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Fixing errors and common issues in the electronic I-9 System

How can an employer verify and complete an I-9 for off campus workers?

If the department is hiring a number of individuals at an off-campus site, someone at that site should have access to the electronic I-9 system. If this is not possible, the Remote I-9 Process should be followed.

What is the process for completing an I-9 for out of state employees that are appointed (paid) before arrival on campus?

This case is most common for academic/faculty hires. The hiring unit will need to initiate the Remote I-9 Process prior to the hire date so HR staff can send a special link and instructions to the employee for Section 1 completion. The employee will also receive a separate email containing a list of suggested institutions in the remote area that may be able to assist in completing Section 2. Once the employee has identified the person who will complete Section 2, they will need to email hr.I9Admin@hr.msu.edu so the identified person can be given login information for the electronic I-9 system. See the Remote I-9 Process for more information.

Can a notary complete an I-9?

Notaries cannot complete an electronic I-9 in the electronic I-9 system unless the Remote I-9 Process is followed.

If a remote verifier completes an I-9 should a copy of the supporting documents be kept and/or scanned into the electronic I-9 system?

No, unless directed to by Human Resources for special E-Verify requirements.

What should a verifier/department do if someone accidentally fills out Section 1 and it is not needed?

a. As long as Section 2 has not been completed the I-9 will stay in the pending folder for 180 days. After 180 days, the I-9 will be systematically purged.

How can verifiers confirm the Social Security Number for an I-9 and in SAP?

Employers/verifiers cannot verify an employee's Social Security Number unless the employee presents a Social Security Card as a supporting document. The SSN and name should be checked for accuracy in Section 1 of the electronic I-9 form. Verifiers/departments cannot require that an employee show the Social Security Card if the employee does not choose it as a supporting document. Employees must be allowed to bring in any unexpired, original document from the List of Acceptable Documents. If the employee chooses to provide a Social Security Card, the verifier must check the Social Security Number entered in the online system to ensure that it matches. If the Social Security Card is not provided, the Social Security Number will automatically be checked through payroll on a bi-weekly basis. Note: on paper I-9s the Social Security Number is not required, but the Social Security Number is required in the electronic I-9 system if it is available. If the SSN will be or has been applied for, the employee must check the "SSN Applied For" box.

What should the verifier do if an employee does not have a Social Security Number?

The employee must check the "SSN Applied For" box in Section 1 of the I-9 form. Checking this box puts that employee's I-9 in the "SSN Applied For" folder in the quick search box. The verifier will need to follow up within 90 days of the employment date to add the Social Security Number. Note: In this situation the employee is not required to show the Social Security Card, only to provide the Social Security Number, so the employer cannot require the SSC to be produced.

If a new employee does not have a SSN/SSC, should the department wait to hire the employee until the SSC/SSN is received?

No, the employee can complete an I-9 and start working without a Social Security Card/Number as long as the employee will or already has applied for one. If the employee has or will be applying for a SSC/SSN they must check the box next to "SSN Applied For" when completing Section 1 of the I-9. The employee then must provide the SSN within 90 days of the first day of employment.

What should a verifier do if an employee presents a Social Security Card that says "Not Valid For Employment Without DHS Authorization"?

A Social Security Card with that notation or similar content cannot be used as a supporting document for an I-9 . If the card is presented the employer should verify that the employee's name and SSN is correct as it is stated on the card, but again, this document cannot be used as a supporting document. If the employee has a card with that notation, the employee is most likely an Alien Authorized to Work and will likely need to show List A documents. However, the department cannot tell the employee to show List A documents, but can indicate List A documents are common for Aliens Authorized to Work.

Can a verifier accept a laminated Social Security Card as a supporting document?

If the back of the Social Security Card says "not valid if laminated" then the document cannot be accepted. Metal or plastic reproductions of Social Security Cards are also not acceptable.

How can a verifier enter a name change into the electronic I-9 system?

Select "Search For Employee"
Use the employee's name as it was previously entered in the system to search for the employee record
Click the employee's name link; this will display the Employee Detail page
Click the "Section 3" button toward the bottom of the page
Follow the instructions to complete Section 3
Add a comment by returning to the Employee Detail page and clicking the "Comment" button near the bottom of the page
Give a detailed explanation of the correction

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