I-9 in Onboarding

Follow

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.

Employees tab.png

Select the desired employee.

select employee.png

Within the Other Tasks section, click  + Create Task.

create task.png

Within Forms, search/select I-9 Reverification.

search for i9 form.png

Select Employer from the drop-down.

select employer.png

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.

select due date.png

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.

active forms.png

Within the Filter by name field, enter I-9 and click I-9 Reverification.

filter by form name.png

Copy the ID.

copy form ID.png

Click Tasks.

tasks tabs.png

Click More filters, then select Form ID.

filter task by id.png

Click Form ID and paste the ID that you copied previously.

task_filter by form ID.png

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).

select employee_create link.png

Click Create Link.

create link.png

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.
create link_delivery method.png

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.

select employee_create link.png

Click Create Link.

create link_employer process.png

Within Assignee Type, select Employer.

create onboarding link_assignee type.png

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.
delivery method_employer process.png

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.

active forms.png

Within the Filter by name field, enter I-9 and click I-9 Reverification.

filter by form name.png

Copy the ID.

copy form ID.png

Click Tasks.

tasks tabs.png

Click More filters, then select Form ID.

filter task by id.png

Click Form ID and paste the ID that you copied previously.

task_filter by form ID.png

Review the list of Employees and document who should be deleted.

review employees list for i9 delete.png

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.

Was this article helpful?
0 out of 0 found this helpful