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The I-9 Life Cycle illustrates the sequential step-by-step I-9 /DHS state details of a transaction, commencing and DHS states in a New Hire's process, starting with the initial I-9 state when I-9 Section 1 is saved or electronically signed and then displays progresses through the subsequent states as the transaction progresses process moves through Section 2 activity activities and DHS processing. By looking at viewing the I-9 Life Cycle one , you can tell track a New Hire's I-9 progress in the process. If If the I-9 is pending, its state status is indicated shown as "Pending," while and if it is signed, it is marked as "Completed".
The I-9 Life Cycle consists of numbered bubbles for each step with I-9 state detail displayed in a rectangular box next to it. Below is an example for a new hire's flow:
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If a preparer is used involved in completing I-9 Section 1 for the new hireNew Hire, the I-9 Life Cycle will include that step as well:a "Preparer Signature" step. Depending on the number of preparers used in Section 1, their signatures will be displayed in sequential order, such as Preparer 1 Signature, Preparer 2 Signature, and so forth.
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If a remote user is used in completing I-9 Section 2, the I-9 Life Cycle will also include the steps related to the remote user I-9 completion process.
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If DHS processing is deferred in cases where the transaction is completed either with "Applied for SSN" or the document recorded with a receipt in I-9 Section 2, the deferred state will reflect in the life cycle as shown below:
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If the New Hire is identified as a rehire, the I-9 Life Cycle will have include steps related to I-9 Section 1 and Supplement B for rehire. In the rehire process, Section 2 and E-Verify activities are not applicable. For more details on the rehire process, please click here.
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Who can access I-9 Life Cycle?
The following users have access to Users with the following roles can access the I-9 Life Cycle from the I-9 Summary page.
| Role Type | Access |
|---|---|
| System Administrator | No |
| Process Administrator | No |
| Content Administrator | No |
| HR Specialist |  |
| Recruiter | No |
| Help Desk Analyst | No |
| I-9 Specialist |
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| E-Verify Specialist |
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I-9 Life Cycle is a part of the I-9 Summary page which can be accessed through the I-9 consoleConsole. The I-9 Summary page is available for access through the invitation console/I-9 Console at any point after the I-9 ID is generated i.e when I-9 Section 1 is saved/electronically signed by the New Hire.
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Through Invitation Console
This option appears becomes available for an invitation only when after the I-9 ID is generated for the transaction i.e , which happens when Section 1 data is saved /or electronically signed by the New Hire.
To view the I-9 Summary page, click on the Invitation ID link for the specific invitation and select the "I-9 Summary" option.
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Through I-9 Console The row
A New Hire's I-9 will appear in the I-9 Console only
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after the I-9 ID is generated
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, which occurs when Section 1 is saved or electronically signed by the New Hire. In the I-9 Console, click
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the I-9 ID link for the
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selected transaction and
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choose the "I-9 Summary" option.
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The A sample I-9 summary page with the I-9 Life Cycle opens as is shown below:.
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If additional processes exist for an I-9 ID, a popup will open appear listing all the processes as given below. The details include the invitation ID (invitation launched when the process is initiated)processes, including both primary and additional ones, when the I-9 Summary option is accessed from the Invitation Console or I-9 Console. The popup displays details such as the Invitation ID for each process, candidate name, start date (process initiated initiation date), business process, and the process state (initiated, in progress, completed, terminated). As soon as an Any additional process is initiated, it appears will appear in this list with the relevant corresponding business process name and the process stateits current state as soon as it is initiated.
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To open the I-9 Summary page of any particular process, click on its invitation ID link.
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The I-9 Life Cycle includes the following details:
1. Includes I-9 /DHS State - Starts with the initial state details of and DHS states in sequential steps as the process progresses through I-9 and DHS activities. The following example illustrates a typical end-to-end flow for a New Hire's process, starting with the initial I-9 state for Section 1 activity as "Awaiting Section 1" and proceeds moving through the sequential steps for Section 2 and DHS processing.
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If a preparer/translator is used in Section 1 activity and/or Authorized Representative is used in Section 2, the steps related to those states are included.
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2. Status of the corresponding I-9 /and DHS activity activities - Pending or Completed
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3. Name The name of the user who completed the activity (displays is displayed only for completed activities). For pending activities, the name will not be shown. If the activity is saved but not electronically signed, the status will still appear as pending until it is electronically signed.
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4. Date The date and time (displays when the activity was completed are displayed only for completed activities). . For pending activities, the date and time will not be shown.
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What changes do you see in the I-9 Life Cycle as the I-9 progresses through the process?
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After completing Section 1 signature, the completed status along with signed date and time will reflect in the I-9 Life Cycle.
