Fixing errors and common issues in the electronic I-9 System
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, an MSU employee can prepare a paper I-9. The paper I-9 would then be uploaded into the electronic I-9 system and all information on the I-9 must be typed into the system manually. If an MSU employee is not available or not authorized to do this, another institution or a notary may be willing to complete the I-9 on our behalf. If this option is used, MSU is responsible for any I-9 completed by another party on the university's behalf.
This case is most common for academic/faculty hires. Section 1 must still be completed on or before the employee's date of hire (appointment date) and Section 2 must be completed within 3 business days of hire. If the employee is not able to complete Section 2 within three business days, refer to other options in question 1.
Notaries cannot complete an electronic I-9 in the electronic I-9 system system. If a notary is willing to complete Section 2 of an I-9 it must be completed on a paper form. Once the I-9 is completed and sent to MSU, the department will manually enter the information from the paper I-9 then scan and upload the paper I-9 into the electronic I-9 system (see Uploading Paper I-9s documentation ).
b. If the employee terminates before the I-9 is completed, a verifier can search for the employee and check the "Terminated Before Completing I-9" box which will remove that form systematically.
- 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