Comments on: A checklist for making sure you comply with I-9 regs

By: Silvia

Silvia — Thu, 13 May 2010 17:26:26 +0000

If during a self audit you realized section 1 & section 2 information has been completed incorrectly (wrong lines) Do I give to employee to correct section 1 and i correct section 2, or should we complete a new I9?

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Photoshop Brushes — Wed, 16 Dec 2009 20:42:07 +0000

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By: Camille

Camille — Sat, 08 Aug 2009 03:29:47 +0000

Kathy, I should also say that you should not “back date” the form. Be sure to list the actual date of hire in the Certification in Section 2 but the employee should date his/her signature with the current date and if you sign as the employer or authorized agent you should date your signature with the current date as well. Don’t try to make it appear like you did it way back when; that would be considered fraud.

By: Camille

Camille — Sat, 08 Aug 2009 03:26:52 +0000

Anyone hired after November 6, 1986 must have an I-9 on file. You should notify those employees that you will ask them to complete the form. Give them a copy of the form with the instructions and ask them to bring either one document from List A or one from List B and one from List C.

By: Kathy H

Kathy H — Fri, 07 Aug 2009 20:04:43 +0000

We have folks that have been with us for over 20 years and they haven’t/didn’t have to complete I-9 when they started work. Do they need one now?

By: Camille

Camille — Thu, 06 Aug 2009 14:07:44 +0000

Your welcome Jessica. A good website for reference and resources is http://www.I-9Okay.com. There is a great FAQ page and some really helpful articles and fact sheets. Good Luck!

By: Jessica

Jessica — Wed, 05 Aug 2009 21:17:45 +0000

Thanks Camille. Our compnay of 25 employees has tripled in size within the last year and I was put in charge of all the HR and I am trying to learn as I go.

By: Camille

Camille — Wed, 05 Aug 2009 20:34:44 +0000

Julie,

This is a link to the USCIS Handbook for Employers http://www.uscis.gov/files/nativedocuments/m-274.pdf

On pages 15-17 you will find info about electronic storage. It isn’t hard to set up a system but you need to make sure it meets all of the govt mandated standards for privacy and security.

Hope that helps.

By: Camille

Camille — Wed, 05 Aug 2009 20:29:18 +0000

Jessica,

Tha answer is NO! You must retain an I-9 for the entire duration of someone’s employment with you. If someone works for you for more than 3 years you will always keep the I-9 for the entire time the person works for you and then a ADDITIONAL 1 year after they leave the company.

If a person works for you for less than 3 years, let’s say they work 6 months then leave, you will retain that I-9 for 3 years.

So basically, you will NEVER keep an I-9 for less than 3 years. Even if someone works for you for one day you will keep the I-9 for 3 years. If an employee works for your company for more than 3 years, you will always keep that form during the entire employment period and then shred it 1 year after the date they terminate.

I hope that makes sense. http://www.I-9Okay.com has a great FAQ page about this stuff.

By: Julie

Julie — Wed, 05 Aug 2009 00:16:27 +0000

Do you have any suggestions on how to create an electronic storage for employee records if your company cannot afford the programs?