--- title: "Completing or Updating a Legacy I-9 Form" slug: "completing-or-udating-an-i-9-form" description: "Complete or update a legacy I-9 form on an employee record, covering both employee and employer signature and document verification." updated: 2025-08-26T19:47:53Z published: 2025-08-26T19:47:53Z canonical: "docs.restaurant365.com/completing-or-udating-an-i-9-form" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Completing or Updating a Legacy I-9 Form > This article covers completing or updating the legacy I-9 Verification Form within R365 Payroll. > > > > If [**Work Eligibility**](/doc/docs/work-eligibility-overview) is enabled, refer to the following documentation: > > - [Work Eligibility folder](/doc/docs/work-eligibility-folder) > - [Sign an I-9](/doc/docs/sign-an-i-9) > - [Complete an I-9 On Behalf of the Employee](/doc/docs/complete-an-i-9-on-behalf-of-an-employee) > Editable I-9 forms are only available when [Onboarding I-9s](/doc/docs/onboarding-i-9s) is enabled on the [Workforce Onboarding page](/doc/docs/workforce-settings-onboarding-page). --- ## Navigation | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-gepkn4cv.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | Follow these steps to open the document details for an employee's I-9: 1. Navigate to the employee's **employee record.** 2. Click on the **Documents tab.** 3. Click on the **Signed Documents folder.** 4. Click on the **I-9 form.** | | --- | --- | --- | --- ## Security Only users with the following permission will be able to download I-9 forms: - Labor → Employees → Documents → View Documents Only users with the following permission will be able to edit I-9 forms: - Labor → Employees → Documents → Edit Documents These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Completing an I-9 Form Follow these steps to complete or update an I-9 form: | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-hs4qbdko.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Navigate to the Signed Documents folder on the **Documents tab** of the employee's Employee Record. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-tjav8no1.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | --- | --- | --- | --- | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-peryy8fj.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Click on the **I-9 form**. The document details sidesheet will open. | | ![A white background with black text Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-ca2phuq9.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-j33j87y2.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Click the action menu, then click **Download**. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-ng5uq2om.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-2bzr1utj.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | **Review** the downloaded file. The downloaded PDF will contain all of the details currently entered on the I-9 form as well as any uploaded document images. | | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-harlci8a.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Click **Edit Form**. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-gm6a8v9k.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-kuir5pdw.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | If the employee portion of the form is incomplete, **acknowledge** that you have seen a signed paper version of the I-9. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-7zslhs3q.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-4hl9d46w.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | **Confirm** that the employee's assertion in Section 1 is completed. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-s8kr0wj2.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-7blmq79b.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | **Confirm** that the details in Section 2 are entered accurately. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-delwi2li.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-jpeaawb9.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | To upload images of the employee's documents, click **Upload Document**. | | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-lbm11yut.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Complete the **Employer Only** portion of Section 2. | | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-9ckwa66k.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | **Review** the Supplement A section. | | ![A screenshot of a document Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-poefoojx.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-bmw9lvcm.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Enter your **signature** to certify the I-9 form. | | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-4alzmm9f.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Click **Save.** | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-bq6nvugk.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | --- ## Editing an Expired I-9 Form The federal I-9 form was updated in August of 2023. There is a warning displayed if an employee's I-9 was started prior to this date. The expired I-9 cannot be updated or completed. If the expired I-9 is incomplete or requires changes, a new form must be created. More information on the changes to the I-9 form from uscis.gov: [https://www.uscis.gov/newsroom/alerts/uscis-to-publish-revised-form-i-9](https://www.uscis.gov/newsroom/alerts/uscis-to-publish-revised-form-i-9) Follow these steps to create a new I-9 form: | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-nazvcnv5.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Navigate to the Signed Documents folder on the **Documents tab** of the employee's Employee Record. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-vzy9jbm8.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | --- | --- | --- | --- | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-sszmduzz.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | Click on the **I-9 form**. The document details sidesheet will open. | | ![A white background with black text Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-7ikpsyyy.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-0tptcnm4.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | If the form is expired, a blue warning message will be displayed at the top of the document details. Click **Create New Form**. A second I-9 form will be added to the employee's Signed Documents folder. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-qt7v91ev.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-0teukl5y.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | If the expired form is incomplete, it can be deleted. Click on the **menu icon**, then click **Cancel**. > [!WARNING] > Canceling the signature request for an I-9 cannot be undone, and I-9 forms cannot be manually re-added. | | ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-ypfn893y.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/completing-or-udating-an-i-9-form-image-xb5x3ywn.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A04%3A46Z&se=2026-11-13T02%3A04%3A46Z&sr=c&sp=r&sig=NbDQgRm0Kci4OtD7PzhV3tGAa7xnxcBNiy%2F%2BwWzjM90%3D) | **Follow the steps above for completing an I-9 form** to complete the new version of the form. | | | Restaurant365 A database entry that contains detailed info about an employee, including personal details and employment history.