Updating i 9 documents
Below we provide answers to some frequently asked questions about the new I-9. Employers shouldn't complete a new I-9 for existing employees unless they have sufficient justification (such as when they must re-verify an employee because his or her work authorization is expiring and the form they used at the time is no longer valid).Without sufficient justification, requiring an existing employee to complete a new I-9 may raise discrimination concerns.Please see Customizing Restricted Information for Managers for more information.1.In the Employees section of the admin dashboard, click on the employee who you want to request additional documents from, or click the Employees app and choose the employee from the list of employees. This requires the employee in TN status to select the An alien authorized to work option, and write down the admission number and expiration date of their I-94, or I-94A, status.The employer may not require the employee to present certain documents in order to verify employment eligibility.The employee has the right to choose which documents to present, provided they are on the I-9's List of Acceptable Documents (see the last page of the form).However, current employees with a temporary employment authorization document (e.g., work visa) may need reverification once the document expires.If so, make sure to uncheck the Eligibility and Collect Eligibility options under Hiring Documents when rehiring the employee.
Employees are able to upload their employment eligibility documentation into the Zenefits system for the administrator to verify within three days of their start date.
I-9 Forms must be stored for three years after the date an employee's hire date, or one year after the employee’s employment ends, whichever is later.
For example, if an employee retires from the company after 15 years, retain their I-9 form for one more year (for a total of 16 years).
Any administrator with sufficient permissions (e.g., can view sensitive information for particular employees) will receive an email notification when the employer's side of a new hire's I-9 is ready for verification.
Managers who have been granted the authority to verify I-9s will be notified and able to view and verify employee I-9s.