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I9 Document Verification User Guide

Ariana Lewis avatar
Written by Ariana Lewis
Updated over a month ago

🧾 I-9 Document Verification User Guide

Form I-9 is a federally required employment eligibility document for all U.S. employees. Roll Credits provides a secure and streamlined workflow for submitting, reviewing, and approving I-9 documentation during employee onboarding.


📌 Overview

The I-9 verification process in Roll Credits ensures compliance with U.S. employment laws by:

  • Allowing employees to upload required documentation

  • Enabling authorized personnel to review and approve submissions

  • Automatically updating onboarding status upon approval


📤 Document Submission (Employee Side)

Employees can submit I-9 documentation directly through the Roll Credits platform. Supported document types include:

  • Government-issued photo ID (e.g. driver’s license, passport)

  • Employment authorization documents (e.g. work permits, green cards)

  • Completed Form I-9

🔒 All uploads are encrypted and securely stored in the employee’s profile.


🔎 Document Review Process (Admin Side)

Once documents are submitted:

  1. They are attached to the employee’s profile in the Payroll Dashboard.

  2. Users with Manager or Super Admin permissions can access and review them.

  3. Reviewers check that:

    • Both Section 1 (employee) and Section 2 (employer) are complete

    • Required documents are present, valid, and legible

  4. Based on the review, the admin can:

    • Approve the I-9 submission

    • Reject and request corrections


✅ Approval & Status Update

When I-9 documents are approved:

  • The system automatically changes the employee’s status to ONBOARDED

  • This means the employee is:

    • Fully documented

    • Eligible for payroll processing

    • Included in future payroll runs

🎉 This automation helps avoid manual tracking and speeds up onboarding.


🔐 Accessing I-9 Documents (Admin View)

To review I-9 documentation:

  1. Go to the Payroll Dashboard

  2. Locate and select the employee profile

  3. Open the I-9 Document section

  4. Review uploaded files

  5. Click Approve or Reject as needed


🔒 Document Security & Access Control

Roll Credits enforces strict security measures:

  • All I-9 documents are encrypted at rest and in transit

  • Access is limited to authorized roles (Managers and Super Admins)

  • All document views are logged for compliance auditing


📅 Compliance Reminders

To stay compliant with U.S. labor laws:

  • I-9 forms must be completed within 3 business days of the employee’s start date

  • Both employee and employer sections must be completed correctly

  • Only current and valid documents are acceptable

  • Maintain document retention policies in accordance with federal guidelines


🆘 Need Help?

For any issues related to I-9 documentation or onboarding workflows, contact our support team:
📧 help@rollcredits.io


Absolutely! Below are both the FAQ and Quick-Start Checklist for the I-9 Document Verification User Guide, designed for easy reference and onboarding efficiency.


❓ I-9 Document Verification – Frequently Asked Questions (FAQ)


1. What is Form I-9 and why is it required?

Form I-9 is a federal employment eligibility verification form required for all employees in the U.S. It confirms an employee’s identity and legal authorization to work.


2. How do employees submit I-9 documents in Roll Credits?

Employees can upload their I-9 documents directly through the Roll Credits platform. Supported uploads include:

  • Identification (e.g. driver’s license, passport)

  • Work authorization documents

  • Completed I-9 form


3. Who can review I-9 documents?

Only users with Manager or Super Admin permissions have access to review and approve I-9 submissions in the Payroll Dashboard.


4. What happens after an I-9 is approved?

Once approved:

  • The employee’s status automatically changes to ONBOARDED

  • They are added to the payroll system and eligible for payment

  • No manual status update is needed


5. What if the I-9 submission is incomplete or incorrect?

Reviewers can reject the submission and leave a note requesting the correct or missing documents. The employee must then resubmit their I-9.


6. Where can I find the I-9 documents for an employee?

  1. Go to the Payroll Dashboard

  2. Select the employee’s profile

  3. Open the I-9 Document section to review or update status


7. Is the I-9 document process secure?

Yes. All documents are:

  • Encrypted and securely stored

  • Access-restricted to authorized roles

  • Audited with access logs for compliance


8. What are the key compliance rules I need to follow?

  • The I-9 must be completed within 3 business days of the employee’s start date

  • Both employee and employer sections must be filled correctly

  • Only valid and unexpired documents are accepted

  • Follow federal document retention policies


9. Who should I contact for help with I-9 onboarding?

Contact help@rollcredits.io for any onboarding or I-9 document questions.


✅ I-9 Document Verification – Quick-Start Checklist


🔹 For Employees

✔ Log in to Roll Credits
✔ Upload the following:

  • Government-issued ID

  • Work authorization (if applicable)

  • Completed I-9 form
    ✔ Submit documents via your employee profile


🔹 For Managers / Admins

  1. 🔍 Review Submitted I-9s

    • Go to Payroll Dashboard

    • Open the Employee Profile

    • Navigate to I-9 Document Section

  2. Approve or Reject

    • Approve if all documents are valid and complete

    • Reject if documents are missing or incorrect (add feedback)

  3. 🟢 System Updates Automatically

    • Employee status becomes ONBOARDED

    • Employee is now eligible for payroll runs


🔐 Security + Compliance Reminders

  • Must be completed within 3 business days of start date

  • Only authorized roles can access I-9s

  • Keep documents secure and follow retention policies

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