Do you have to keep hard copies of I-9 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.

Do employers keep I-9 forms?

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. Employers must also keep completed Forms I-9 for a certain amount of time after their employees stop working for them.

Should you keep copies of ID in personnel files?

If the employer chooses to make copies of documents, copies must be made and retained for all employees, regardless of their national origin or citizenship status, to avoid violating antidiscrimination laws. Copies must not be used for any other purpose.

How long do I need to keep I-9 forms?

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 often does an I-9 need to be updated?

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

How long must employers retain I-9 forms?

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.

What should not be kept in a personnel file?

Examples of items that should not be included in the personnel file are:

• Pre-employment records (with the exception of the application and resume)
• Monthly attendance transaction documents.
• Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.