Form I-9 is a legal document that an employer uses to confirm that a person is eligible to work in the United States. Form I-9 must be verified by an employer or an employer-authorized representative.
In TiM, an 'employer authorized representative' is a person granted Verify I-9 Permissions. If you have not been granted "Verify I-9" Permissions for the Project, you will not see the "Verfiy I-9" buttons in Crew Management.
NOTE: Per USCIS regulations, a person may not verify their own I-9. Therefore, in TiM, even if you have been granted Verify I-9 Permissions, you will not be able to verify your own I-9.
How to verify an I-9 in TiM
Step 1. Go to Crew Management and click "Verify I-9."
Pro Tip: If you have any Production Oversight Permissions, you can verify I-9s from the Approval Pipeline as well as from Crew Management.
Step 2. A pop-up will appear, letting you know that "You are about to verify the I-9 for [Name of Employee]." Click "Continue to Verify" to proceed.
This is just a reminder, to ensure you have the proper person's ID documents in hand! Click "Go Back" if you meant to verify someone else's I-9.
Step 3. Click/Tap the thumbnail for page 1 to review Section 1, completed by the employee.
It's a good idea for verifiers to review Section 1 to make sure the employee completed this section properly (TiM has built-in functionality to make sure Section 1 of the I-9 is not submitted with missing information, but there is always room for human error when it comes to the details!).
Pro Tip: If you spot a mistake in Section 1 of the I-9, you can click "Add Text" to apply minor corrections (see image below).
Step 4. Click/Tap the thumbnail for page 2, and get ready to enter the employee's ID information!
- In order to verify an I-9, the employee must show valid identification to an authorized representative.
- The most common forms of documentation are a Driver's License and Social Security Card presented together, or a U.S. Passport. Click here for a complete list of acceptable documentation.
- According to the USCIS, an employer cannot dictate which of those documents an employee may provide for verification.
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.
Please note, DHS adopted a temporary policy in response to the difficulties many individuals experienced with renewing documents during the COVID‑19 pandemic. Now that document‑issuing authorities have reopened and/or provided alternatives to in‑person renewals, DHS ended this flexibility on May 1, 2022 and employers must only accept unexpired List B documents.
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).
Step 5. Click/Tap into the Last Name field at the top left. Suggested information will appear.* Click/Tap the suggested info to apply it.
Proceed to complete the I-9 in this manner, ie: click into a field, review the suggested information, and apply the suggested information.
* NOTE: Unlike other forms in TiM, Form I-9 is not pre-populated (to adhere to USCIS regulations). TiM suggests information to allow the verifier to complete this form more quickly. ID document numbers are not suggested, and will need to be manually entered, because this information is not gathered anywhere else in TiM.
Step 6. Once all the verification information has been entered, a "Sign Here" signature field will appear. Click/Tap the Signature Field.
Step 7. A statement of attestation will appear. Select the checkbox and click "Sign, Verify and Submit this Form I-9" to complete the verification.