Answer:

You need to have the employee complete the current version of the Form I-9 immediately. While it might feel tempting to try and “fix” the past by backdating documents, honesty is still always the best policy.

Start by having the employee fill out the most recent version of the Form I-9 as soon as you discover the oversight. When you get to the certification portion of Section 2, ensure you record the actual date the individual began their employment, even if that date was months or years ago. Do not backdate any signatures. Instead, be transparent: attach a brief, signed, and dated memo to the form explaining why the I-9 was missing and the specific steps you’ve taken to correct the error.

Handling paperwork with integrity reflects our commitment to being good stewards of the people placed under our care. It’s about being “above reproach” even in the small, administrative details that the public rarely sees.

Original content by HR Ministry Solutions. This information is provided with the understanding that Payroll Partners is not rendering legal, human resources, or other professional advice or service. Professional advice on specific issues should be sought from a lawyer, HR consultant or other professional.