For more information about Form I-9, TiM encourages you to visit the USCIS website. The USCIS holds Form I-9 verification info & training sessions regularly. Click here for more info.
What is a Form I-9 and how is it unique?
Form I-9 is a legal document provided by the U.S. Citizenship and Immigration Services Department (USCIS) that an employer is required to use to confirm that a person is eligible to work in the United States.
Other government forms, such as the W-4 and W-9, require only that the employee complete and sign the form. Form I-9 is completed in two steps: The employee completes Section 1, and an employer or an employer-authorized representative completes Section 2; this second step is called the verification step.
Related article: How to verify an I-9 in TiM
How does the I-9 function in TiM?
In order to adhere to USCIS regulations, TiM has special, built-in functionality to treat a Form I-9 differently than other forms.
*** There is a lot of logic built into this form. ***
*** DO NOT upload a PDF of a Form I-9. ***
In TiM, Form I-9s are distributed automatically and separately than the rest of a Startwork packet.
A Form I-9 is not available to be inserted into packets (either at the Company level or Project level). Instead, I-9s are automatically matched to employees when they are Invited to a Project. This ensures that I-9s are not accidentally deleted from Startwork packets, and ensures that every employee who needs to submit an I-9 receives one.
NOTE: We've observed that individuals tend to receive I-9s and W-4s while Loan-Out employees receive only W-9s. Sometimes, however, Production Companies require Loan-Outs to submit I-9s just to cover their bases. This decision is completely up to the employer.
In TiM, Form I-9s are submitted and approved separately from the rest of the Startwork packet.
According to USCIS, an employee must complete Section 1 "On their first day of employment ... or Before their first day of hire, if you have offered the individual a job and if they have accepted the offer".
To ensure that a Form I-9 can be submitted and verified by an employee's first day of work, TiM functionality always presents the I-9 before the rest of the Startwork documents, and allows an I-9 to be submitted and verified before the rest of the Startwork packet.
Also, Form I-9 can be verified by anyone granted "Verify I-9" permissions, while the rest of the Startwork packet can only be approved by employees with "Approve Startwork As..." Permissions.
So, while the rest of a Startwork packet may bounce back and forth between production and the employee due to, say, rate negotiations, production can rest assured knowing that the employee's I-9 is verified and readily viewable from the Approval Pipeline.
Unlike other Startwork documents, the information on Form I-9 cannot be pre-populated.
Per USCIS regulations, information must be manually entered onto a Form I-9.
It is not possible in TiM to upload photos or scans of IDs when an employee submits their I-9.
Per USCIS regulations, the verifier may not accept photos or scans of documentation as proof of work eligibility. TiM understands the challenging reality of verifying I-9s on set and encourages best practices.