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 within three business days of the date of hire. The employee's start date can be changed at any time in the electronic I-9 system. Search for the employee and click the blue link in the Employee Detail Page that reads "Change Employment Date." If the employee has already started working, the employee should be terminated and rehired when the employee provides the proper documentation. The new employment/rehire date must be corrected in Section 3 of the I-9 system and a detailed explanation of the situation must be provided in the comments section ( see adding comments documentation ).
Yes, paper I-9s will continue to be accepted until all units have been trained and have access to the electronic I-9 system. After that date, paper I-9s will only be accepted in circumstances in which an electronic form cannot be completed, such as for a remote hire, out-of-state hire, etc. When a paper I-9 is the best or only option, 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 a valid 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, enter rehire date, 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.