🧾 I-9 Document Management User Guide
Roll Credits offers a complete and compliant workflow for managing Form I-9 documentation, ensuring your production meets U.S. employment eligibility requirements efficiently and securely.
📌 Overview
This guide outlines how to:
Upload and review I-9 documents
Understand acceptable document types
Utilize Roll Credits’ AI-powered document extraction
Manage and approve I-9s for onboarding and compliance
📄 I-9 Document Categories
Form I-9 requires either one document from List A
OR
One from List B and one from List C.
✅ List A — Identity & Employment Authorization
(Submit one)
U.S. Passport or Passport Card
Permanent Resident Card (Form I-551)
Foreign Passport with I-551 stamp
Employment Authorization Document (Form I-766)
Foreign Passport with Form I-94 & work authorization
Passport from FSM or RMI with Form I-94
🪪 List B — Identity Only
(Submit one if not using List A)
U.S. Driver’s license or state ID
Government-issued ID card
School ID with photo
Voter’s registration card
U.S. Military card or draft record
Military dependent ID
U.S. Coast Guard Merchant Mariner Card
Native American tribal document
Canadian driver’s license
📜 List C — Employment Authorization Only
(Submit one if using a List B document)
Social Security Card (non-restricted)
Certification of Birth Abroad (Form FS-545)
Birth Certificate (certified copy)
U.S. Citizen ID Card (Form I-197)
Resident Citizen ID Card (Form I-179)
DHS-issued employment authorization document
📥 Uploading I-9 Documents
👤 For Employees
To submit your I-9 documents:
Go to the Payroll section
Select I-9 from the menu
Click Attach Documents
Upload your completed Form I-9
Choose either:
1 document from List A, or
1 from List B + 1 from List C
Upload your supporting documents
Click Submit for Review
👩💼 For Managers / Admins
To review and process submissions:
Go to the Payroll section
Select I-9 Review
Open pending I-9s for verification
Review the uploaded documents
Complete the verification form
Approve or reject the submission
🤖 AI-Powered Document Scanning
Roll Credits uses AI-driven document recognition to extract key fields and streamline your review process.
What’s Automatically Extracted:
📌 Document Title (e.g., Passport, Driver’s License)
🏛 Issuing Authority (e.g., U.S. Department of State, CA DMV)
🔢 Document Number
📆 Expiration Date
🧠 Note: Reviewers must always confirm and correct any auto-filled fields before approving.
✅ Document Verification Workflow
Employee uploads I-9 and documents
AI extracts and populates key details
Manager reviews, corrects, and completes missing fields
Manager approves or rejects the submission
📊 Document Statuses
Status | Meaning |
Needs Review | Documents uploaded, pending admin verification |
Approved | Documents reviewed and accepted by authorized personnel |
🔍 Viewing I-9 Document Sets
To access employee documents:
Go to Payroll > I-9 Review
Click the employee's name
Use document buttons to view or download each file
Approve or reject the document set
🧠 Best Practices
Upload clear, high-resolution scans
Include all pages of multi-page documents
Verify documents are not expired
Review all auto-extracted data for accuracy
Process documents within 3 business days of employee’s start date
🛠️ Troubleshooting
If you encounter issues:
✅ Confirm file type is supported:
.pdf,.png,.jpeg,.heic✅ Ensure documents are legible and complete
✅ Manually enter data if AI extraction is incomplete
❓ Still stuck? Contact help@rollcredits.io
❓ I-9 Document Management – FAQ
1. What is Form I-9 and who needs to complete it?
Form I-9 is a federal document required for all employees in the U.S. to verify identity and work authorization. Both the employee and employer must complete sections of the form within 3 business days of the employee’s start date.
2. What types of documents can be used for I-9 verification?
You must submit either:
One document from List A, or
One from List B and one from List C
Refer to the full lists for acceptable forms of ID and work authorization (e.g., passport, driver’s license + Social Security card).
3. How do I upload I-9 documents as an employee?
Go to the Payroll section
Select I-9
Click Attach Documents
Upload your completed Form I-9
Upload either:
One List A document, or
One each from List B and List C
Submit for review
4. Who reviews and approves I-9 documents?
Only users with Manager or Super Admin permissions can review, verify, and approve I-9 documents in the Roll Credits platform.
5. What does the AI-powered scanning do?
Roll Credits automatically extracts:
Document title
Issuing authority
Document number
Expiration date
Admins must still verify and confirm the accuracy of the data before approval.
6. What are the I-9 status types in the system?
Needs Review – Documents uploaded, pending verification
Approved – Documents reviewed and verified
7. How do I view an employee’s I-9 documents?
Go to the Payroll section
Click I-9 Review
Select the employee's name
View or download each document for review
8. What should I do if a document is rejected or incomplete?
Admins can reject the submission and request a re-upload. Employees must correct and resubmit the required documents.
9. What if the AI doesn’t extract all document details?
You can manually enter or edit any missing fields during the review. The AI helps, but final accuracy is up to the manager.
10. Who do I contact if I’m having trouble with I-9 processing?
Email help@rollcredits.io for assistance with uploads, AI extraction, document rejections, or compliance questions.
✅ I-9 Document Management – Quick-Start Checklist
👤 For Employees: Upload Your I-9
✔ Log in to Roll Credits
✔ Go to Payroll > I-9
✔ Upload:
Completed Form I-9
One List A document, or
One each from List B and List C
✔ Click Submit for Review
👩💼 For Managers: Review & Approve
✔ Navigate to Payroll > I-9 Review
✔ Select employee and open their document set
✔ Check for:
Completeness of uploaded documents
Accuracy of AI-extracted info
✔ Manually edit fields if needed
✔ Click Approve (or Reject with feedback)
🔐 Compliance & Best Practices
Process within 3 business days of the employee’s first day
Only authorized users should handle document approval
Upload clear, high-quality scans
Ensure documents are valid and current