I-9 Compliance - Payroll/HCM

What Payroll Providers Do for I-9s

• Most payroll providers (ADP, Paychex, Gusto, Paycor, etc.) include basic I-9 form management within their HR/payroll platforms.
• They provide electronic I-9 forms, storage, and sometimes workflows to capture Section 1 (employee info) and Section 2 (employer verification).
• Some integrate with E-Verify (especially ADP, Paycor, and Paychex), allowing employers to electronically submit I-9 data to DHS/SSA from inside the payroll system.
• They also maintain audit logs and reporting, helping employers stay organized if audited.

🔹 What Payroll Providers Do Not Do

• They do not physically verify documents (passports, licenses, SS cards, green cards). That responsibility is always on the employer or their designated representative.
• They do not assume liability for document fraud. If an employer accepts a fake ID, the payroll system won’t catch it.
• They cannot replace employer compliance—the system can guide, but the employer is accountable for correct completion and retention.

🔹 In Practice

• Payroll companies mainly act as a platform: digital forms, reminders, storage, and optional E-Verify integration.
• Employers still must look at original documents (in-person or via DHS-approved remote verification) and certify identity & work eligibility.
• If audited, the employer — not the payroll company — is responsible for I-9 errors, incomplete forms, or fraudulent documents.

👉 In short: Payroll providers, like Workday, are processors and record-keepers — they help with form management and compliance tracking but do not perform the actual verification step.

Task / Step — Payroll Provider / HCM — Employer Responsibility

Payroll Providers / HCM vs. Employer Responsibility (I-9)

🔑 Takeaway

• Payroll Providers / HCM systems = digital tools: forms, storage, reminders, and sometimes E-Verify integration.
• Employers = compliance owners: must verify documents, resolve mismatches, and carry legal liability in case of errors or fraud.