Multistate employer: Can we centralize our I-9s?

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in HR Management,Human Resources

Q. We are headquartered in Oklahoma and have offices in another state that do their own hiring. Must I maintain a copy of I-9s at our headquarters from that other office? — Holly, Oklahoma

A. No, you do not need to maintain all of the I-9 forms for the company in one location. Employers must make their I-9 records available for inspection upon request by officers of either the U.S. Department of Homeland Security or the Department of Labor with at least three days’ advance notice.

If an employer has several offices and maintains I-9s only at one central location, the government auditor must go to that central location. The employer doesn’t need to move I-9s around the country. The employer also has the option of taking the requested records to the government office for review there.

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