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Error on the I-9: Edit it or create a new one?

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in HR Management,Human Resources

Q. If an error is found on an employee’s I-9 form, can HR request that the employee complete a new form? — Kathryn, New York

A. Because it is important to keep a record of the fact that you already had an I-9 employment verification form on file for the employee—even if it was defective—it is often preferable to correct the original form. Use a different colored ink, date the change and give a brief explanation of the change and the reason.

If the error appears in Section I (which the employee completes), the employee should enter the changes on the original form. If the error is in Section II (where the employer verifies that it has reviewed the work eligibility documents), then the employer completes the correction. If Section III needs to be updated (concerning work authorization documents that have expired), it may be well to complete a new I-9 form, but staple the update to the original form. By taking these precautions, you will be well served in the event of an audit.

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