MSU Human Resources >> Ua >> I9 >> Faqs >> Preparing an I-9 in the Electronic System

Preparing an I-9 in the Electronic System

No, only original unexpired documentation or certain unexpired receipts of documentation (see #7) are acceptable to finish Section 2. The verifier must examine the original document(s), and if these documents reasonably appear to be genuine and relate to the person, the documents must be accepted. If an employee provides copies or unoriginal documents, ask if other original documents can be provided and/or notify the employee that original documentation must be shown.

I-9s expire for non-immigrants whose employment authorization in the United States has a specified end date. When an I-9 expires the employee is only authorized to work through the date of expiration or reverification. For example, if an employee's reverification date is 11/30/14, the employee may work on 11/30/14, but cannot work on 12/1/14 until new work authorization documents are provided and entered into Section 3 of the electronic I-9 system. These documents must follow the guidelines on the List of Acceptable Documents. Review the documents provided by the employee, if the documents reasonably appear to be genuine and relate to the individual, enter in document information into the I-9 system. Note: reverification requires an unexpired original document from List A or C to be provided. List B documents are not acceptable. Reverification is not for U.S. Citizens or Lawful Permanent Residents.

MSU follows the University guidelines on program completion and it will depend on what degree the individual is pursuing when the I-20 expires

If there is a major discrepancy, the individual should be asked to bring in one document from list A or bring in documents from list B and C that have matching names. A major discrepancy constitutes as a completely different name due to a name change or marriage. 

If there is a minor discrepancy, such as a space, capital letter or apostrophe added or missing, keep the name that the employee prefers. 

Note: if someone was recently married and (1) does not have documentation with the new name or (2) has some documents with the new name and some with the old name, then find one document from list A that has either name, or a document from both list B and C that have matching names. If the employee had a recent name change that is not reflected on the supporting documentation, complete the I-9 with the old name, then complete Section 3 with the name change once the employee provides documents from the List of Acceptable Documents with the new name.

F-1 and J-1 are different types of non-immigrant status; both are common at MSU. An F-1 is for international students and will have a Form I-20 from Michigan State University. A J-1 is for Exchange Visitors and can this program has many categories including: students, researchers, professors or short-term scholars. J-1 Exchange Visitors will have Form DS-2019. Form DS-2019 can be sponsored by MSU or other program sponsors.
Yes, in many circumstances, but not all. If the J-1 has a DS-2019 sponsored from MSU, then processing the I-9 should be fairly routine. To confirm that the J-1 is sponsored by MSU, look at box 2 on the DS-2019. If it says MSU, the I-9 can be completed. If the DS-2019 says something other than MSU, then the student/scholar has an outside sponsor and requires an additional work authorization letter from that outside sponsor. In addition to a valid passport, all J-1 Exchange Visitors (from any sponsor) must have a Form I-94 or Form I-94A accompanied by an unexpired Form DS-2019, Certificate of Eligibility for Exchange Visitor (J-1) Status, issued by the U S Department of State. Contact  Office for International Students and Scholars (OISS) or send employee to OISS for further assistance.
Receipts are valid for 90 days. When an employee has a receipt the receipt box should be checked in the electronic I-9 system. This will put the employee's I-9 in the Reverification Due folder/link, because the verifier must see the original document before the receipt expires. 

There are only three types of acceptable receipts for supporting documentation: 

1. A receipt showing the employee applied to replace a lost, stolen or damaged document. This applies to any List A, B or C document. 

2. The arrival portion of Form I-94/I-94A with a temporary I-551 stamp and a photograph of the individual. This document may be presented as a List A document instead of showing a Permanent Resident Card (I-551). This receipt has an expiration date listed on the document, on the stamp (if neither one of these have an expiration date it will expire one year after the date of issue). When it expires, the employee must show a Permanent Resident Card. 

3. Departure portion of from I-94/I-94A with a refugee admission stamp. This may be presented as a List A document. The receipt is valid for 90 days; when it expires the employee must show an Employment Authorization Document (I-766) or a combination of a List B document and a 'clean', unrestricted Social Security Card. 

Refer to  for further information.
A new employee can complete Section 1 up to 180 days prior to date of hire as long as the employee has formally been offered and accepted the position. As soon as the employee finishes Section 1, Section 2 can be completed by the Employer.
The only circumstance in which documents would be uploaded is when a paper I-9 is completed. In this case the I-9 should be uploaded, confirm success of upload, then destroyed. Unless directed by Human Resources for E-Verify purposes, supporting documentation should never be uploaded into the electronic I-9 system.
If it is not possible to complete an electronic I-9, a paper I-9 can be completed instead, but the paper I-9 must be uploaded in the system as soon as possible. Paper I-9s would most commonly be completed for a remote hire. This electronic I-9 system will be used to track all of MSU's I-9 documents, so all I-9s must be in the electronic system.
No, the only situation where supporting documentation copies should be kept is for E-Verify cases. E-Verify is processed for employees that are being paid from an account funded by a Federal contract with E-Verify requirements.