Is it illegal to ask a new employee for their social security card as a form of identity for the I9 form. Is it appropriate to make a copy to attach to the I9 form?
What I would do instead, prior to the employee’s first day, is ask them to bring ID to verify their work eligibility. Then, suggest that the most common types of ID used are a passport, or they could bring their driver’s license and social security card, as examples.
However, the I-9 form provides lots of other options. You can’t require them to use their SSN. They may need to use another form of ID instead. Below is an article on the I-9 form for more details.
As to your question of making a photocopy of the documents. Some HR professionals do, so that if they’re ever audited, they can prove that they verified the ID.
But you don’t have to. As long as you’ve personally verified and signed the document, and have the ID numbers documented, a photocopy isn’t required. If you make a photocopy of the documents however, do attach them to the form (do not put copies in the employee’s personnel folder).
Instead keep one secure folder specifically for all your I-9 forms. That way you prevent prying eyes from seeing confidential information on the I-9 form, such as an employee’s passport numbers or SSN.
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