How do I complete the Form I-9?

Last updated: August 21, 2026

Applies to: US W-2 employees.

When you reach the Form I-9 section of your onboarding in the Ascen platform, you'll see the Form I-9 screen with the USCIS header. Ascen is your employer of record, so Ascen is the employer completing this Form I-9 with you. Form I-9 is required by federal law for all employees working in the U.S., including U.S. citizens, and you must complete your part (Section 1) no later than your first day of work for pay. Independent contractors do not complete an I-9.

Official reference: Form I-9 (USCIS)

Section 1: Citizenship status

Under Section 1, select the one option that describes your status:
- A citizen of the United States
- A noncitizen national of the United States
- A lawful permanent resident
- A noncitizen authorized to work

Depending on your selection, you may be asked for additional details (for example, an Alien/USCIS number, Form I-94 number, or foreign passport information).

Document selection

Choose which documents you'll use to prove your identity and work authorization. You have two options:
- Option A: one List A document (proves both identity and work authorization), or
- Option B: one List B document (identity) and one List C document (work authorization).

Select the document type(s) from the dropdown(s). Only choose documents you physically have — you'll need to show the originals in the next step. See the full list: USCIS Acceptable Documents.

Preparer / translator

If someone helped you fill out the form, turn on "Are you using a preparer or translator?" and enter their information. If you completed it yourself, leave this off.

Signature

To finish Section 1:
1. Enter your first name, middle name (if applicable), and last name exactly as they appear on your documents.
2. Set a security question and answer (used to verify you later in the process).
3. Read the attestation carefully.
4. Click Submit.

By submitting, you are legally attesting that the information in Section 1 is true and correct.

Authorized Representative (Section 2)

Section 2 has to be completed by another person who reviews your original documents — so after you submit Section 1, you'll choose an Authorized Representative to complete it on Ascen's behalf.

Who it can be: anyone you trust who is at least 18 — a friend, family member, neighbor, or colleague. They don't need any connection to Ascen or the client. The only rule is that it cannot be you.

What you provide when you select them: their first and last name, email address (required — this is where their secure link is sent), and phone number.

What actually happens in the platform

  1. Ascen reviews your Section 1 first. After you submit, your entry is reviewed before your representative is invited. If any required documents are missing, the platform will notify you to upload them; if something is wrong, it can be sent back for you to redo. Once it's approved, the platform moves to Section 2 automatically.

  2. Your representative is invited automatically. The platform emails your representative a secure link with instructions — and, if you provided a phone number, also texts them. Depending on how your account is set up, they either complete Section 2 directly in the Ascen app or through a secure verification portal the link takes them to.

  3. They verify your documents with you. They meet you over video or in person, review the original documents you selected in Section 1, enter the document details and your first day of employment, and sign Section 2.

  4. The platform keeps it moving. While Section 2 is pending, the platform automatically sends your representative reminders (email and text) so it doesn't stall. Once they finish, your Form I-9 is complete and you can continue onboarding.

Don't have anyone available? You're not stuck — email support@ascen.com. In many cases an Ascen team member can act as your Authorized Representative over a video call.

Entered the wrong email, or need to switch representatives? You can't change this yourself. Email support@ascen.com with your representative's correct name, email, and phone — the team will reset your I-9 and resend the invitation to the right person.

Important:
- Your Authorized Representative cannot be you — federal law requires another person to complete Section 2.
- You cannot submit timesheets or start working until the entire Form I-9 (Section 1 and Section 2) is complete.

For more detail, see Understanding the Form I-9 Authorized Representative Step, Who can be my Authorized Representative for Form I-9?, and How do I change my I-9 Authorized Representative?.

After Section 2: E-Verify

Ascen runs E-Verify on every I-9. As soon as Section 2 is complete, the platform automatically submits your information to E-Verify, which electronically confirms your work authorization against Social Security Administration and Department of Homeland Security records. In most cases this clears automatically and you don't need to do anything. If E-Verify can't immediately confirm your information, you'll be contacted about the next step — so make sure your name and document details exactly match your official records to avoid a mismatch. Learn more at E-Verify (USCIS).