I9 Document Management User Guide

Written by Chase Gladish

May 1, 2025

🧾 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

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

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

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

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

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

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

📌 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

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

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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

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

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

✅ 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

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

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

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

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

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

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)

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

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