understand how Form I-9 and E-Verify work together and what steps they are responsible for during the hiring process.
The easiest way to think about employment verification is this:
- Form I-9 is required for every new hire, no matter the role or job length
- E-Verify is an online system required for certain Florida employers and public projects
- Both steps protect your business if your hiring practices are reviewed
For Florida employers, especially those in construction, staffing, or skilled trades, this process matters because hiring often moves fast and audits are common.
What Form I-9 Covers and Why It Matters
Form I-9 confirms two things only: identity and work authorization. It does not check skills, experience, certifications, or background history. Its sole purpose is to show that you reviewed acceptable documents and confirmed the worker is authorized to work.
Employers are responsible for:
- Having the employee complete Section 1 on or before their first day of work
- Reviewing documents and completing Section 2 within three business days
- Making sure the form is filled out fully and correctly
- Keeping the form on file for the required time period
Mistakes often happen when hiring is rushed. Missing dates, skipped signatures, or incomplete document details are some of the most common issues found during inspections.
Where Employers Often Get Confused
Many Florida employers think employment verification is a one step task. In reality, it is a short process with timing rules that must be followed.
Common points of confusion include:
- Assuming I-9 forms can wait until later in the week
- Believing E-Verify replaces Form I-9
- Thinking verification only applies to full time employees
- Forgetting to reverify documents that expire
Understanding how is employment verification done helps avoid these errors before they turn into compliance problems.
How the Florida E Verify Bill Affects Employers
Florida has expanded employment verification rules through the Florida e verify bill. This law requires certain employers to use E-Verify for new hires and confirm compliance during state reporting.
Key things Florida employers should know:
- Public employers must use E-Verify
- Private employers with 25 or more employees must use E-Verify for new hires
- Contractors and subcontractors on public projects are often required to verify workers
- The rule applies only to new hires, not existing employees
For businesses near the 25 employee threshold, this requirement can change quickly as teams grow.
What E-Verify Actually Does
E-Verify checks the information entered from Form I-9 against government databases. Most cases come back quickly with an Employment Authorized result.
Sometimes the system returns a Tentative Nonconfirmation. This does not mean the worker is unauthorized. It means there is a mismatch that must be reviewed.
When this happens, employers must:
- Inform the employee right away
- Provide the official notice
- Allow the employee to decide whether to contest the result
- Pause any action until the process is complete
Handling this step correctly is a critical part of how is employment verification done fairly and legally.
Why This Process Matters for Florida Businesses
Employment verification protects your business from fines, contract issues, and work stoppages. It also helps create a fair hiring process for workers.
This is especially important in industries that involve:
- Job site inspections
- Public funding or government contracts
- High employee turnover
- Fast onboarding timelines
When you need skilled workers who are already verified and ready to work, partnering with experienced staffing professionals removes the compliance burden while keeping your project timeline intact.
Construction and staffing companies often face closer review, which makes accuracy even more important.
Simple Checklist for Florida Employers
Use this checklist to keep your hiring process on track:
- Job offer accepted before starting paperwork
- Employee completes Section 1 by day one
- Documents reviewed and Section 2 completed within three business days
- E-Verify submitted on time, if required
- Forms stored securely and easy to retrieve
Common Questions Employers Ask
How is employment verification done when hiring quickly?
Fast hiring is allowed, but deadlines still apply. Build the I-9 process into day one onboarding so nothing is delayed.
Do part time or temporary workers need employment verification?
Yes. Every employee must complete Form I-9, no matter how long they will work.
Does E-Verify apply to independent contractors?
No. E-Verify is for employees only, not true independent contractors.
What happens if we make a mistake on a form?
Some errors can be corrected if done properly. Ignoring mistakes or trying to hide them creates bigger issues during audits.
How long do we need to keep I-9 records?
I-9 forms must be kept for a set period based on hire date and termination date. Keeping them organized matters just as much as completing them.
Why Understanding Employment Verification Pays Off
Knowing how is employment verification done helps Florida employers hire with confidence. When you understand the steps, the timelines, and the Florida e verify bill, compliance becomes part of your routine instead of a last minute scramble.
Clear processes protect your business, support your workers, and keep projects moving without unnecessary interruptions.
Step 1: Ask the Employee for Work Authorization Documents
The process starts as soon as a worker accepts a job offer. Employers must ask the employee to present documents that prove identity and work authorization.
Employees choose which documents to provide. Employers cannot tell them what to bring.
Documents fall into three categories:
- List A documents prove identity and work authorization, such as a U.S. passport
- List B documents prove identity only, such as a driver’s license
- List C documents prove work authorization only, such as a Social Security card
An employee can provide one List A document or one List B document and one List C document.
These documents must be reviewed within three business days of the employee’s first workday.
Step 2: Complete Form I-9 the Right Way
Form I-9 is the foundation of employment verification. It has three sections, and each one must be completed on time.
