Using the Electronic I-9 System
No, it is not necessary to print out this page; any verifier with access to the unit will be able to check the I-9 online at any time.
If employee has not started working, then notify the employee that original, unexpired documentation must be provided no later than three business days from the date of hire. Even if the employee has already started working, the employee should be terminated and rehired when the employee provides the proper documentation. When the I-9 is completed properly, a detailed explanation of the situation must be provided in the comments section ( see adding comments documentation ).
Currently, paper I-9s are only accepted in circumstances in which an electronic form cannot be completed. When a paper I-9 is the best or only option, the verifier must make sure all blanks are filled, appropriate boxes are checked and the completed form contains no errors. The verifier must type all information from the paper I-9 into the system and upload the paper I-9 ( see uploading paper I-9s documentation ). Once successfully uploaded, the paper I-9 and the local scanned copy of the I-9 should be destroyed.
Note: If the employee already has an I-9 in the system and completes Section 1, when the verifier logs in to complete Section 2 the Duplicate SSN page will prompt the verifier to select if this is the "Same" or "Different" employee. If the new I-9 is for the same employee, click Same, and continue to complete Section 2. If it not the same person, select "different" and process the I-9 as a regular new hire.
Hiring units are responsible for timely completing both sections of the Form I-9 for all individuals employed in their unit. The Form I-9 may be completed up to six months prior to the hire date, as long as an offer of employment has been accepted. We recommend units complete the Form I-9 for all employee types as soon as the date of hire is known.
The risk of committing a Form I-9 violation greatly decreases when units are able to timely and accurately complete Section 2. Some units rely on MSU Human Resources to complete the Form I-9 during orientation for new support staff members, provided the employee has the necessary documentation with him/her at that time. However, we strongly discourage this practice due to an increased risk of untimeliness in completing the Form I-9.
If the verifier is still unable to find the new employee I-9, the error is most likely due to an incorrect location being selected to which the verifier does not have access. Please contact Human Resources at HR.I9Admin@hr.msu.edu or 517-353-4434 for assistance with this issue.