Remote users or Authorized Representatives are temporary users designated to complete I-9 Section 2 or Supplement B on behalf of the employer. I-9 Specialists can either invite a new remote user or select an existing user in the system to serve as an Authorized Representative. Unlike other roles, remote users have limited restricted access to the Smart Onboarding process. The actions they can perform on an I-9 are limited by their role such as Their capabilities are limited to recording employee data in I-9 Section 2 or Supplement B - (Reverification and Rehire (formerly Section 3), attaching documents, attesting to the documents, and saving the transaction.

How to invite a new remote user?

Inviting a remote user from I-9 Section 2:

Login Log in as a I-9 Specialist and open any Complete I-9 Section 2 activity via My Tasks. At the bottom of the Section 2 page, click on the "Assign Remote I-9" button.

Inviting a remote user from Supplement B:

Login Log in as a an I-9 Specialist and open any Complete I-9 Supplement B activity - formerly Section 3 (Reverification/Rehire/Name Changefor Reverification, Rehire, or Name Change (formerly Section 3) via My Tasks. At the bottom of the Supplement B page,  click on click the "Assign Remote I-9"  buttonbutton.

...

...

...

...

...

...

The "Add Authorized Representative" link will open a the following page for inviting a new remote user.

...

entering the user details and inviting them.

Enter First Name, Last Name, Phone and Email ID of the Authorized Representative.

...

If the email ID entered already exists, the message will appear as below. Choosing "Yes" on this message will proceed with adding the Authorized Representative, while selecting . Selecting "No" will redirect you back to the details page, allowing you to modify the email ID of the Authorized Representative.

...

After entering all the details, click the "Add Authorized Representative" button.

...

...

...

...

...

...

...

The email notification sent to the remote user looks will look like below:   
NOTE: The email with self registration link will be sent only when the remote user or Authorized Representative is invited the first time. Once the remote user creates the account and is active in the system, they only get an email notification about the transaction assigned to them but not for the self registration.

...

The following message indicates the account has been created. Click "OK" on this message. This will redirect the user to the login page.

Login Log in using the above account credentials. The remote user must complete the User Onboarding process before the system use. This is a one time process and the users must complete this when they login into the system initially.  

...

When logged into the system, the remote user can see the I-9 assigned to them. They can click on the I-9 ID link to open the pending task and complete the activity. 

Note: If there are no I-9 activities pending for review, the homepage of the remote user will show the following message.

How to undo

...

the assigned I-9 activity?

At any point before Before the remote user completes the assigned I-9 activity, the I-9 Specialist can undo the I-9 assignment from I-9 Section 2/Supplement B.

Below The example below shows the I-9 Section 2 activity after assigning the I-9 to a remote user. 

Note: If the I-9 Specialist also has holds the "Authorized Representative" role, the following a message will be displayed when the I-9 Specialist access appear when accessing the assigned I-9 transaction. This message is shown to prevent the I-9 Specialist from making edits to the I-9 activity (I-9 Section 2/Supplement B) when the transaction has been while it is assigned to a different remote user and has not yet been electronically signed. After closing this message, the I-9 Specialist can undo the I-9 assignment if necessary needed by following the steps given outlined below.

Click on To undo the assigned I-9 activity, click the "Unassign Remote I-9" button provided at the bottom of the page.

...

A page will open where the reason for cancelling the I-9 assignment can be entered. Enter the reason and click "Unassign".

The remote Once the I-9 is unassigned, the user will be notified about this via an email.

...

Now the I-9 Specialist can either complete the process I-9 activity themselves or assign I-9 it to a different remote user.

How does a remote user sends back the assigned I-9?

The "Send Back" option is provided available at the bottom of the I-9 activity (Section 2/Supplement B) for if the remote user , in case if the transaction has to be sent back decides not to complete the assigned I-9 activity and wants to return it to the I-9 Specialist without completing the activity.The transactions which needs to be worked upon shows .

