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A rehire refers to an individual who was once employed, terminated, and subsequently rehired by the organization. When a candidate enters data in Section 1 activity, a search is initiated in Section 1 Save/Electronic Signature to check for any original (previously completed) Form I-9 associated with the candidate within the last 3 years. Based on the search results, the candidate is determined as either a New Hire or a Rehire case. If the candidate is identified as a rehire, instead of Section 2, the I-9 Admin/Specialist will be presented with Supplement B - Reverification and Rehire form (formerly Section 3). 

How a candidate

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is determined as a rehire?

A search is initiated when Section 1 is saved/electronically signed to match the candidate's legal entity (Company/Business unit), SSN, date of birth, and eligibility type with the previously completed Form I-9. If a match is identified, the system then verifies whether the rehire occurred within the period of 3 years from the previous hire date, and checks for the existence of a termination date for the candidate from the previous hire process.

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If the I-9 ID of a previous hire invitation is not terminated and a new invitation/transaction is created with the same legal entity, Date of Birth, SSN and eligibility type, the employee will be considered as a New Hire. A new I-9 ID will be generated when Section 1 is saved/electronically signed. To designate the new invitation as a rehire, terminate the I-9 ID of the previous hire invitation and restart the process/activity of the new invitation, so that the invitation will go through Section 1 activity again and identifies it as a rehire. (Note: If the Work Authorization End (WAE) date exists in the primary hire flow, then make sure the WAE date is greater than or equal to current date). In the restart process, do not change any invitation details i.e legal entity, Date of Birth, SSN and eligibility and let the process go through Section 1 activity. When Section 1 activity is saved/electronically signed, the search identifies the new invitation as a rehire and associates the I-9 ID from previous hire invitation with the new invitation/transaction. 

What sections are shown in Complete I-9 for the

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rehire flow?

Also the work authorization document presented with the previously completed Form I-9 should not expired. That means, if Work Authorization End (WAE) date exists for I-9, then it should not be less than the current date. If the work authorization document presented with the previously completed Form I-9 is expired, then the employer must also reverify the employee's employment authorization in Supplement B. 

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Supplement B - Reverification and Rehire (formerly Section 3)

Who can complete Supplement B for rehires?

Any user with the I-9 Specialist role can complete Supplement B. This role is commonly assigned to users responsible for verifying the documents presented by the New Hire. Rather than personally completing Supplement B, this task can also be assigned to an authorized Representative.

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In the Additional Information enter if any note/comment has to be added. If an alternative procedure is used for remote verification of documents, indicate this by selecting the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. When this checkbox is selected, attaching supporting documents in Supplement B is required.

Note: This alternative process is allowed exclusively when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will be disabled. 

Note: If Supplement B is assigned to a remote user, and if the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is checked by the remote user in Supplement B, they are required to upload the supporting documents when completing the activity. In this case, the I-9 Specialist need not add the attachments while completing the Supplement B review.

If "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox is selected and attachment is not provided, the following error will be displayed when completing the activity.

Note: If the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is not checked you may still be prompted for uploading attachments in Supplement B especially if attachments are configured as mandatory in I-9 activities.

For more details on uploading the attachments, please click here.

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How can you edit Supplement B data after the activity is completed?

Supplement B fields can be edited by I-9 Specialists until the "Mark as Complete" button is clicked on the E-Verify activity. Once this step is completed, Supplement B becomes non-editable.

A sample is given below. Clicking on the "Edit" button will open the Supplement B fields for editing.

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