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New Hires are provided with certain self service actions in case if they have to perform corrections/updates to their I-9 information presented in previous completed Form I-9. When the self-service process is initiated, an additional invitation will be launched for the process which will allow them to correct/update the previous I-9 information.
Note: Note that these processes can be initiated only if all the processes associated with the I-9 are process completed.
How New
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Hires can access the self service actions?
New Hires can access Self Service actions through the menu links available in the left navigation. Click on the menu icon and navigate to I-9 Actions and select the corresponding link specific to the process under I-9 Actions.
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The I-9 Specialist is required to open this task, and enter record the new name information provided by the employee in Supplement B.
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To open the corresponding activity, the I-9 Specialist should click on the "Complete I-9" link for that specific transaction in the My Tasks console. Note: The transaction can also be accessed through Elasticsearch Keyword Search My Tasks category. For more details, please click here.
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In Supplement B, the New Name fields will open up to record the name change details. The Last and First Name fields are required and the Middle Initial is optional.
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In the Additional Information enter if any note/comment
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need to be added.
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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. For more details on uploading the attachments, please click here.
Note:
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This alternative process is allowed
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exclusively when the Legal Entity (Company/Business Unit)
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responsible for the employee
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's hiring is registered for E-Verify
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, which means the Company or Business Unit has been configured in the DHS Client
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Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will
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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 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.
After entering all the details, check "I Agree" and click on the "Electronically Sign" button.
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This completes the employee initiated name change process. There will be no E-Verify activity after the completion of Supplement B.
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Note: Reverification is not allowed needed for US Citizens, Non US Citizens and Lawful permanent residents with Permanent Resident card or Alien Registration card.
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You will notice a new invitation is launched for the reverification process and the following page opens to enter new /correct document informationdetails.
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Enter new document information the highlighted details and click "Submit".
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Acknowledge and submit the information to HR. After the information is submitted to HR, the New Hire will no longer be able to change any information.
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The I-9 Specialist is required to open this task, review the reverification document information provided by the employee and enter record the same details in Supplement B.
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To open the activity, the I-9 Specialist should click on the "Complete I-9" link in the My Tasks console. Note: The transaction can also be accessed through Elasticsearch Keyword Search My Tasks category. For more details, please click here.
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The Supplement B page opens as below. Along with the document fields, the New Name fields also open up to record the name change details.
In case employee's name has been changed from the name previously recorded on Form I-9, enter only the part of the name that has changed in the respective field. For example, for employees who changed only their last name, enter the last name in the Last Name field and leave the First Name and Middle initial fields blank. Select the Document Title and enter the Document Number and the Expiration Date.
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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. For more details on uploading the attachments, please click here.
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.
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.
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.
After entering all the details, check "I Agree" checkbox and electronically sign.
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This completes the employee initiated reverification process. There will be no E-Verify activity after the completion of Supplement B.
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Note: The Section 1 form validations are applicable in Section 1 correction process as well. For example, providing your Social Security Number is a must before saving unless your employer is a non participant of E-Verify. The SSN value automatically populates here if you have entered it in the main process. If you want to update SSN, delete the old value and enter the new number. In entered it in the main process. In case if you want to update the SSN value for "Applied for SSN" chosen in the main process, then uncheck "Applied for SSN" and enter SSN number.
The requirement of uploading supporting document as attachment in Section 1 is dependent on the "RequireI-9Attachment" property configuration in Product Preferences. If "RequireI-9Attachment" property is set to "ON" in Product Preferences uploading attachments in Section 1 is mandatory. For more details on uploading attachments in section 1, please click here.
After entering the detailsSSN number.
Upload attachments, check "I Agree" and electronically sign.
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The Section 2 activity opens up in edit mode with previous primary flow data will be populated in the fields. The I-9 Specialist can make changes to the data as needed.
Note: If eligibility type is modified in Section 1 correction, the document details will not be populated in section Section 2 from the main process. In this case the document fields on Section 2 will be displayed empty for the I-9 Specialist.
In the Additional Information enter if any note/comment has to be added. You can check or uncheck the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox based on whether an alternative procedure is used for remote verification of documents.
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. When this checkbox is selected, attaching supporting documents in Section 2
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is required. Attachments from Section 1 will not be considered.
If Section 2 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 Section 2, 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 Section 2 review.
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 Section 2 especially if attachments are configured as mandatory in I-9 activities.
After entering all the details, check "I Agree" and click electronically sign. Note: The "Assign Remote I9" option can also be used for completing Section 2. For more details, please click here.
| Complete I-9 - Section 2 |
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After completing Section 2, the process routes to E-Verify processingactivity. By clicking on the "Create Case" button, the employee's E-verify Verify case can be created and processed further.
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Initiate SSN Update
Use The New Hire can use this option if you have the primary process is completed with the "Applied for SSN" option selected for the SSN and wish to update the Social Security Number in the Form I-9.
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To update the SSN value, uncheck "Applied for SSN" checkbox and enter the SSN in the "U.S.Social Security Number" field. Use preparers if required in completing this activity.
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The requirement of uploading supporting document as attachment in Section 1 is dependent on the "RequireI-9Attachment" property configuration in Product Preferences. If "RequireI-9Attachment" property is set to "ON" in Product Preferences uploading attachments in Section 1 is mandatory. For more details on uploading attachments in section 1, please click here.
After entering the details.S.Social Security Number" field.
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Upload attachments, check "I Agree" and electronically sign.
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The I-9 Specialist can see this transaction as a pending activity in their My Tasks console. By clicking on the "Complete I-9" link they can open Section 2 and complete the activity.
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The Section 2 activity opens up in edit mode with previous data populated in the fields. The I-9 Specialist can make changes to the data as needed.
Note: If eligibility type is modified in the update SSN process, the document details will not be populated in Section 2 from the main process. In this case the document fields on Section 2 will be displayed empty for the I-9 Specialist.
In the Additional Information enter if any note/comment has to be added. You can check or uncheck the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox based on whether an alternative procedure is used for remote verification of documents.
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. When this checkbox is selected, attaching supporting documents in Section 2 is required. Attachments from Section 1 will not be considered.
...
If Section 2 is
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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 Section 2, 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 Section 2 review.
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 Section 2 especially if attachments are configured as mandatory in I-9 activities.
After entering all the details, check "I Agree" and click electronically sign. Note: The "Assign Remote I-9" option can also be used for completing Section 2. For more details, please click here.
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After completing Section 2, the process navigates to E-Verify activity. By clicking on the "Create Case" button, the employee's E-verify Verify case can be created and processed further.
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Additional processes that are initiated through self service actions can be terminated by using "Cancel last action" by the candidates. If candidates wish to undo the last initiated self service action, they can use this option before submitting the process to HR/I-9 Specialists for review.
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