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- when an employee's employment authorization document requires reverification
- when the employee is rehired within three years of the original Form I-9 completion (please click here here for more details on rehire eligibility), or
- when the employee's legal name has changed and needs to be updated on Form I-9.
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- If there is a change in the employee's name previously recorded on Form I-9, it can be updated in the corresponding name field in Supplement B.
- If the rehired employee’s employment authorization has expired, reverification must also be completed.
- Add a note in the Additional Information section if necessary.
- If an alternative procedure was used for remote verification of documents, the checkbox in this section should be selected. Note: This alternative process is permitted only when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered with E-Verify, indicating that the Company or Business Unit is configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled. If the checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory.
For more details on how the Supplement B can be completed, please click here.
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Reverification
If an employee's work authorization (List A or List C documents) or receipt is expiring, I-9 Specialists must reverify the employee's eligibility to work before the expiration date. Certain documents, such as a U.S. Passport or Alien Registration/Permanent Resident Card, do not require reverification. (Note: To determine the Work Authorization End Date (WAE date), the work authorization date in Section 1 is compared with the expiration date of the work authorization document in Section 2, and the earlier of the two will be considered.)
The reverification process can be initiated in two ways:
- Employee initiated I-9 reverification
- HR-Initiated I-9 reverification via the I-9 Console or Keyword Search actions
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- If the employee's name differs from the name previously provided on Form I-9, enter the updated name in the "New Name" fields on the form. Only enter the part of the name that has changed. For example, if the employee has changed only their last name, enter the new last name in the Last Name field and leave the First Name and Middle Initial fields blank.
- Enter the new document details, including the Document Title, Document Number, and Expiration Date, in their respective fields.
- Add a not in the Additional Information section if necessary
- Select the checkbox to indicate if an alternative procedure was used for remote verification of documents in Supplement B. Note: This alternative process is permitted only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered with E-Verify, meaning the Company or Business Unit is configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled. If the checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory.
Note: Reverification of documents should also be done for the rehired employees if their employment authorization (List A or List C) document has expired. For more details on completing Supplement B for rehires, please click here.
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Note: There is another way of initiating reverification via a batch process for all the qualified transactions. For more details, please refer Reverification Auto Create process in the I-9 Options section.
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The requirement for uploading I-9 supporting documents as attachments in Supplement B is dependent on whether the checkbox for "Check here if you used an alternative procedure authorized by DHS to examine documents" has been checked. If this checkbox is selected, attaching I-9 supporting documents in Supplement B is required.
Note: This alternative process is allowed only 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.
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If this checkbox is selected and the supporting document is not uploaded in Supplement B, the page will show the following error message upon saving the activity.
Note: If Supplement B is assigned to a remote user, and 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 must upload supporting documents when completing the activity. The I-9 Specialist need not add the attachment while completing the Supplement B review unless they delete the attachment uploaded by the remote user. In this case, the system will prompt for an attachment while completing the Supplement B review.
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Note: Even if the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is not selected, you may still be prompted to upload attachments in Supplement B, particularly if attachments are configured as mandatory in I-9 activities.
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