How long do you need to keep immigration documents?

Federal regulations state you must retain a Form I-9 for each person you hire for three years after the date of hire, or one year after the date employment ends, whichever is later.

How long should I keep my immigration records?

As a rule of thumb, most companies retain a copy of each employee’s immigration file for five years beyond their final termination date.

Do I-9 forms expire?

A: Employers must retain I-9 forms for at least three years, or for one year following the employee’s separation from the company, whichever is later. It is a best practice to store all I-9 forms together in one file since they must be produced promptly following an official government request.

When can you destroy an I-9?

You can destroy a former employee’s I-9 records one year from the date of termination or three years from the date of hire, whichever is later. Current employee’s I-9 records must be maintained for their entire period of employment.

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Do I need to keep I-9 documents?

If you choose to copy or scan documents an employee presents when completing Form I-9, you must retain the copies with their Form I-9 or their employee record.

What happens if i9 is not completed in 3 days?

Employers must complete and sign Section 2 of Form I-9, Employment Eligibility Verification, within 3 business days of the date of hire of their employee (the hire date means the first day of work for pay). … If the job lasts less than 3 days, you must complete Section 2 no later than the first day of work for pay.

Do employers submit i9 to USCIS?

Employers must have a completed Form I-9, Employment Eligibility Verification, on file for each person on their payroll (or otherwise receiving remuneration) who is required to complete the form. … Never mail Forms I-9 to USCIS or U.S. Immigration and Customs Enforcement.

Do employees have to fill out a new I-9 every year?

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

What is the penalty for using an expired i-9 form?

If you fail to produce a Form I-9, penalties range from $230 to $2,292 per violation.

Can you get paid without I-9?

Yes. An incomplete I-9 form does not affect an employer’s ability or obligation to pay an employee. … The Fair Labor Standards Act (FLSA) requires employers to pay an employee who performs work, even if the employee is found to be unauthorized to work in the U.S. or quits employment prior to completing the I-9 form.

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Can you fill out an I-9 electronically?

Using an Electronic Storage System for Form I-9

You may retain Form I-9 using either a paper or electronic system, or a combination of both. If you complete a paper Form I-9, you may scan and upload the original signed form, correction or update, and retain it electronically.

What do I do with a i-9 terminated employee?

Never dispose of a current employee’s Form I-9; you must keep it for as long as the employee works for you, and for a certain amount of time after they stop working for you. This requirement applies even if the employee ends employment shortly after you hired them.

Are employers allowed to keep copies of social security cards?

If the employee chooses to use his or her Social Security card for employment authorization purposes, he or she must show you the card. … 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.

Should you keep copies of ID in personnel files?

Copies must not be used for any other purpose. … If copies or electronic images of the employee’s documents are made, they must either be retained with the Form I-9 or stored with the employee’s records.

Do employers need copy of Social Security card?

According to the Internal Revenue Service (IRS), the answer is yes. The IRS Hiring Employees guidance reads: “You are required to get each employee’s name and Social Security Number (SSN) and to enter them on Form W-2. … You may, but are not required to, photocopy the social security card if the employee provides it.

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