FORM I-9 Retention Quiz

What is the FORM I-9 retention date for the following employees?  (Answers below)

John Smith - Hired on May 15, 2008 and left the company on August 18, 2010.

Jane Jones - Hired on March 15, 2009 and left the company on August 18, 2010

Mary Stephens - Hired on November 6, 1986, currently employed, with continuous service.   

FORM I-9 retention requirements are not always straight forward; application of the requirements can become confusing, especially when accounting for terminated employees.   Here are some tips from the Self-Audit Guide included in the FORM I-9 toolkit from THOMAS HOUSTON associates, inc:

1.  Generate report of employees hired since November 6, 1986.  Include:
1. Date of hire
2. Last name, first name
3. Date of termination
4. Social Security Number or Date of Birth
2. Calculate retention dates by comparing date of hire, date of termination, and date of self-audit. 
1. Write down date that is one calendar year prior to audit date; that becomes target termination date.
2. Subtract two years from target termination date to get the target hire date.
3. Forms can be discarded for persons hired before target hire date and whose employment ended before the target termination date.

The Self-Audit Guide is part of the FORM I-9 toolkit received with completion of our self-paced on-line FORM I-9 training program.  For more information on the FORM I-9 Services offered by THOMAS HOUSTON associates, inc., call 1-800-330-9000 or click here to schedule a convenient time for our call. 

Answers –

A.      John Smith – August 18, 2011 (1 year from termination date is greater than 3 years from hire date)

B.      Jane Jones – March 15, 2012 (3 years from hire date is greater than 1 year from termination date)

C.      Mary Stephens – No FORM I-9 required.  (The requirement to complete FORM I-9 applies to new employees hired after November 6, 1986.)