How long do i9s need to be retained?

three years
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.

Can i9s be kept electronically?

Using an Electronic Storage System for Form I-9 You may retain Form I-9 using either a paper or electronic system, or a combination of both. If you complete a paper Form I-9, you may scan and upload the original signed form, correction or update, and retain it electronically.

How do I retain i9 forms?

Storing Form I-9 on Microfilm or Microfiche Employers may keep copies of original, signed Form I-9 on microfilm or microfiche. Select film stock that will preserve the image and allow its access and use for the entire retention period.

When can you destroy I-9 forms?

Former employees’ I-9s should be removed only if the forms are older than three years from the date of hire or one year from the date of termination, whichever date is later, according to USCIS.

Does an I-9 expire?

No expiration date and should not be reverified. These cards were issued from 1977 – August 1989. A 10-year expiration date and should not be reverified. A two-year expiration date and should not be reverified if the card unexpired when the employee completes their Form I-9.

What do I do with a I-9 terminated employee?

Shortcut for those employed more than three years These I-9s should be moved to the back of the Form I-9 file or binder, or to the file where other terminated I-9s are stored. It may be most convenient to file terminated employees’ I-9s chronologically according to their circled retention date.

How do I store my I-9s?

Forms I-9 should be maintained separately from employee personnel files. Most often, I-9s are maintained in a file (electronic or hard copy) or binder that is accessible only to a few individuals in the human resource department.

Where can I store I-9s?

Cun said paper Forms I-9 should be stored separately from personnel documents and kept in a secure space. “Keep the forms in a locked drawer and make sure only authorized personnel have the key to the drawer.”

Do employees have to fill out a new I-9 every year?

A: No. Employers shouldn’t complete a new I-9 for existing employees unless they have sufficient justification (such as when they must re-verify an employee because his or her work authorization is expiring and the form they used at the time is no longer valid).

How often should an I-9 be updated?

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

What are the I-9 retention requirements?

I-9 Retention Requirements Are Simple. Fortunately, the I-9 retention requirements are a lot simpler than things like tax regulations. You simply need to keep the form for at least one year after an employee is terminated or three years from the date of hire-whichever time span is longer. You can keep the form in paper, microfilm/microfiche, or digital format. We encourage employers to store I-9 forms electronically.

How long does employer have to retain I-9 forms?

Employers must retain original I-9 forms for three years after the date of hire, or one year after the date employment ends, whichever is later. The forms should be stored separately from other personnel files.

How long should we retain I-9 forms?

You should store and maintain employee I-9 Forms away from personnel records. You need to keep these forms for three years. You should have these in separate files in case the government requests to check them.

How long to keep i9?

In A Nutshell: Keep them for 3 years from hire date or 1 year from termination. More Explanation: I9 requirements include employers keeping I9’s for 3 years from the date of hire or 1 year from termination, whichever is greater.