I9 Document Verification User Guide | Roll Credits Help Center

I9 Document Verification User Guide

🧾 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

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

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

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

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

Reviewers check that:

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

Required documents are present, valid, and legible

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

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

Go to the Payroll Dashboard

Locate and select the employee profile

Open the I-9 Document section

Review uploaded files

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

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

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

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

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

Go to the Payroll Dashboard

Select the employee’s profile

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

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

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

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

🔍 Review Submitted I-9s

Go to Payroll Dashboard

Open the Employee Profile

Navigate to I-9 Document Section

✅ Approve or Reject

Approve if all documents are valid and complete

Reject if documents are missing or incorrect (add feedback)

🟢 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

Must be completed within 3 business days of start date

Only authorized roles can access I-9s

Keep documents secure and follow retention policies