Do you need physical documents for an i9?

Spread the love

No. Employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.

Can you keep i-9 documents electronically?

You can retain Form I-9 on paper, microfilm or microfiche, or electronically. You only need to retain pages that you and your employee wrote information on: for example, you don’t need to keep the Lists of Acceptable Documents page or the instructions.

Does i9 need physical Social Security card?

In addition, according to the USCIS I-9 Central FAQs, a signature on an employee’s Social Security card is not required for the card to be valid for Form I-9 purposes. Employers cannot accept printouts in lieu of the Social Security card.

Can you use a photocopy for I-9?

No. Employees must present original documents.

What forms of identification are needed for I-9?

  • ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address.
  • School ID card with a photograph.
  • Voter registration card.
  • U.S.military card or draft record.

What do you need to complete an I-9?

U.S. passport (or U.S. passport card) Permanent resident card (“green card”) or alien registration receipt card (technically, the green card is Form I-551) Foreign passport with a temporary I-551 stamp. Employment authorization document that contains a photograph (Form I-766)

Should you keep copies of ID in personnel files?

If the employer chooses to make copies of documents, copies must be made and retained for all employees, regardless of the employee’s national origin or citizenship status, to avoid violating antidiscrimination laws.

Does I-9 have to be completed in person?

Accordingly, as of April 1, 2021, the requirement that employers inspect employees’ Form I-9 identity and employment eligibility documentation in-person applies only to those employees who physically report to work at a company location on any regular, consistent, or predictable basis.

What if an employee Cannot provide I-9 documents?

A. If an employee is unable to present the required document or documents within 3 business days of the date employment begins, the employee must produce a receipt showing that he or she has applied for the document. In addition, the employee must present the actual document to you within 90 days of the hire.

How many documents do you need for I-9?

For badging purposes—Two forms of identification (such as a state driver’s license, state identification card, U.S. Passport, military ID card, birth certificate, or Social Security card).

How long does an employer have to verify I-9?

Employers must complete and sign Section 2 of Form I-9, Employment Eligibility Verification, within 3 business days of the date of hire of their employee (the hire date means the first day of work for pay).

Can I use my birth certificate for I-9?

Birth Certificates The only birth certificate acceptable for Form I-9 purposes must be an original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States, bearing an official seal.

Can I-9 verification be done remotely?

As previously reported, since the beginning of the COVID-19 pandemic, USCIS has allowed employers to remotely review — by Zoom, video chat, facetime, fax, or other electronic means — the identity and work-authorization documents that are necessary for workers’ Forms I-9, during the hiring and reverification process.

What to do if I-9 is missing?

Missing Forms If an I-9 form is missing, it should be immediately completed by the employer and the employee involved. Doing this will not correct the error, but it will show a good faith effort which might be taken into consideration by the INA when assessing any penalties.

What do employers do with I-9 forms?

Storing the Original Paper Form I-9 Employers who choose to keep paper copies of the documents their employees present may store them with the employee’s Form I-9 or with the employees’ records. However, USCIS recommends that employers keep Form I-9 separate from personnel records to facilitate an inspection request.

Which 2 documents are required to be collected for a new employee?

  • W-4 Form.
  • Employment I-9 Form.
  • State Withholding Certificate.
  • Drug-Testing Records.

What receipts are acceptable for I-9?

For I-9 purposes, you can accept a receipt for an application to replace a lost, stolen, or damaged document. The receipt only works for 90 days, though, after which your employee must present an original document or documents.

What is I-9 verification documents?

Use Form I-9 to verify the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must properly complete Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens.

Can an I-9 be digitally signed?

Both the new hire and the employee portions of the I9 can be signed electronically. That electronic signature is valid for the state and federal forms as well as many other documents.

How do employers verify I-9?

Employees must have a Social Security number (SSN) to be verified using E-Verify. If an employee has applied for but has not yet received his or her Social Security number (i.e., if he or she is a newly arrived immigrant), make a note on the employee’s Form I-9 and set it aside.

Who can verify I-9 documents?

Employers may designate an authorized representative to fill out Forms I-9 on behalf of their company, including personnel officers, foremen, agents or notary public.

Can employee records be stored electronically?

Yes. If records are maintained electronically, contractors must ensure that the electronic records are maintained in compliance with the recordkeeping regulations that apply to all records.

What documents should not be in a personnel file?

Examples of items that should not be included in the personnel file are: Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents. Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.

When can I-9 forms be destroyed?

Former employees’ I-9s should be removed only if the forms are older than three years from the date of hire or one year from the date of termination, whichever date is later, according to USCIS.

Can a friend be an authorized representative for I-9?

An authorized representative can be anyone – even a friend or family member of a new hire – who reviews a new hire’s Form I-9 documents in-person and signs Section 2 of the Form I-9 on behalf of the employer.

Do NOT follow this link or you will be banned from the site!