When to Use Supplement B
Employers must complete Supplement B when:
- An employee's employment authorization or documentation of employment authorization has expired ("reverification") –- document verification required
Employers may complete Supplement B when:
- An employee is rehired within 3 years of the date when they originally completed an I-9 (“rehire”) –- document verification only required if employee’s work authorization from original I-9 has expired
- An employee has a legal change of name and/or other identity information at any time other than during a reverification or rehire completion (“changes of name and other identity information”) –- documentation verification is optional
Requirements When Using Supplement B
- Use current Supplement B
The current version of Supplement B must be used, even if an expired version of Form I-9 was originally completed by the employee.
- DocuSign or In-Person Options
The HR professional must complete the form electronically using a Payroll Services-approved DocuSign form, or print and complete it in-person. The document verification, when applicable, may be completed by the HR professional by examining the document through live video interaction or by physically examining and making a copy of the employee-provided document.
- Attach most recent I-9 or Supplement B - Required
A copy of the employee's original (or most recent) Form I-9 or Reverification must be sent to Payroll Services along with the newly completed Supplement B to ensure that the original/most recent was reviewed and referenced when completing the new Supplement B. If completing Supplement B via DocuSign the copy must be attached by the HR professional via the DocuSign attachment field within the Supplement B template.
- Supporting Documentation
If documentation is required, the employee may choose to either attach a copy of the document (both sides, if two-sided) to submit via DocuSign or present the document in-person for the HR professional to photocopy.
NOTE: If the employee chooses to present supporting documentation in-person, the HR professional must complete document verification before completing Supplement B.
When the DocuSign form is used, DocuSign routes the form to the employee first to obtain the acceptable document from List A or List C as an attachment. However, the document verification field is marked "optional" to allow for those situations in which document verification is not required.
- File Submission and Retention
Supplement B, any accompanying documents (when applicable), and a copy of the employee's original (or most recent) Form I-9 or Reverification, must be submitted to Payroll Services and retained with the employee’s original Form I-9.
- No New E-Verify Needed for Reverification
For reverification, do not create a new E-Verify case.