Transactions that need attention will appear under pending tasks on the home page as shown below.   To send back the assigned I-9, click on the I-9 ID link and open the activity.

Click on By clicking the "Send Back to Employer" button provided at the bottom of the page, the remote user can send back the current I-9 activity to the I-9 Specialist.

...

...

The sent-back I-9 ID will no transaction will no longer be available under pending tasks on the homepage for the remote user. 

The remote user will receive the following email about the I-9 transaction that is sent back to the I-9 Specialist.

...

The I-9/E-Verify Specialist will also get an email about the I-9 that which is sent back by the remote user.

...

How can a remote user complete I-9 Section 2 or Supplement B?

...

Select an I-9 ID with I-9 state "Awaiting Remote I-9" under I-9s Pending Reviewpending for review.

The On the Section 2 activity will be opened to record the page, enter the document details either in List A or in List B & List C document details. Click on the "Add Additional Information" button , if manual text input of text is required in the Addition Additional Information field is required. This value note will then be passed on to populated in the Additional Information field of Section 2 for the I-9 Specialist's review. 

If If an alternative procedure is used for the verification of documents, indicate this by selecting used for document verification, select the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox.   Note: This alternative process is allowed exclusively when only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means meaning the Company or Business Unit has been is configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) Legal Entity is not enrolled in E-Verify, this checkbox will appear be disabled in Section 2. 

When this checkbox is selected, uploading I-9 supporting documents as attachments in Section 2 is mandatory if the attachment is was not provided by the New Hire in Section 1.  Once Once the remote user attaches the supporting documents, the system will not prompt for any attachment while completing additional attachments during the Section 2 review by the I-9 Specialist.

If If the alternative procedure checkbox is selected and no attachment is provided in either Section 1 or Section 2, the page will show the following error message will appear upon saving the Section 2 activity.

For more details on uploading attachments in Section 2, please click here.

Note: Even though if the  checkbox indicating checkbox for "Check here if you used an alternative procedure authorized by DHS to examine documents" is not checkedselected, you will may still be prompted for uploading to upload attachments in Section 2 if they were not provided in Section 1 especially , particularly if attachments are configured as mandatory in I-9 activities.

After entering the details, check "I Agree" and click the "Electronically Sign" button. 

...

The following message will display on the page after completing the activity. Close this the browser window and refresh your tasks on the home page.

...

The completed transaction will no longer be appear under pending tasks but will show be listed under the "Completed - Signed I-9s" section. The You will see that the I-9 state of the transaction will change is changed to "Awaiting Remote I-9 Review.".

Now the The transaction is now in the I-9 Specialist's queue for review and completion. 

Once the remote user completes the assigned I-9 activity, the I-9 Specialist will be informed via an email.

The I-9 Specialist can now access this transaction through their My Tasks consoleMy Tasks console and review the details entered by the remote user. Note: This transaction can also be accessed via Keyword Search My Tasks. For more details, please click here.

The If the details are correct, they can proceed to complete the Section 2 review. If any details are incorrect, the I-9 Specialist can review and complete this transaction by clicking on return the I-9 activity again to the remote user for corrections. To complete the review, click the ‘Complete Review’ button.

Note: If If the checkbox indicating for "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected to signify , indicating an alternative document verification procedure, and an attachment is uploaded in Section 2 of by the remote user flow, the I-9 Specialist is not required to attach upload any additional documents during the Section 2 review, unless they opt review. However, if the I-9 Specialist opts to delete the attachment uploaded by the remote user, they must upload a new attachment.   If the no attachment is deletedprovided and the checkbox was selected, the system will prompt for the attachment during the completion of the Section 2 review.

For Once the review is completed, the status of the transaction will also be updated for the remote user, the . The I-9 state of the transaction shows will display as "I-9 Section 2 Completed" on their home page, as shown below:

Completing Supplement B:

Click on an I-9 ID with I-9 state "Awaiting Remote I-9 Supplement B" under I-9s Pending Reviewpending for review.

