No. Expired documents are not acceptable for Form I-9. However, employers may accept Employment Authorization Documents (Forms I-766) and Permanent Resident Cards (Forms I-551) that appear to be expired on their face, but have been extended by USCIS.
Yes! In order to remain compliant with Federal regulations, employers must collect I-9 documentation before adding a new hire to payroll.
For the above compliance reasons, you may choose the new hires to provide I-9 documentation during onboarding directly in Zenefits.
If you rehire a former worker within 3 years of the date they completed their previous I-9, there's no need to request a new Form I-9 when:
If so, make sure to uncheck the Eligibility and Collect Eligibility options under Additional Information when rehiring.
Once the individual has onboarding, if their prior Form I-9 was completed in Zenefits, go to Documents > Employment Eligibility > and click on “Reverify”. If not, upload the previously completed Form I-9 into the Documents section of their profile.
If more than 3 years have passed since the date they completed their previous I-9, or if their work authorization document has expired, a new Form I-9 is required.
Zenefits does not currently sync with E-Verify, the third party employment eligibility verification provider.
All staff are able to upload their employment eligibility documentation into the Zenefits system for the administrator to verify within three days of their start date. This allows the employer to keep record of the worker and maintain the proper documentation. However, employers can continue to use E-Verify to suit their company's policies if they so desire.
I-9 Forms must be stored for three years after the date of hire, or one year after the employment ends, whichever is later. For example, if someone retires from the company after 15 years, retain their I-9 form for one more year (for a total of 16 years).
You can upload a completed Form I-9 for current workers, or workers rehired within 3 years of the date they completed the original I-9, as long as the worker's eligibility document has not expired.
No. There's no need to request a new I-9 when a status is moved from full-time to part-time, or vice versa.
USCIS divides valid employment eligibility documents into three categories.
You can view acceptable documents in all three lists here.
Eligibility for workers with temporary authorizations (e.g., work visa) must be reverified no later than the date of expiration of the current employment eligibility documentation.
Any administrator with sufficient permissions (e.g., can view sensitive information for particular workers) 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 I-9s. Please see Customizing Restricted Information for Managers for more information.
Yes, I-9 forms can be completed with a TN visa. This requires the individual 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.
To complete the process, the worker will need to provide an unexpired non-US passport, along with their unexpired Form I-94, or a combination of one document each from the List B and List C categories.
To see which documents are considered acceptable under List B and List C, see the Form I-9. For more information about how workers on TN visas can satisfy their I-9 requirements, see the following US Citizenship and Immigration Services page.
Yes! View the status of a new hire's I-9 by clicking on their profile, then selecting Work Eligibility & I-9.
There are three statuses that the I-9 will appear in:
Administrators can upload eligibility documents from the verification page. After selecting the option to Verify, the administrator can follow these steps:
Storage and retention requirements have not changed, so continue to use the existing rules here. You also will not need to complete Section 3 (reverification) using the new form.
No. You can continue using the initial form for re-verification purposes.
If you are being prompted to complete I-9 verification through Zenefits, but have already done this outside of the system, you can follow these steps to dismiss the notification: