Consult with an attorney about specific I-9 collection and handling policies for your dairy.
1. Download and store on the dairy a master copy of the I-9 form and its instructions.
Spanish: http://www.uscis.gov/files/form/i-9_spanish.pdf (This form can only be used for employment in Puerto Rico but can be used for information in the rest of the United States).
2. Require all employees to fill in Section 1 at their time of hire or now, if an employee does not have one
Make sure the employee enters his or her full name as it appears on other documents.
Providing a Social Security number on the form is voluntary.
Do not back-date signatures if completing the form for an employee already working on the dairy.
3. Request original documents to establish identity and employment authorization. One document from List A or one from List B and one from List C. (See I-9 form instructions for acceptable documents for each list.)
Verify the documents (pictures and names) are of the employee.
Verify the documents have not expired.
Employers cannot specify which documents they will accept from employees.
The person who handles the employees’ identity and employment authorization documents is the only person who can sign in Section 2. You are not required to make copies of these documents. If you do, however, make and keep copies for all employees, not just some. These copies should be kept stapled to the I-9 forms.
You must have an I-9 form for all current and past employees who have worked at the dairy in the last three years.
Do not store I-9s with other employee records.
5. Create an index sheet for your I-9 form folder or binder.
Include all employees’ names, dates of hire (signature date on I-9 form), dates of termination and Social Security numbers (if provided).
6. Keep I-9 forms current and available for inspection in case of an audit.
7. If making changes to an I-9 form, request the employee complete a new form or cross-out and initial any updated information on the old form. If a new form is completed, staple it on top of the old form.
If anyone asks to see your I-9 forms, consult with your dairy’s attorney immediately to see if the law permits.
Do not white-out or cover up information on the old form. Remember: Only persons who have handled an employees’ identification and employment authorization documents can sign or initial changes in Section 2.
Reverify employment if documents in List A or C expire.