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[Payroll](https://47441426.hs-sites-na2.com/payroll?hsLang=en) # I9 Document Management User Guide | Roll Credits Help Center ### 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: 1. Go to the **Payroll** section 2. Select **I-9** from the menu 3. Click **Attach Documents** 4. Upload your **completed Form I-9** 5. Choose either: - **1 document from List A**, *or* - **1 from List B + 1 from List C** 6. Upload your supporting documents 7. 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 document from List A**, *or* **1 from List B + 1 from List C** **1 from List B + 1 from List C** Upload your supporting documents Click **Submit for Review** ### 👩‍💼 **For Managers / Admins** To review and process submissions: 1. Go to the **Payroll** section 2. Select **I-9 Review** 3. Open pending I-9s for verification 4. Review the uploaded documents 5. Complete the verification form 6. 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 1. **Employee uploads** I-9 and documents 2. **AI extracts** and populates key details 3. **Manager reviews**, corrects, and completes missing fields 4. **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 **Tables can't be imported directly. Please insert an image of your table which can be found [here](https://47441426.hs-sites-na2.com/i9-document-management-user-guide-roll-credits-help-center?hsLang=en).** **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: 1. Go to **Payroll** \> **I-9 Review** 2. Click the employee's name 3. Use document buttons to **view or download** each file 4. 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](mailto: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](mailto: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?** 1. Go to the **Payroll** section 2. Select **I-9** 3. Click **Attach Documents** 4. Upload your completed **Form I-9** 5. Upload either: - One **List A** document, *or* - One each from **List B** and **List C** 6. 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 **List A** document, *or* One each from **List B** and **List C** 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?** 1. Go to the **Payroll** section 2. Click **I-9 Review** 3. Select the employee's name 4. 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](mailto: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** - [FAQs](https://47441426.hs-sites-na2.com/faqs?hsLang=en) - [Project](https://47441426.hs-sites-na2.com/project?hsLang=en#main-content) - [Team](https://47441426.hs-sites-na2.com/project?hsLang=en#team) - [Payments](https://47441426.hs-sites-na2.com/payments?hsLang=en) - [Transactions](https://47441426.hs-sites-na2.com/transactions?hsLang=en) - [Payroll](https://47441426.hs-sites-na2.com/payroll?hsLang=en) - [Payroll](https://47441426.hs-sites-na2.com/payroll?hsLang=en) - [Budget](https://47441426.hs-sites-na2.com/budget?hsLang=en) - [Transactions](https://47441426.hs-sites-na2.com/transactions?hsLang=en#main-content) - [Edit Transactions](https://47441426.hs-sites-na2.com/transactions?hsLang=en#edit-transactions) - [Cards](https://47441426.hs-sites-na2.com/cards?hsLang=en) - [Company](https://47441426.hs-sites-na2.com/company?hsLang=en) - [Approvals](https://47441426.hs-sites-na2.com/approvals?hsLang=en) - [Settings](https://47441426.hs-sites-na2.com/settings?hsLang=en) - [Reconciliation](https://47441426.hs-sites-na2.com/reconciliation?hsLang=en) - [User Role Guides](https://47441426.hs-sites-na2.com/user-role-guides?hsLang=en) [![](https://help.rollcredits.io/hs-fs/hubfs/RC%20Horizonal%20Logo.png?width=150&height=30&name=RC%20Horizonal%20Logo.png)](https://rollcredits.io) Copyright © 2026, RollCredits