Verifying Hire I-9 Information

Abstract

The I-9 (Employment Eligibility Verification) form is a United States federal form. It is used to verify that each new hire is authorized to work in the United States.

Note: An eSignature is used to sign the Form I-9 PDF. The eSignature process is not discussed in detail in this document since it is typically a separate task to create one. It is possible, however, to edit an eSignature before signing Form I-9.

Refer to the [Form I-9 and E-Verify Guide] for more information about Form I-9.

• Filling out, signing, and submitting an I-9 form is a US-only task that hires complete (via the Onboard New Hire application).

• As an onboarding/hiring manager, you need to verify the information on the submitted I-9 form.

• If an employer uses E-Verify (US government program that verifies the identity/employment eligibility of persons hired to work in the United States), the information from each new hire's I-9 form is used to confirm work authorization.

• Consult the US Citizenship and Immigration Services website for information about the I-9 form.

In order to control the workflow associated with Form I-9, the process is divided into three separate tasks (referred to as sections).

• I-9 Section 1 (identity/eligibility information entered by new hire).

• I-9 Section 2 (verification by onboarding manager of new hire identity/eligibility information).

• I-9 Section 3 (hire reverification and rehires, by onboarding manager, if needed).

Note: These tasks correspond to the three sections that comprise Form I-9.

• Section 1. Employee Information and Attestation

• Section 2. Employer or Authorized Representative Review and Verification

• Section 3. Reverification and Rehires

The final result, when combined with hire and onboarding manager eSignatures, is a completed and signed Form I-9 PDF.

Note: All three I-9 Sections contain a standard set of fields for all clients. None are customizable.

In Onboard Manager, an onboarding manager can assign standalone tasks (I-9 Section 1, I-9 Section 2, I-9 Section 3, and E-Verify) to a new hire. Standalone tasks can be completed at any point of time, even after Onboard End, regardless of the other tasks in the workflow. Note: For a standalone task to be utilized, a standalone setting must be configured/enabled for the client. If not enabled, standalone tasks will not be created.

A new hire can assign I-9 tasks to a third party approver (an outside approver), letting them complete the I-9 Section 2 on their behalf.

All Form I-9 fields are reportable. Reports can be pulled for all I-9 fields. This is in combination with Job & Applicant entity fields. Onboarding managers can run one consolidated report to know who completed I-9 and who completed with I-9 receipts.

1. A new hire (using Onboard) completes/signs/submits Section 1 of Form I-9 (Employee Information and Attestation). This task appears as I-9 Section 1 on the My Tasks page.

   • A wizard assists the new hire to complete the task. As part of this process, it presents links to the three lists of acceptable identity and employment eligibility documents the new hire needs to present for verification purposes.

   • Once the new hire completes the fields, Onboard automatically populates the data into Section 1 of a Form I-9 PDF file, and prompts the hire to electronically sign/submit the document. Note: Once the hire signs/submits the completed form, it cannot be modified unless the system requests it. Depending on how Onboard is configured, the new hire may be automatically signed out after submitting the form.

   • The submitted Form I-9 PDF moves in the workflow to Onboard Manager.

2. An onboarding manager (using Onboard Manager) completes/signs/submits Section 2 of Form I-9 (Employer or Authorized Representative Review and Verification). This includes the review/verification of the hire's Section 1 of Form I-9. This task appears as I-9 Section 2 on the My Tasks page.

   • A wizard assists the onboarding manager to review/verify the hire's Form I-9, as well as verification documents and other information.

   • If there is no discrepancy with the hire's Form I-9, the onboarding manager completes the verification, and is prompted to electronically sign/submit the document.

   • If the new hire provided a receipt as a placeholder for pending List A/B/C documents, you can indicate this by selecting a check box in the I-9 Section 2 task called By Selecting This Box I Am Confirming that this Document Is a Receipt check box, and then enter the receipt number and receipt expiration date. Once the new hire presents the document, you enter the actual document number. When new hires provide a receipt as a placeholder, this information is exportable and reportable. To reach reports, do: Report menu item in Onboard - Manager > Onboard > Reports > My Reports tab > Content and Sort Selection pane > Choose Fields to Add to Report field > Receipt (ReviewDocument) .

   • If there is a discrepancy (I-9 information the hire provided does not correspond to what was requested or if the hire did not have a social security number at the start date), the onboarding manager selects an I-9 Section 1 Reset button (and enters a reason for the reset) to reopen Form I-9. The system automatically sends the hire an email indicating changes are needed and allows the hire to complete the I-9 Section 1 task once again (via Onboard). Note: The reason for reset is not reportable data, and displays only in the email to the new hire. When a social security number is missing, you cannot initiate E-Verify until it is present. The E-Verify Employee Data Review screen shows the SSN field with a message: A Case Cannot Be Created in E-Verify Without a Social Security Number.

3. If needed, an onboarding manager (using Onboard Manager) completes/signs/submits Section 3 of Form I-9 (Reverification and Rehires). This is used for hire reverification/rehire.

   • On a hire profile page in Onboard Manager, selecting a pointer by a hire name displays a menu. One of the menu items is I-9 Section 3. This menu item displays only when I-9 Section 3 is configured as a standalone task (not part of the standard I-9 Section 1 and I-9 Section 2 workflow). Note: I-9 Section 3 can be configured as a standalone task that needs no workflow, or it can be configured so that the expiration of documents used originally in I-9 Section 2 automatically trigger the I-9 Section 3 task.

   • Selecting the I-9 Section 3 menu item causes I-9 Section 3 to appear as a task on the My Tasks page.

   • In I-9 Section 3, when the onboarding manager selects Yes for the question [Has the Citizenship Status Changed?], a new standalone I-9 Section 1 will be created for the new hire to complete it. The new hire is responsible for completing I-9 Section 1 with the new citizenship status. Note: For the standalone I-9 Section 1 to be created and a subsequent standalone Section 2 to be created, a standalone setting must be configured/enabled for the client. If this isn't enabled, the standalone tasks will not be created.

   • A wizard assists the onboarding manager with the hire reverification/rehire fields.

4. If the employer participates in the E-Verify program, an onboarding manager (using Onboard Manager) interfaces with the E-Verify program to confirm the new hire's work authorization. This includes submitting the new hire's Form I-9 to E-Verify. This task appears as E-Verify on the My Tasks page.