Verifying Hire Reverify/Rehire Form I-9 Information (Onboarding Manager - I-9 Section 3)

Abstract

An onboarding manager uses the I-9 Section 3 task in the Onboard Manager application to reverify an employee when an existing work authorization expires or when an employee is rehired within 3 years of their original hire date.

In Onboard Manager, the task that allows an onboarding manager to reverify/rehire is called I-9 Section 3. This task corresponds to Section 3 (Reverification and Rehires) in the Form I-9 PDF.

To successfully use I-9 Section 3, a previously completed I-9 (both I-9 Section 1 and I-9 Section 2) must have been completed.

The 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 triggers the I-9 Section 3 task.

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. Selecting it causes I-9 Section 3 to appear as a task on the My Tasks page. Note: This menu item is automatically triggered by the system based on the expiration of documents used originally in I-9 Section 2.

When the onboarding manager selects the I-9 Section 3 task, it displays on its own page. 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.

There are multiple pages needed to complete the I-9 Section 3 task. An I-9 wizard helps the onboarding manager navigate through the steps:

• New Hire Information, including employment eligibility, and reverification document

• Electronic Signature

• Sign and Submit I-9 (Form I-9 PDF)

I-9 Section 3: Step 1 - New Hire Information:

I-9 Section 3: Step 3 - 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 onboarding manager provides in the I-9 Section 3 task is used to populate Section 3 in the Form I-9 PDF.

I-9: SECTION 3 VALIDATION

Validation occurs when generating I-9 Section 3 when Section 2 is not completed or the I-9 is not available in the workflow.

I-9 Section 3 is still generated for the latest job application if the new hire has more than one job application.