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I 9 retention calculator excel

I 9 retention worksheet 2026

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The document provides a step-by-step guide for employers on how to complete and retain the I-9 Retention Worksheet, which is necessary for compliance with immigration law. It outlines the process of documenting an employee's hire and separation dates, calculating retention periods, and the requirement to keep I-9 forms for either three years after hiring or one year after separation, whichever is later.

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Click ‘Get Form’ to open the I-9 retention worksheet in our platform's editor.
On the employee’s first day, enter the employee's name and date of hire in the designated fields. Ensure this form is stapled directly to the I-9 for proper documentation.
On the employee’s last day, fill in the date of separation. Calculate and enter the retention date by adding three years to the date of hire and one year to the date of separation. Record the later date in the provided box.
On the specified retention date, ensure that both this form and the I-9 form are destroyed as per compliance requirements.

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How to calculate i-9 retention?

To calculate how long to keep a former employees Form I-9: If they worked for less than two years, retain their form for three years after the date you entered in the First Day of Employment field. If they worked for more than two years, retain their form for one year after the date they stop working for you.

How long is an I-9 valid after termination?

Federal regulations state you must retain a Form I-9 for each person you hire for three years after the date of hire, or one year after the date employment ends, whichever is later.

Does a rehire need to complete new paperwork?

Update their forms. A new record is needed if the rehire is over three years from their previous employment date. If it is not yet three years, the current document applies up to three years from the rehire date or one year after their termination. Fill in all the relevant company onboarding documents.

How long is an i-9 good for rehire?

You must complete a new Form I-9 when a hire takes place, unless you are rehiring an employee within three years of the date the employees previous Form I-9 was completed.

Does an employer have to keep copies of I-9 documents?

Should Employers Retain I-9 Supporting Documentation? Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents that should be copied and kept. Regardless of requirements, its always recommended to keep supporting documentation.

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How often does an I-9 need to be reverified?

Employers are required to reverify an employees documentation only when the employees employment authorization document (EAD) or receipt has expired. Reverification should occur no later than the actual expiration date of the work authorization.

I 9 retention worksheet 2026

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How to calculate i-9 retention?

How long is an I-9 valid after termination?

Does a rehire need to complete new paperwork?

How long is an i-9 good for rehire?

Does an employer have to keep copies of I-9 documents?

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How often does an I-9 need to be reverified?

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