Question: Can You Keep I 9 Electronically?

How often should i9 be updated?

Employees rehired three years after you originally completed their Form I-9 must complete a new Form I-9..

How long do I need to keep terminated employee files?

EEOC Recordkeeping of All Employment Records The U.S. Equal Employment Opportunity Commission (EEOC) requires you to maintain all employment records for one year from the employee’s termination date.

Do you have to keep copies of i9 documents?

Even if you retain copies of documents, you are still required to fully complete and retain Form I-9. … However, if you make copies or electronic images of the employee’s documents, you must make them available at the time of a Form I-9 inspection by DHS or another federal government agency.

What happens if i9 is not completed in 3 days?

If the new hire does not present acceptable identification documents by the end of three business days after the first day of work for pay, you may terminate the employee for failing to complete the I-9 form.

Can employers keep copies of social security cards?

However, some employers choose to keep copies for legal defense reasons — in which case, copies should be kept for all employees to avoid breaking antidiscrimination laws. Do not accept a Social Security card that has restrictive wording, such as: Not valid for employment.

Can employers keep copies of passports?

Employers are required to keep a photocopy of the passports of all employees proving right to work in the UK for the whole time the person is in their employment and for 2 years after they leave. The Border Agency can ask to see it and if the employer cannot produce it they could be prosecuted.

Can you store i 9 electronically?

Forms I-9 may be stored on paper, microfilm, microfiche or electronically.

What triggers an I 9 audit?

An I-9 audit can be triggered for a number of reasons, including random samples and reporting by disgruntled employees (or ex-employees). … In the event of an audit, your company will need to establish its I-9 compliance with ICE. Without a proactive approach, such responses are likely to be reactive and defensive.

Does I 9 address have to match drivers license?

In section 1 of the I-9 form you have to fill in your address. … So in theory, if you can find a document in List A that doesn’t have your address on it, or a document from both B & C that do not have your address on it, you could essentially fulfill the requirement without having to physically provide proof of address.

What if an employee never completed an i9?

Failure to comply with I-9 verification and document retention requirements could result in a penalty. The minimum penalty for a first offense is $110; the maximum penalty is $1,100. Penalties are assessed based on several factors, including: The size of the employer.

Is i 9 required by law?

You are required to complete and retain a Form I-9 for every employee you hire for employment in the United States, except for: Individuals hired on or before Nov. 6, 1986, who are continuing in their employment and have a reasonable expectation of employment at all times. (Some limitations to this exception apply.)

Can you fill out an i9 before the actual start date?

The ability to select a future first day of employment does not change any policy, including the rule that prohibits prescreening. A prospective employee must have accepted an employment offer before you may complete Form I-9 and create a case in E-Verify.

How do I keep my i 9 employee?

How to Retain and File I-9 FormsStep 1: Maintain Separately from Personnel Records. … Step 2: Develop an Administrative Section. … Step 3: File Active Employee I-9s Alphabetically. … Step 4: Develop Terminated Employee Section. … Step 5: Assess Retention Requirements. … Step 6: Organize Terminated Employees’ I-9s Chronologically by Retention Date.More items…•

How far in advance can an i9 be completed?

Form I-9 may be completed as soon as the employer has offered the individual a job and the individual has accepted the offer. Each newly hired employee must complete and sign Section 1 of Form I-9 no later than his or her first day of employment.

What are i 9 supporting documents?

Driver’s LicenseID 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.More items…•

What is the fine for an incorrect I 9?

Penalties for substantive violations, which includes failing to produce a Form I-9, range from $230 to $2,292 per violation.