Key Takeaways:

  • The affirmation of legal work status is a critical process for Colorado employers, ensuring compliance with both state and federal laws.
  • Employers must complete the Colorado affirmation form within 20 days of hiring a new employee, verifying their legal work status.
  • Common mistakes, such as incomplete forms or late submissions, can lead to significant penalties and legal issues.
  • Employers have a legal obligation to verify work authorization, complete and retain the affirmation form, and comply with evolving state requirements.
  • Staying updated on changes to employment verification laws is essential for maintaining compliance and avoiding penalties.

An affirmation of legal work status in the state of Colorado means that the employer has verified the four eligibility components necessary for employment. These components include the following:

  • The employer has examined the employee's legal status to be employed.
  • The employer has copies of the required documents under 8 U.S.C. sec. 1324a.
  • There has been no falsification of the employee's identification documents by the employer.
  • The employer acknowledges that he or she is not knowingly hiring an unauthorized alien.

Affirmation of legal work status is crucial not only for compliance with state laws but also for maintaining a trustworthy and legal workforce. Employers must ensure that all employees are legally permitted to work in the United States, as hiring unauthorized workers can lead to significant penalties, legal repercussions, and damage to the company’s reputation. In Colorado, this process is particularly important as state-specific laws, such as the Colorado Employment Verification Law, add additional requirements beyond the federal Form I-9. Employers must understand that adherence to these regulations protects their business from legal liability and contributes to a fair and lawful work environment.

When the affirmation of legal work status form is filled out in the state of Colorado, the information on the form will include the printed name of the employer, their title, and their signature. The information on the form may be from either the employer or from someone who has been designated as a representative of the company.

The business name, the employer's name or that of the designated representative, and the date that the affirmation of legal work status form was signed will be on the document.

Common Mistakes in Completing the Affirmation Form

Employers often make mistakes when completing the affirmation of legal work status form, which can lead to compliance issues. Common errors include:

  • Incomplete Forms: Failing to fill out all required fields, such as the employee’s date of hire or the employer’s signature, can render the form invalid.
  • Late Submissions: The form must be completed within 20 days of the employee’s hire date. Missing this deadline can lead to non-compliance.
  • Failure to Retain Copies: Employers must retain a copy of the affirmation form and any supporting documentation for the duration of the employee’s employment. Failure to do so may result in fines or other penalties.
  • Backdating Forms: Some employers attempt to backdate forms to meet the 20-day requirement, which is illegal and can lead to severe penalties.

Avoiding these common pitfalls is essential for maintaining compliance with Colorado’s employment verification requirements.

What Is Required of Colorado Employers Regarding Employment Verification?

An affirmation of employment form is the responsibility of the employer. The employer has 20 days from the date of hire to complete the form.

When filling out the form, it is advised that an employer does not go back, after the fact, and complete the form, fill in any information, or make copies if copies have not been made of the employee's identification and employment authorization information. To do so is not in compliance with Colorado state law and potentially puts the employer in a position of violating separate federal immigration laws.

Employers should make every effort to complete the employment verification process within the 20-day window to be in compliance with the state.

The Role of the Employer in Employment Verification

In Colorado, employers bear the responsibility for ensuring that all new hires are legally authorized to work. This responsibility includes:

  • Verification of Work Authorization: Employers must verify that the employee is legally allowed to work in the U.S. by examining appropriate documentation, such as a passport or a work permit.
  • Completion of Affirmation Form: Within 20 days of hire, the employer must complete the Colorado-specific affirmation form, confirming that the verification process has been conducted.
  • Retention of Documents: Employers must keep a copy of both the affirmation form and any supporting documentation for as long as the employee is employed by the company.

It’s important to note that these steps are in addition to federal requirements, meaning employers must comply with both sets of laws to avoid penalties.

Changes to Employment Verification Requirements

As of June 8, 2016, Governor John Hickenlooper signed into law House Bill 16-1114, which revoked duplicated state statutory provisions about employment verification requirements on the federal I-9 form. The fines and punishments that were in place for employers who failed to abide by state requirements have also been repealed.

Section 8-2-122 has not been completely removed from the legislation. The provision for the Colorado Division of Labor director to request proof of documentation is still in force. This means that at any time, an employer may be called on to supply documentation that the I-9 employment verification requirements follow state legislation. Random audits can take place at any time by the director or a representative to make sure an employer is following the I-9 employment verification requirements.

Employment verification requirements in Colorado have evolved over time to include more stringent rules for employers. Recent changes emphasize the importance of timely and accurate submission of affirmation forms, with stricter penalties for non-compliance. Employers should stay informed about any updates to these regulations to ensure that their employment practices remain compliant. Consulting with legal professionals or using reliable legal resources like UpCounsel can help businesses navigate these changes effectively.

What Is Required of Colorado Employers?

With the change to legislation, employees hired on or after August 10, 2016, are now only required to comply with the employment verification requirements on the federal I-9 form.

On section 1 of the I-9 form, the information must be completed by the employee and signed by the employee prior to or no later than their first day on the job. Employers, for their part, must complete Section 2 of the I-9 form. Employers have three business days prior to an employee's first day on the job to examine the employee's identification and employment authorization.

An employee's employment affirmation form may be disposed of, but their I-9 form must be kept on file for three years from the date of hire or for one year after employment is terminated, whichever is the latest date. It is recommended that Colorado employers maintain copies of the forms affirming and authorizing employment for those employees hired after August 10, 2016.

Employers are not required to send a copy of any of the employment verification forms to the Colorado Division of Labor, but copies may be requested at a future date.

What Is the Penalty for Non-Compliance With Colorado's Verification Law?

Previously, employers not in compliance with the retention of the affirmation form or any other supporting document, were subject to fines. These included a $5,000 fine for the first offense. A second offense or subsequent offenses could be up to $25,000. With the signing of House Bill 16-1114, these fines were repealed.

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