Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens.
We are required to complete a form I-9 for all associates and run E-Verify within 3 days of the associate's first day worked. This form is now completed by you and the associate in Paycom. please follow the steps below to complete this form on the associate's first day worked.
- Associate is assigned onboarding paperwork. When HR is notified of the associate's scheduled first day of work, we will make the associate active in Paycom and assign their onboarding paperwork which includes the employee section of the form I-9.
- Manager notified of completion. When the associate completes their portion, you will receive an email from Paycom with the steps to complete the I-9.
- Manager completes employer portion. The associate has received notification of the documents they are required to bring on their first day worked. When the associate arrives, view and copy the original documents and follow the steps in the email to complete your portion.
- HR completes E-Verify. HR will receive a notification when the I-9 has been completed and will complete the E-Verify process for the associate. Please note, we are required to complete this process within 3 business days of the associate's first day worked.
Important notes for completion of the employer section of the form I-9:
- You cannot specify which documents an associate presents, doing so can be viewed as a form of discrimination. If an associate has questions regarding which documents to bring on their first day, please refer them to the list of acceptable documents in their Next Steps email.
- You must view the original documents. By completing and signing the employer section, you are stating that you have viewed the original documents prior to completion.
- You must upload a copy of the document(s) when you are completing the form.
- Expired documents are not acceptable.
- Choose the JMH Companies location from the location dropdown.
- The "D/S" next to the expiraton date should not be checked unless you have confirmed with HR that the document falls into that category.
- Permanent Resident cards have a USCIS "Alien" number AND a document number. The document numbers, found printed on the back of the current version of the card, are distinct 13-digit numbers given on each Permanent Resident Card issued to permanent residents by USCIS. The numbers are found AFTER the USCIS number.