This opens the Supplement B - formerly Section 3 (Reverification/Name Change/Rehire) as shown below. Based on the initiated process (Reverification/Name Change/Rehire), the fields available for adding/updating information on the Supplement B page will vary. Enter data into the fields wherever it is applicable.

Click on the "Add Additional Information" button, if manual input of text in the Addition Information field is required. This value  This note will then be passed on to populated in the Additional Information field of Supplement B for the I-9 Specialist's review. 

If If an alternative procedure is used for used for document verification of documents, indicate this by selecting , select the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox.   Note: This alternative process is allowed exclusively when only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means meaning the Company or Business Unit has been is configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) Legal Entity is not enrolled in E-Verify, this checkbox will appear be disabled in Supplement B. 

When this checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory.   Once the remote user attaches the supporting documents, the system will not prompt for any attachment while completing additional attachments during the Supplement B review by the I-9 Specialist.

If If the alternative procedure checkbox is selected and no attachment is provided in Supplement B, the page will show the following error message will appear upon saving the Supplement B activity.

For more details on uploading attachments in Supplement B, please click here.

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

After entering the details, check "I Agree" and click on the "Electronically Sign" button. 

...

The completed transaction will no longer be appear under pending tasks but will show under the "Completed - Signed I-9s" section. The You will see the I-9 state of the transaction will change changed to "Awaiting Remote I-9 Supplement B Review".

...

Once the remote user completes the assigned I-9 activity, the I-9 Specialist will be informed via an email.

The I-9 Specialist can now access this transaction through their My Tasks console. Note: This transaction can also be accessed via Keyword Search My Tasks. For more details, please click here.

The If the details are correct, they can proceed to complete the Supplement B review. If any details are incorrect, the I-9 Specialist can review and complete this transaction by clicking on the "Complete Review" return the I-9 activity again to the remote user for corrections. To complete the review, click the ‘Complete Review’ button.

Note: If If the checkbox indicating for "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected to signify , indicating an alternative document verification procedure, and an attachment is uploaded in Supplement B of by the remote user flow, the I-9 Specialist is not required to attach upload any additional documents during the Supplement B review, unless they opt . However, if the I-9 Specialist opts to delete the attachment uploaded by the remote user, they must upload a new attachment.   If the no attachment is deletedprovided and the checkbox was selected, the system will prompt for the attachment during the completion of the Supplement B review.

...

...

Once the review is completed, the status of the transaction will also be updated for the remote user, the . The I-9 state of the transaction shows as will display as "Supplement B Completed" as shown below:on their home page, 

How to assign I-9 to an already existing remote user?

...

The selected user details populates on the Assign Remote I-9 page as shown below. Enter the reason Add a note to the remote user and click the "Assign" button.

The remote user will receive an email with containing the I-9 assignment details. A sample is given below.

When the remote user login logs into the system, they will see the assigned I-9 will show under their pending tasks on their home page. By clicking on the I-9 ID link, they can access and complete the assigned I-9 activity (Section 2/Supplement B) and complete the activity.

How can the I-9 Specialist send back I-9 to the remote user

...

for correction?

While reviewing the details entered by the remote user in the Section 2/Supplement B completed by the remote useractivities, if the I-9 Specialist notices any errors or required changes, they can send back the process again the I-9 activity back to the remote user by clicking on the "Send Back Remote I-9"  before completing the reviewbutton.

On the secondary page, enter the reason for sending the I-9 back and click "OK" to submit.

Once the I-9 is sent back to the remote user, the I-9 Specialist cannot edit make edits to Section 2/Supplement B details.  The below example shows Section The example below illustrates the Section 2 activity view for the I-9 Specialist after the I-9 is sent back has been returned to the remote user.

The remote user will be notified about this via an email.

...

The sent back activity will be available under I-9s Pending Review pending for review for the remote user as shown below. By clicking on the I-9 ID the remote user can access and complete the I-9 ( Section 2 or Supplement B ) and complete the activity.