Per USCIS, an employee may present a receipt in place of a List A, B, or C document at certain times. These can be used for a short period to complete Section 2 or Supplement B of Form I-9. The most common type of receipt shows that an employee has applied for a replacement of a List A, B, or C document that was lost, damaged, or stolen.
Per USCIS, "this receipt is valid for 90 days from the date of hire (meaning, first day of work for pay) or in the case of reverification, 90 days from the date employment authorization expired. Within 90 days, the employee should show you the replacement document for which the receipt was given."
Note: If you are using the “other acceptable receipt” option for list A, B, or C (as listed by USCIS), you will need to resubmit the I-9 with the updated document when it is in hand.
Let's look at how to approach this most common scenario in WorkBright. For a full list of scenarios and more information on timelines for other types of receipts, please review this USCIS resource.
To begin, when filling out the Form I-9 Section 1 in WorkBright, your employee will select the document from the appropriate list for which they are providing a receipt. They will then upload a photo of that receipt in place of the document. They will check the box indicating that this document is a receipt, and the title will be updated accordingly. They will then set the expiration date to 90 days from their start date:
They will complete Form I-9 as usual after this step, and you will complete Section 2 using your usual method.
**Note: The time that a receipt is valid can vary by document type. Please refer to the link above if you have questions about a document that is not a List A, B, or C document. **
30 days before the expiration date (the end of the 90-day period), your employee's expiring I-9 will appear on your dashboard as an alert, signaling you to follow up on updating this documentation:
At this point, reach out to the employee outside of WorkBright about their replacement document if you haven't already. The replacement document must be physically examined, just like the original documents in Section 2. How you update the I-9 depends on whether the employee can present the document in person.
Option 1: The employee can bring the replacement document in person
If the employee can present the physical replacement document to you, and it is the same document the receipt was for (for example, a receipt for a replacement driver’s license followed by the replacement license itself), examine the document and follow the steps below to update Section 2.
Option 2: The employee works remotely or cannot present the document in person
If the employee cannot bring the replacement document to you, request a new I-9. The employee will complete a new Section 1, and an authorized representative will examine the replacement document in person and complete Section 2. The original I-9 stays on the employee’s profile as a previous submission. You do not need to follow the steps below for this option.
You should also request a new I-9 if the employee no longer has the document the receipt was for but has other acceptable documentation.
First, navigate to the employee's profile and click the 'Supplemental Files' tab. Click ‘Add File’ and attach a copy of the replacement document you examined. Note that the employee cannot see any files you add here — they are for internal use only.
Once uploaded, return to the I-9 Dashboard. You can either reach that dashboard by clicking into the alert circled in red in the above screenshot from your main dashboard under 'Expiring I-9 Documents Needing Review', or by clicking the 'Onboarding' menu at the top of the screen, and then the 'I-9 Forms' inbox from the left column. Once there, make sure you are on the 'Expiring Docs' tab.
Next, click the checkbox next to the staff member's name for whom you're updating documentation. Then, click 'Edit Section 2 for 1 selected form':
You will see the screen below. On this screen, first click the 'Edit Documentation' button:
On the pop-up screen, uncheck the box next to 'This is a receipt of a document replacement.' This will also remove the word 'Receipt' from the document title. Update the expiration date to match the replacement document you were presented with. When finished, be sure to scroll all the way to the bottom and click the blue 'Save Changes' button.
Note: You will not be able to update the actual image here.
After clicking 'Save Changes', you will be brought back to the previous page. We will then select 'Add Additional Info Note':
In the pop-up screen, add a note briefly explaining why the updates were made, and click Save:
After clicking Save, be sure to scroll to the bottom of the main page and click 'Save Section 2 Updates':
And you're done! When you view the I-9 now, you'll see the updated document information in Section 2, an automatically logged note of the changes you made to Section 2, and your additional information note on the I-9:
Please remember that the workflow outlined in this article applies to the document used in this example: a Driver's License. However, the process may differ based on the document—the time the employee has to provide the replacement document may change by document type, and in some cases, they may have to reverify.
For a more detailed list, review this USCIS guide, and as always, we recommend reaching out to them if you have any questions about these guidelines.
Please contact our customer service if you have any questions about this work or applying it to another document type.