Section 1: Employee Information
The employee fills out Section 1 on or before their first day of work. This section includes:
- Legal name
- Address and date of birth
- Citizenship or work authorization status
Employers should check that the section is complete but should not help the employee choose answers.
Section 2: Employer Review
The employer completes Section 2 after reviewing the employee’s documents. This includes:
- Recording document details
- Confirming the documents appear valid
- Signing the employer certification
This section must be completed within three business days of the start date.
Section 3: Reverification When Needed
Section 3 is used if a worker’s authorization expires. Employers must track expiration dates and update the form when required.
This step is often missed and can cause problems during audits.
Employment verification is just one component of a complete vetting process that protects both employers and workers throughout the hiring lifecycle.
Step 3: Know When E-Verify Is Required in Florida
E-Verify is an online system that checks Form I-9 information against federal databases. Not all employers must use it, but Florida law has expanded the requirement.
Florida E Verify Bill Overview
The Florida e verify bill requires certain employers to use E-Verify for new hires.
Under this law:
- All public employers must use E-Verify
- Private employers with 25 or more employees must use E-Verify
- Contractors working on public projects must verify workers
The law applies only to new hires, not current employees.
For employers who want to understand Florida E-Verify law compliance requirements and potential penalties, knowing these specific thresholds helps businesses plan their verification systems before reaching the 25 employee requirement.
Step 4: Submit Information Through E-Verify
If your business must use E-Verify, the next step is submitting the employee’s information online.
The process includes:
- Entering data from Form I-9
- Submitting the case within three business days
- Reviewing the system response
Most results come back quickly and show Employment Authorized.
Sometimes the system returns a Tentative Nonconfirmation. This does not mean the worker is unauthorized.
Step 5: Handle Tentative Nonconfirmations Correctly
A Tentative Nonconfirmation means the information did not match government records.
When this happens, employers must:
- Notify the employee right away
- Provide the official notice from E-Verify
- Allow the employee to choose whether to contest the result
If the employee contests, they are given time to resolve the issue. Employers cannot take action during this period.
Handling this step correctly is an important part of how is employment verification done fairly.
Step 6: Store Verification Records Safely
Employers must store Form I-9 records properly and keep them available for inspection.
Retention rules require employers to keep I-9 forms for:
- Three years after the hire date, or
- One year after employment ends
Whichever date is later applies.
Records can be stored on paper or electronically. The key is that they are secure, organized, and easy to access.
Step 7: Be Ready for Audits
Employment verification audits happen more often in industries like construction and staffing.
Preparation includes:
- Reviewing I-9 forms regularly
- Fixing errors using approved methods
- Keeping E-Verify records organized
Knowing how is employment verification done also means knowing how to prove compliance if asked.
Common Employment Verification Mistakes
Many Florida employers make similar mistakes, including:
- Missing I-9 deadlines
- Accepting expired documents
- Forgetting to reverify authorization
- Using E-Verify too late
- Misunderstanding the Florida e verify bill
These mistakes can lead to fines and lost contracts.
Why Employment Verification Matters in Construction and Staffing
Construction and staffing businesses face higher risk because of fast hiring and job site oversight.
Projects often involve:
- Short-term workers
- Quick onboarding
- Public funding or inspections
This makes proper employment verification even more important.
How Staffing Partners Can Help
Many businesses work with staffing partners to reduce compliance stress.
A staffing company can:
- Pre-screen workers
- Handle Form I-9 and E-Verify
- Track expiration dates
- Support audits and record keeping
This allows businesses to focus on getting work done while staying compliant.
Frequently Asked Questions About How Is Employment Verification Done
How is employment verification done for temporary workers?
Temporary workers must complete the same Form I-9 process as permanent employees. Job length does not change the requirement.
Does every Florida employer need to use E-Verify?
No. The Florida e verify bill applies to public employers and private employers with 25 or more employees. Smaller businesses may choose to use E-Verify voluntarily.
When must E-Verify be completed?
E-Verify cases must be submitted within three business days of the employee’s first day of work.
Can an employer reject documents?
Employers can reject documents that do not appear valid, but they must avoid discrimination or requesting specific documents.
What happens if an employer fails an audit?
Penalties may include fines, loss of contracts, or restrictions on future hiring.
How long should I keep I-9 forms?
Keep them for three years after hire or one year after employment ends, whichever is later.
Final Thoughts on How Is Employment Verification Done
Understanding how is employment verification done helps Florida businesses hire with confidence. Following each step, staying organized, and knowing the Florida e verify bill reduces risk and keeps projects moving.
If you need help with employment verification or staffing support, contact Tower Eight Staffing for more information. We help Florida businesses stay compliant while keeping their workforce strong.
This article was originally published on November 5, 2023 and has been updated on Feb 1, 2026 to provide the most accurate and relevant information.