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The Name Change process
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enables users to update
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an employee's legal name
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if it differs from the name previously recorded on Form I-9.
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This process can be initiated
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through actions in the I-9 Console
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or via Employee Life Cycle actions using the Keyword Search. Note: Employees can also initiate the Name
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Change process themselves through self-service actions.
Note: Note that this process can be initiated only if all the processes associated with the I-9 are process completed and the I-9 is not terminated.
When this the Name Change process is initiated, a pending task labeled "Complete I-9" will appear in the My Tasks console for I-9 Specialists. Through this task, they can access the Supplement B form will be accessible for the users to record the new name details of the employee. Updating employee name details is also possible during the process of reverifying employee documents or recording rehire details. to enter the employee's updated name details. Additionally, employee name details can be updated during the reverification of employee documents or while recording rehire information.
Who can initiate the Name Change process
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?
Only Users with I-9 Specialists Specialist role can initiate the Name Change process via I-9 Console.
How
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to initiate the Name Change process?
Navigate to Access the I-9 Console via through the Quick links Links or via by using the menu link available in the left navigation panel.
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Click the "Info and Actions" link for the selected I-9 ID. Make sure that the selected I-9 ID has no processes in pending. If there is any ongoing process the link to initiate the Name Change process will not be visible in the I-9 Console actions.
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Navigate to the Actions tab and select "Initiate Name Change". For initiating this process via the Keyword Search Employee I-9 Life Cycle actions, please click here.
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Confirm "Yes" on the confirmation message to continue.
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This will redirect you to the Supplement B form where you can input the updated name details of the employee. The name fields will appear blank, while others (document-related and rehire date fields) will be in display mode.
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The pending transaction can also be accessed via My Tasks console as shown below. In My Tasks you will notice an additional invitation launched If you want to access this pending transaction through a console, go to the My Tasks console or use the Keyword Search with the "My Tasks" category to locate the transaction.
In the My Tasks console, you will see an additional invitation generated for this process.
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How to undo the initiated Name Change process?
After initiating the Name Change process, the "Undo Last Filing" option will be accessible under the Actions tab appear in the I-9 Console actions for that specific transaction. This option can be used allows you to revert the initiated process. Navigate to
To use this option, navigate to the I-9 Console and , click on the "Info and Actions" link for the selected transaction. Open , open the Actions tab, and select "Undo Last Filing".
Note: The "Undo Last Filing" option can also be accessed through the Keyword Search . For under the "Employee I-9 Life Cycle" category. For more details, please click here.
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Click 'Yes' on the confirmation message to continue.
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Select Choose "Process Terminate" as the reason and , enter your comments on the following page. Click on below page, and then click the "Submit" button.
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Confirm by clicking on the "OK button.
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How to record
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name change details and complete the Supplement B activity?
When the Name Change process is initiated by I-9 Specialists,
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a pending task labeled "Complete I-9" will appear in the My Tasks console. Through this task, I-9 Specialists can access the Supplement B form to enter the employee's updated name
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details.
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Enter the employee's
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updated name in the New Name fields. Entering the First Name and Last Name are mandatory and Middle Initial is optional.
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If Last Name or First Name fields are left blank, the following error message displays when activity is saved/completed.If If there is only one name, enter it in the Last Name field and enter "Unknown" in the First Name.
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In the Additional Information section, enter if any note/comment need to be added. If any necessary notes or comments. If an alternative procedure is used for was used for remote 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. When this checkbox is selected, attaching supporting documents in Supplement B is mandatoryrequired.
Note: This This alternative process is allowed exclusively when permitted only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for with E-Verify, which means the Company or Business Unit meaning it has been 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.
For more details on uploading the attachments in Supplement B, please click here.
If Note: If Supplement B is assigned to a remote user , and they check 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, checkbox, they must upload supporting documents when completing the activity. The I-9 Specialist does not need not add the attachment while completing to add any attachments during the Supplement B review unless they delete the attachment uploaded by the remote user. In this case, the system will prompt for the attachment while completing the Supplement B review.
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Note: Though the checkbox indicating If the attachment is deleted, the I-9 Specialist must upload a new one during the review. If no attachment is provided, the system will prompt for it by displaying an error message during the Supplement B review.
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Note: Even if the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox is not checked, you will may still be prompted for uploading to upload attachments in Supplement B, especially if attachments are configured as mandatory in the I-9 activities.
After entering the name details, check "I Agree" and electronically sign.
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The Name Change process can be assigned to a remote user by clicking on the "Assign Remote I-9" button present located at the bottom of Supplement B.
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However, another Name Change or Name Change Correction process can be initiated from the I-9 Console /or Keyword Search to make changes to the "Employee I-9 Life Cycle" category actions to change the previously recorded employee name details. For more details on the Name Change Correction, please click here.
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