Form I-9 for every employee

Complete Form I-9 for each new employee within three business days of the start date, with the documents it lists, and keep it for three years after hire or one year after the employee leaves, whichever is later. Keep a tickler for work authorizations that expire.

When: With no fixed date.
Agency: US Citizenship and Immigration Services
Form: Form I-9
Applies to: Every company in the United States, with 1 or more employees.
If missed: $288 to $2,861 per form for paperwork violations, more for knowingly employing someone not authorized to work
Source: www.uscis.gov, read October 22, 2026

Jay explains

Every US employer verifies each employee's identity and authorization to work on Form I-9, within three business days of the first day of work. Nothing is filed; the forms are kept and produced on inspection, and the fines are per form, so a company with sloppy files pays for each one. Reverify when a work authorization document expires.

Next dates

No fixed date. It appears on a calendar under "No fixed date" so it is not forgotten.

Also in the federal calendar

Federal corporate income tax return Federal S corporation return Federal partnership return Business income on the owner's personal return Nonresident owner's US return, if one is owed Annual electronic notice for small exempt organizations Short annual return of an exempt organization Annual return of an exempt organization Annual return of a private foundation Exempt organization business income tax return Written acknowledgments to donors Corporate estimated tax payment

See it on your company's calendar

Your company's compliance calendar

Three answers to start. Refine it after.

What kind of organization is it?

An LLC's tax treatment decides which federal return it files. Choose the line that matches yours. Nonprofits are covered too.

State of formation

Employees

Count everyone on payroll. An S corporation's working owners are employees: they are paid a salary.

Where is it based? The state of the office, or of most of the people

A company based outside its state of formation is registered in both and files in both.

More about the company: other states, payroll, dates, abroad

Company name

Date registered in each other state

Optional. Some states key their report to the day you registered there rather than your date of formation; without it, the formation date stands in and the calendar says so.

Who runs payroll?

Fiscal year ends in

Date of formation

Needed for states that key filings to the anniversary of formation.

Annual revenue

Some taxes start at a revenue threshold.

We pay independent contractors We offer a retirement plan (401(k), SIMPLE, SEP)

Outside the United States We hold a bank or financial account outside the US A person or company outside the US owns 25% or more of it We own 10% or more of a company outside the US We pay people or companies outside the US

Each adds the FinCEN or IRS form that comes with it: the FBAR, Form 5472, Form 5471, Forms 1042 and 1042-S.

No account needed. Nothing is stored until you save it.

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