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.
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, Forms I-9 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. Therefore, the default in TiM is that if an employee is indicated as a Loan-Out, TiM will not share an I-9 with the employee (this default can be changed). Sometimes, however, Production Companies require Loan-Outs to submit I-9s just to cover their bases. It is our understanding that this decision is completely up to the employer.
In TiM, Forms I-9 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.
For more info, see:
- How to submit an I-9 in TiM (Completing Section 1 of Form I-9)
- How to verify an I-9 in TiM (Completing Section 2 of Form I-9)
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.
Note regarding verifying I-9's remotely during COVID-19:
The Department of Homeland Security has temporarily suspended the requirement to review ID documents in person / physically examine ID documents when verifying an I-9 for a new hire. This means verifiers can now use scans or photos of ID documents to remotely verify I-9s.
For more information on how to do your remote reviews and stay in compliance using TiM, please see our blog post:
Please note, employees are given the opportunity to attach documents to their Startwork at the time of submission, and attachments can be uploaded and shared at any time from the "My Documents" area of a user's TiM Account.
When verifying an I-9, a verifier is able to view the attachments an employee has submitted (see image below).
For more information, please see:
- How to submit supporting documents with your Startwork at the time of submission
- How to upload and share supporting documents at any time
- How to view Attachments and send Attachments with Startwork to recipients
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