Entering Form I-9 Information (New Hire - I-9 Section 1)

Abstract

The Onboard application enables new hires to enter their identity/employment eligibility information (needed for Form I-9).

In Onboard, the task that allows a new hire to complete/sign/submit Form I-9 is called I-9 Section 1. This task corresponds to Section 1 (Employee Information and Attestation) in the Form I-9 PDF.

The I-9 Section 1 task shows up in Onboard on the My Tasks page.

When the hire selects the I-9 Section 1 task, it displays on its own page.

There are multiple pages needed to complete the I-9 Section 1 task. An I-9 wizard helps the new hire navigate through the steps:

• Third Party Information. New hires can enable a third party (an outside approver) to complete the I-9 Section 2 on their behalf. The new hire is prompted to complete certain mandatory fields, including the third party's first name, last name, email address, and one optional field, the contact number. Note: Third Party Information is configurable by the client (enabled/disabled) on the activity in the workflow configuration. Therefore, this step only displays if the Third Party configuration is enabled on the I-9 Section 1 activity in the workflow.

• Terms and Conditions. This includes check boxes for: Minors/Youth, Employees with Disabilities, Preparer and/or Translator Certification, and None of the Above are Applicable.

• New Hire Information. Note: State information in the new hire's profile automatically displays in the new hire's I-9 form.

• Employment Eligibility

• Citizenship Status and Employment

• Electronic Signature

• Sign and Submit I-9 (Form I-9 PDF)

Note: Sometimes new hires do not have their social security number information at their start date. The United States Citizenship and Immigration Services (USCIS), however, requires new hires to complete the I-9 within three business days of their start date. To accommodate the time requirement, the Social Security Number field can either be required or optional depending if the client uses E-Verify.

If a client uses E-Verify, a question is asked on the new hire's I-9 Section 1 task: [Employees must have a Social Security Number (SSN) to be verified using E-Verify]. The new hire is required to answer by selecting one of the following options:

• I have a Social Security Number. If selected, the Social Security Number field is required, and the new hire must enter the number (if the field is not already populated with the number).

• I have applied for, but have not yet received a Social Security Number. If selected, the Social Security Number field does not display. When a social security number is not available, the value Applied For-In Process is populated on the signed I-9 PDF. Onboard tracks this flag in the system through the audit trail. this option allows the hire to complete the I-9 within the three-day time requirement. Note: When a social security number is missing, the onboarding manager cannot initiate E-Verify.

Clarification about optional/required fields:

• If the employer uses E-Verify, the new hire must provide a Social Security Number. Otherwise it is optional.

• If the new hire provides an E-mail Address and Telephone Number (both optional fields), E-Verify can provide important information regarding the E-Verify case.

Other Form I-9 Section 1 considerations:

• Apt Number, Email, and Phone Number in Section 1 of Form I-9 must have a response, either the value provided for them or N/A (Not Applicable). New hires completing Section 1 of Form I-9 see an N/A for Apt Number, Email, and Phone Number on the PDF if they do not provide one.

  • N/A is populated within the field on the PDF Form I-9 (both before and after it is signed) and is not editable.

  • N/A is captured in the data base, and is the value output in reporting and in the DHS Audit Trail reporting when no response is provided. It can be audited and exported.

• Other Last Names section. New hires completing Section 1 of Form I-9 see N/A (not applicable) for Other Last Names used on the PDF when they do not provide one. If they do not have another last name, they select the option I Do Not Use Other Names. This field is reportable.

• Middle Initial section. New hires completing Section 1 of Form I-9 see N/A (not applicable) for Middle Initial used on the PDF when they do not provide one. If they do not have a middle initial, they select the option I Do Not Have a Middle Initial. This field can be audited and exported.

• Lawful Permanent Resident needs to select number type (Alien Number or USCIS Number) on I-9 Section 1. If the new hire is a lawful permanent resident, the new hire on Step 4 of the I-9 Section 1 task must pick which number type they are using: Alien Number (capital letter A followed by 7-9 numbers) or USCIS Number (7-9 numbers).

• Support for multiple Preparer/Translator Sections ( up to 5). New hires completing Step 1 of the I-9 Section 1 form can indicate if they require one or multiple preparers or translators to comply with the new 2016 I-9:

  • On Step 1 of the I-9 Section 1, new hires can indicate if they fit the requirements of one or more of the following: Minors/Youth; Employees with Disabilities; Preparer and Translator Certification.

  • If new hires meet none of the requirements, they select the following option: I Require None of the Assistance Offered. On the PDF, the No Preparer or Translator check box is selected.

  • If new hires select at least one of the options from Step 1, they can indicate how many preparers and translators they require by selecting 1, 2 or 3. If they select 1, the following displays and is required for the preparer/translator: Preparer Information, First Name, Last Name, Street Address, City, and option list for State.

• Form I-9: When an onboarding manager reopens Section 1 or 2 of a 2013 form I-9, the 2017 form I-9 is automatically triggered to the new hire for completion because the 2013 form is no longer valid.

• Form I-94: Removing the requirement that aliens authorized to work provide both their Form I-94 number and foreign passport information in Section 1. A new hire completing I-9 Section 1 and identifying as Alien Authorized to Work in the U.S. is only required to provide one of the following document numbers to complete Form I-9: An Alien Registration Number/USCIS Number OR Form I-94 Admission Number OR Foreign Passport Number to comply with the new proposed changes for the 2016 Form I-9.

I-9 Section 1: Step 7 - Sign and Submit

When all information is verified, the new hire electronically signs the Form I-9 PDF (by selecting a check box that applies an eSignature), and submits it.

The information the new hire provides in the I-9 Section 1 task is used to populate Section 1 in the Form I-9 PDF.