Form I-9 compliance without the spreadsheet
Every US employer must verify every new hire’s eligibility to work, on time, and keep the paperwork for years. MadyHR does the counting, the reminding and the filing. You do the checking.
Create your free account- Complete
- 13
- Section 2 due
- 1
- Reverify soon
- 1
- New hire, started MondaySection 2 due Thursday
- Warehouse leadReverify by November 15
- Former employeeKeep until March 2029
The four dates MadyHR watches for every hire
The Form I-9 rules are federal and the same in every state. Missing them is where the penalties come from.
By the first day of work
The employee completes Section 1. The official Form I-9 goes out in the new-hire packet, so it can be done before they arrive.
Within three business days
You examine the documents the employee chooses from the official lists and complete Section 2. The deadline is counted for you, weekends skipped.
Reverification, only when due
When a work authorization has an expiry date, HR is alerted ahead of it, 90 days by default, and Supplement B is tracked. No expiry date, no reverification reminder.
Retention
Three years after hire or one year after leaving, whichever is later. MadyHR works out the date, and a form on the register can't be deleted.
More compliance features
E-Verify: whether you need it, and your case numbers
For the six supported states, MadyHR tells you whether your state and size require E-Verify, and records the case number and date against the hire.
Work-authorization alerts
Expiry dates come from the I-9 register. HR is alerted before each one, and you choose how far ahead. The register is for HR, not line managers.
Training you require
Set the training your company requires, for everyone or by work state, with how often it renews. MadyHR shows who needs what and when it runs out.
Licenses and certifications
Contractor licenses, safety cards, food-handler permits, driver's licenses: expiry reminders go to HR and to the employee.
Posters
The federal and state labor-law posters each location needs, by headcount, ticked off one by one or confirmed all at once, each year.
Exempt-status check
Anyone marked exempt but paid under the federal salary threshold of $684 a week is flagged, so overtime isn't owed by accident.
Supported states
Federal rules apply everywhere. On top of them, MadyHR has the rules for six states, each written from the state’s official sources (checked October 4, 2026) and reviewed by a US employment attorney. In all six, overtime follows the federal rule, 1.5 times pay after 40 hours in a workweek, and paid sick leave is not required.
Texas
- Minimum wage
- $7.25 (the federal rate)
- Meal and rest breaks
- None required for adults
- Final pay
- Fired: within 6 calendar days. Quit: by the next regular payday
- E-Verify
- Not required for private employers
Florida
- Minimum wage
- $15.00 from September 30, 2026
- Meal and rest breaks
- None required for adults
- Final pay
- No state deadline: the regular payday
- E-Verify
- Required with 25 or more employees
Georgia
- Minimum wage
- $7.25 (the federal rate)
- Meal and rest breaks
- None required
- Final pay
- No state deadline: the regular payday. Give a Separation Notice (DOL-800) on the last day
- E-Verify
- Required with more than 10 employees
North Carolina
- Minimum wage
- $7.25
- Meal and rest breaks
- None required from age 16
- Final pay
- On or before the next regular payday
- E-Verify
- Required with 25 or more employees in North Carolina
Ohio
- Minimum wage
- $11.00 in 2026 with annual gross receipts over $405,000; $7.25 below that
- Meal and rest breaks
- None found for adults
- Final pay
- The regular payday schedule
- E-Verify
- Not required in general; required on nonresidential construction projects
Tennessee
- Minimum wage
- $7.25 (the federal rate)
- Meal and rest breaks
- 30 minutes when scheduled 6 consecutive hours
- Final pay
- The next regular payday or 21 days after leaving, whichever is later
- E-Verify
- Required with 35 or more employees
In any other state, MadyHR applies the federal rules, and you set your state’s own rules yourself. These are summaries, not legal advice: in the app, every rule shows its official source and the date it was checked.
What we don’t claim
No federal agency approves or certifies I-9 software, so MadyHR isn’t “certified”, and nothing else is either. MadyHR is a tool that keeps you on schedule and keeps records tidy. It isn’t legal advice, and it doesn’t replace reading the official instructions for the form.