Introduction
Onboarding is entirely I-9 Compliant. The employee will complete Step 1 by walking through the assigned task. Once the employee completes Step 1, the employer will be sent Section 2 for verification by the appropriate employer.
Currently, there is no automated way to include the I-9 Reverification form within a Placements assigned Task. You will need to manually add the I-9 Reverification using the process outlined in Create I-9 Reverification Task.
Additionally, Onboarding does not have automatic I-9 retention rules established. You will need to manually request employee I-9 disposal following the process outlined in I-9 Retention.
Audience
Onboarding Admin
Create I-9 Reverification Task
Select the Employees tab.
Select the desired employee.
Within the Other Tasks section, click + Create Task.
Within Forms, search/select I-9 Reverification.
Select Employer from the drop-down.
When selecting a Due Date, is it recommended to set the due date 90 Days Before Expiration. This gives ample time for renewal and processing. Do not use the Expiration Date. The expiration date will terminate the task.
Click Create Task.
NOTE: No notification is sent to the employee or the employer.
I-9 Reverification - Employer Process
In the future, the employer will need to do the following when it's time for reverification.
Click Active Forms.
Within the Filter by name field, enter I-9 and click I-9 Reverification.
Copy the ID.
Click Tasks.
Click More filters, then select Form ID.
Click Form ID and paste the ID that you copied previously.
Select the desired employee. NOTE: You may need to navigate to Employees to obtain the employee's contact information (i.e., email address or cell phone number).
Click Create Link.
Under Delivery Method, select your desired method:
- Create Link – Creates a clickable URL that can be sent to the employee. This will allow you to send an email using an outside email application, such as Outlook or Gmail.
- Send via Email – Generates an email that will be sent to the employee. This requires you to enter the employee's email address.
- Send via SMS - Generates an SMS message that will be sent to the employee. This requires you to enter the employee's phone number.
Click Create Link. NOTE: If you select Send via Email, the button will show "Send Email". If you choose Send via SMS, the button will show "Send SMS".
Navigate to your email application > create a new email > paste the link that was created > and send the email.
I-9 Reverification - Employee Process
The employee will receive a link, based on the delivery method selected previously. The employee will choose the link, complete the necessary fields, and then click Submit.
I-9 Reverification Determine Complete - Employer Process
The employer will use this process to determine when the I-9 Reverification form is complete and ready for submission.
Check the Tasks dashboard frequently and filter by Form ID using the same steps as I-9 Reverification Employer Process.
When you see an employee's Progress at 60%, click on the employee.
Click Create Link.
Within Assignee Type, select Employer.
Under Delivery Method, select the desired method:
- Create Link – Creates a clickable URL that can be sent to the employer. This will allow you to send an email using an outside email application, such as Outlook or Gmail.
- Send via Email – Generates an email that will be sent to the employer. This requires you to enter the employer's email address.
- Send via SMS - Generates an SMS message that will be sent to the employer. This requires you to enter the employer's phone number.
Click Create Link. NOTE: If you select Send via Email, the button will show "Send Email". If you choose Send via SMS, the button will show "Send SMS".
Navigate to your email application > create a new email > paste the link that was created > and send the email.
I-9 Reverification Complete - Employer Process
The employer will receive a link, based on the delivery method selected previously. The employer will choose the link, fill out the fields as needed, and click Submit.
I-9 Retention
Onboarding does not have automatic I-9 retention rules. If you need to dispose of an employee's I-9 Form, submit a Help Center ticket. Within the ticket, please provide a list of the following information:
- The Forms that need to be disposed of.
- The name of the employee(s).
- The Task ID.
U.S. Citizenship and Immigration Services (USCIS) Retaining Form I-9: 10.0 Retaining Form I-9
Obtain a List of Employees for I-9 Disposal
Click Active Forms.
Within the Filter by name field, enter I-9 and click I-9 Reverification.
Copy the ID.
Click Tasks.
Click More filters, then select Form ID.
Click Form ID and paste the ID that you copied previously.
Review the list of Employees and document who should be deleted.
You may want to configure shorter retention rules in Onboarding if you send a PDF to your HRIS and employee file. Many customers wish to have a single location to view all compliance information for a given employee and don’t want the risk of having forms like the I-9 stored in multiple locations.