Blogs

INDUSTRY NEWS

Reminder to Employers Regarding Use of Receipts for the Replacement of Lost, Stolen, or Damaged Documents on Form I-9

DHS announced it will continue to enforce compliance with Employment Verification laws despite natural disasters pending any further announcements.

A Form I-9 must be completed for any person who provides labor or services in the United States in return for wages or other remuneration which commenced after November 6, 1986. Section 1 of the Form I-9 must be completed at the time of hire, which means before the end of the first business day of work. Section 2 of the Form I-9 must be completed within three business days of the date of hire. If an employee will work for less than three days, Sections 1 and 2 must be completed on the first day of employment.

A receipt showing that the employee has applied for a replacement identity or employment authorization document because their original was lost, stolen, or damaged will satisfy the Section 2 or 3 document requirements. However, an employee must present either the replacement document or another document from the List of Acceptable Documents within 90 days from the date of hire or expiration of employment authorization (if for reverification).

To document an acceptable receipt in Section 2 or 3, employers must:

  • Enter the document title in Section 2 or 3 under List A, B, or List C, as applicable;
  • Enter the word "receipt" and the document number in the document number field; and
  • Enter the last day the receipt is valid in the expiration date field (generally 90 days from date of hire).

After 90 days, the employee must either submit the replacement document for inspection or other acceptable Form I-9 documentation. If the employee presents the replacement document, the employer should:

  • Cross out the word receipt;
  • Enter the information from the new document (title, document number, issuing authority, and expiration date) in the Additional Information field of Section 2; and
  • Initial and date the additional information field of Section 2.

If the Employee presents other acceptable Form I-9 documents instead of the replacement document, the employer should:

  • Enter the document information in Section 2 of a new Form I-9 (ensure that it is the current version);
  • Attach the new page to the employee's original Form I-9;
  • Include an explanation, either on a separate sheet of paper or in the Additional Information field, explaining the situation; and
  • Initial and date the change.

Employers cannot create a case in E-Verify if the employee presents such a receipt. Employers must wait until the employee presents the actual document or other Form I-9 document to create a case in E-Verify. When creating a case in E-Verify, the employer will be asked why the case was not timely submitted, and the employer should select "other" and type "Receipt provided. Awaiting actual document" in the field provided.

The Form I-9 is layered with nuance and the receipt rules are no exception. With this guidance, employers are well-equipped to handle any receipt-related issues that may arise.

Posted: September 14, 2021


All Rights Reserved © 2021 Certiphi Screening, Inc.
This document and/or presentation is provided as a service to our customers. Its contents are designed solely for informational purposes, and should not be inferred or understood as legal advice or binding case law, nor shared with any third parties. Persons in need of legal assistance should seek the advice of competent legal counsel. Although care has been taken in preparation of these materials, we cannot guarantee the accuracy, currency or completeness of the information contained within it. Anyone using this information does so at his or her own risk.

Sending...
Thank you for your interest in Business Information Group. We have received your message and will contact you in one business day or less.
Something went wrong. Try again
You have exceeded the number of attempts to submit this form. As a result, your IP address has been temporarily blocked.
Something went wrong. Try again

Get In Touch

Send a Message *fields required

What are your Interests?optional

Even our RFP PROCESS is state-of-the-art.

Find out why
RFP Kit

What Our Clients Are Saying

Everyone I have contacted at Certiphi has been a complete pleasure to work with. The Certiphi customer service rivals every other customer service I come in contact with. Everyone is always so professional, yet super nice! Thanks for all you do and keep up the amazing work and impeccable service that you provide!!!

Human Resources Assistant
Large Medical Staffing Firm

Thank you so much! You have such an incredible reputation within our office; I think we would all say your customer service levels are continually at about 125%!

Human Resources Generalist
Medical and Surgical Hospital

The response time has been very quick. The turnaround times are great. I love your systems and that I can go in and look at the process as its going.

Human Resources Manager
Medical Staffing Agency

It’s such a great customer service that you provide and I’m happy to tell that to anyone.

Pastoral Care Associate
Large Children's Hospital

Working with Certiphi has been such a pleasure. Certiphi has taught me so much, not just about backgrounds but also the meaning of great business.

Human Resources Specialist
Large Medical Staffing Firm

We flew through our NCQA licensure review.  We very much appreciate Certiphi's help in earning a 100% score for the files!

Accreditation Manager
Hospital System Analytics Company
Sending...
Thank you for your interest in Certiphi Screening. We have received your message and will contact you within one business day.
Our apologies, there was an error processing your request.  Please resubmit your message or contact us at 888-260-1370.
You have exceeded the number of attempts to submit this form. As a result, your IP address has been temporarily blocked.
Our apologies, there was an error processing your request.  Please resubmit your message or contact us at 888-260-1370.

Get In Touch

Send a Message *fields required

What are your Interests?optional

You are about to leave Certiphi.com

Ok, Continue Cancel

×
×