Per USCIS , there are certain times when an employee may present a receipt in place of a List A, B, or C document. These can be used for a short period of time to complete Section 2 or Supplement B of the Form I-9. The most common type of receipt is one showing 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."
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 must include the word 'Receipt' before the title of the document. They will then set the expiration date to 90 days from their start date:
They will proceed with completing the Form I-9 as usual after this step, and you will proceed with your usual method of completing Section 2.
**Note: the time that a receipt is valid can vary by document type. Please refer to 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, you will want to reach out to the employee outside of WorkBright and request a copy of the documentation if you have not already done so. If they do not have the documentation that the receipt was originally for, but they do have other acceptable documentation, they may complete a new I-9.
As long as the documentation is the same- i.e., they presented you with a receipt for a replacement Driver's License and are now presenting you with a picture of the physical replacement- you may continue to follow the steps below.
First, navigate to the employee's profile and click the 'Supplemental Files' tab. Click 'Add File' and attach a photo of the employee's replacement document. 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 name of the staff member 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 according to what is on 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 is valid for the document used in this example, a Driver's License. However, the process may differ based on the document- the amount of time that the employee has to provide the replacement document may change based on the document type, and in some cases, they may have to reverify.
For a more detailed list, you can review this USCIS guide , and as always, we do recommend reaching out to them if you have any questions about these guidelines.
Please reach out to our customer success team if you have any questions about this workflow, or applying it to another document type.