I-9 Correction Procedure SOP

Standard procedure for correcting Form I-9 Section 2 and Supplement B errors using a single-line strike-through, initials, date, and a signed explanation without backdating.

Steps

• The HR specialist identifies the I-9 error
  The HR specialist reviews the Form I-9 and identifies the exact field that contains the error or omission. The specialist confirms that the issue is in Section 2 or Supplement B and records the correction case in the correction log. Do not make changes until the error is clearly identified.
• The HR specialist draws a single line through the incorrect entry
  The HR specialist draws a single line through the incorrect information so the original entry remains readable. The specialist does not use correction fluid, erase the entry, or black out the text.
• The HR specialist enters the corrected information
  The HR specialist writes the correct information in the appropriate space next to the original entry or in the margin, following the organization's documented correction practice. The specialist ensures the corrected entry is complete and legible.
• The HR specialist initials and dates the correction
  The HR specialist initials the correction and enters the current date next to the corrected information. The specialist uses the actual date of the correction and does not backdate the entry.
• The HR specialist prepares a signed explanation
  The HR specialist prepares a brief signed explanation describing what was corrected, why the correction was needed, and who made the correction. The explanation is filed with the I-9 record or attached according to the organization's documented information procedure.
• The compliance manager reviews for non-conformance escalation
  The compliance manager reviews the correction for completeness and determines whether the issue is limited to a clerical correction or requires escalation due to repeated errors, missing documentation, or suspected non-conformance.
• The HR specialist closes the correction record
  The HR specialist updates the correction log to show the issue is resolved and stores the corrected record according to retention requirements.
• The compliance manager escalates the non-conformance
  The compliance manager escalates the issue to the designated compliance, legal, or HR leadership contact for further review and corrective action. The manager documents the reason for escalation and any required follow-up actions.