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When process routes to the Section 2 activity, the "Awaiting Section 2" status will be shown:
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When Section 2 activity is saved, the Section 2 status will still display as pending in the Life Cycle.
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Once the Section 2 activity is signed, the status will be marked as completed along with the signed date and time. As the process moves proceeds to the E-Verify activity, the Life Cycle will display step "Awaiting DHS Verification," will be shown indicating that the E-Verify activity is pending.
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As the employee's case progresses through the E-Verify processingprocess, the subsequent states will be displayed in the I-9 Life Cycleupdated.
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New Hire end-to-end flow with preparer/translator used in Section 1 & remote user in Section 2
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When Section 1 is completed by the New Hire:
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When After process routes to the Section 2 activity:
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When I-9 is assigned to the remote user in Section 2:
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Section 2 review is completed by the I-9 Specialist and the process routed to the E-Verify activity:
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After the E-Verify case is created, the DHS state achieved will be displayed. In this example, the case has been updated to the Draft state due to intermittent issues on the DHS side during integration.
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As the employee's case progresses through the E-Verify processingprocess, the subsequent states will be displayed in the I-9 Life Cycleupdated.
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When multiple preparers are used in Section 1
The preparer's and employee's signatures will show as pending when Section 1 is saved with multiple preparers.
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As each preparer complete their signature, the signed status along with the date and time will be stamped as given below:
| When Preparer 1 signature is completed |
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| When Preparer 2 signature is completed |
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| When Preparer 3 signature is completed |
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Once the preparers signatures are completed and then Section 1 is signed by the employee, the employee's signed status along with the date and time stamp will be displayed as below:updated.
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Further updates for Section 2 and DHS processing will be similar as mentioned in the earlier sections.
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If the employee presents a receipt, which is recorded in Section 2, or has applied for an SSN, E-Verify will be temporarily on hold (marked as complete in E-Verify activity) until the original documents are presented for the receipt or until the employee receives their SSN and updates it in the system. Such transactions will be in the "DHS Verification Deferred" state as shown in this exampleonce the E-Verify activity is marked as complete.
Before marking the E-Verify activity as complete, the I-9 Life Cycle shows as below:
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After marking the E-Verify activity as complete, the DHS E-Verify will be in "Deferred" state and the I-9 Life Cycle will not display any steps for the DHS verification.
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Supplement B - Reverification and Name Change
In Supplement B process, the Section 1, Section 2, and DHS processing are not applicable; therefore, the steps related to these activities are not visible in the I-9 Life Cycle. Only the steps of step relevant to Supplement B processing activity are displayed, as it is the only relevant process.
When Supplement B is initiated, the process shows activity is shown as pending:
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When Supplement B is saved, the Supplement B activity is still shows shown as pending
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After completing the activity, the signed status along with the date and time stamp will be displayedupdated.
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Supplement B - Rehire
For In the rehire process, Supplement B section will appear in the I-9 Life Cycle instead of Section 2, as Section 2 is not applicable. When the process reaches the Supplement B activity, the status of the corresponding activity will be shown as pending.
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When Supplement B is saved:, the status will still be pending.
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After completing Supplement B for rehire, the signed status along with the date and time stamp will be displayedupdated. Following Supplement B, the process routes to the E-Verify activity; however, the relevant steps are not visible in the Life Cycle as they are not applicable for the rehire flow.
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Rehire transactions need not go through E-Verify processing since the I-9 information is same as the previously completed Form I-9. Therefore, E-Verify is not applicable and can be completed by simply marking the activity as complete.
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Process force completed & terminated
When process is force completed or terminated, the previous Life Cycle data will be deleted.
In this the example below, the process is force completed after the Section 1 activity is saved. The I-9 Life Cycle after following the Section 1 save is given below::
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When After force completing the process, the any data displayed in the I-9 Life Cycle prior to the force completion will be deleted.
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In the example below example, the process is terminated after the Section 1 activity is saved. The I-9 Life Cycle after following the Section 1 save is given below:
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After terminating the process termination, the any data displayed in the I-9 Life Cycle prior to the termination will be deleted.
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Process termination using the "Undo Last Filing" action
The "Undo Last Filing" action can be performed from the I-9 Console or through the Keyword Search Employee Life Cycle actions for additional I-9 processes initiated by the I-9 Specialist, such as Reverification, Name Change, or Section 2 Correction. It can also be performed on applied to self-service actions initiated by the New Hire, including I-9 Legal Name Change, I-9 Reverification, I-9 Section 1 Correction, or SSN Update.
In this example Section 2 Correction process is terminated after saving the Section 2 activity.
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When the process is terminated using the "Undo Last Filing" action, the transaction will be in the "Undone Filing" state and the previous data displayed in the Life Cycle will be deleted. Additionally, a note will be displayed stating that added indicating that the process has been terminated.
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