Form I-9 Reverification Tracking Log

This template helps HR track employees whose work authorization has an expiration date and who may need reverification on Form I-9 Supplement B. It centralizes the expiration date, due date, document review, and follow-up actions so nothing is missed. It is meant for ongoing tracking, not for storing the full I-9 form itself. Use it as a working log alongside your official I-9 process.

Include only employees whose work authorization or employment authorization documents require reverification. Do not use it as a general employee roster. If an employee has no reverification requirement, there is usually no reason to add them. Keep the scope narrow to support data minimization and reduce unnecessary PII.

Review it on a regular cadence, such as weekly or biweekly, and always before an expiration date or due date passes. A shorter cadence works better when you have a larger workforce or many time-limited authorizations. The goal is to trigger follow-up early enough to collect updated documents and complete the review on time. Set reminders based on the follow-up due date field.

Typically HR, People Operations, or an I-9 compliance specialist maintains the log. The person entering or updating records should be trained on I-9 reverification rules and on how to handle sensitive PII. If legal or immigration counsel is involved in your process, they may review the workflow, but day-to-day updates usually sit with HR. Keep access limited to authorized staff only.

Record the documents reviewed, the review date, the follow-up action, and the next due date if one exists. Keep notes factual and limited to what is needed to complete the reverification workflow. Avoid adding unrelated medical, family, or performance information. If a document is not yet provided, note the status and the next action rather than leaving the record vague.

No. This log supports your reverification workflow, but it does not replace the official Form I-9 or Supplement B. The official form remains the source record for employment eligibility verification. Use this template to track deadlines, follow-ups, and audit trail details around that process. Keep the log aligned with your current USCIS form version and internal retention rules.

You can add fields for location, department, or case owner if those help route follow-up actions, but keep the form lean. Use conditional logic if some groups require different review paths or escalation steps. Avoid adding fields that collect data you will not use. The best customization is usually around assignment, reminders, and status labels.

Calendar reminders, HRIS records, and task management tools are the most useful integrations. A reminder workflow can alert the assigned reviewer before the follow-up due date, while HRIS links can reduce duplicate data entry. If your process uses document storage, connect the log to the approved repository rather than attaching unnecessary files directly. Make sure any integration respects access controls and audit trail requirements.

Common mistakes include tracking every employee instead of only those who need reverification, missing the follow-up due date, and storing too much PII in notes. Another frequent issue is failing to document who reviewed the record and when the employee was notified. The log should also be updated promptly after each action so it remains reliable. A stale log creates avoidable compliance risk.