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What is Complete I-9?

The only activity that shows under My Tasks for an I-9 Specialist is Complete I-9.  Complete I-9 is the completion of Section 2 of Form I-9, and attestation that the New Hire's information has been verified.

Why do you need to Complete I-9?

Completion of the I-9 form is a requirement to be hired in the United States.  Completion of the form as part of Smart Onboarding includes validation of the New Hire's I-9 information by the Social Security Administration and the Department of Homeland Security.

Who can perform Complete I-9?

This activity can be performed by any user who has the I-9 Specialist role. Typically this role is assigned to the users that verify the documents that the New Hire presents.

When can you Complete I-9?

This activity can be completed only after the New hire has submitted their onboarding information to Human Resources and the Human Resources Admin has verified that the information that the New Hire submitted is complete and correct.  Following completion, information can be changed until Initiate E-Verify has been done by the E-Verify Specialist.

How do you access Complete I-9?

There are two ways to access Complete I-9:

  • Using My Tasks
  • Using I-9 Console

How do you access Complete I-9 using My Tasks?

Click the Menu icon and then click My Tasks under Consoles.

Menu

 

 

All New Hires whose onboarding process is at a point where the Complete I-9 activity is available and has not yet been completed are shown.  Click the Complete I-9 link for a New Hire.

I-9 Specialist My Tasks Page

 

 

How do you access Complete I-9 using the I-9 Console?

There are two ways to access I-9 Console. 

  • Access via Menu Icon
  • Access via Quick Links

Access via Menu Icon:

 

 

 

Access via Quick Links:

 

 


For the Complete I-9 activity, you should select I-9 IDs with a State = Awaiting Section 2.  

 

 

 

Note that changes made when accessing through the I-9 Console will not result in completion of the Complete I-9 activity in the New Hire's business process. That activity must be marked as complete by accessing Complete I-9 through My Tasks.

What sections are shown in Complete I-9?

Regardless of which method you use to access Complete I-9, a page is displayed showing a Form I-9.  Which sections are shown depends on the "view" that you are currently using.

Sections
Behavior

Section 1

  • Information that the New Hire entered in the Enter I-9 activity is shown

  • This information cannot be changed

     
     

Section 2 

  • This section contains information about the documents that the New Hire presented to support his eligibility for employment
  • All information is blank when you first go to this activity
  • You must enter information for one document from List A, or one document from List B AND one document from List C

  • You can enter the document information by clicking the Click here link

     
     

Section 3 

  • This section contains information when the new hire New Hire is a rehire or the new hire New Hire is a current employee whose document information must be reverified
  • You can enter information in this section by clicking Switch View and then selecting Awaiting Rehire

 

What views can be used in Complete I-9?

The view controls which section and information is shown.  You can change views using the Switch View drop-down.

 

 

 

 

Views
Behavior
Awaiting Rehire
  • Section 1 and Section 3 information is shown
  • Section 3 information can be added or changed

I-9 Awaiting Section 2

  • This is the default view when accessing the Complete I-9 activity through My Tasks
  • Section 2 information can be added or changed
I-9 Doc Selection Expert View
  • The Document Selection Page of I-9 Section 2 is shown
  • Allows Employer or Authorized Representative to enter the details of the document(s) that the New Hire has presented for Section 2 of Form I-9
I-9 Edit Section 1
  • Only Section1 information is shown
  • Allows to edit the employee information on I-9 Section 1

I-9 Employee View 

  • Only Section 1 information is shown
  • No information can be changed

I-9 Interface Section 2

  • Section 1 and Section 2 information is shown
  • No information can be changed

There are many different possible paths through I-9 processing.  Please refer to the Smart E-Verify User's Guide for a complete discussion of Smart E-Verify.  

Two common use cases are shown below:

  • US Citizen, Type A document
  • Alien authorized to work, type B and C documents

How do you enter Type A document information in Complete I-9?

Case 1: US Citizen, Type A document

The New Hire's I-9 Section 1 information is presented.  The default view when accessing through My Tasks is Awaiting Section 2.  Section 2 information is initially blank or N/A.

I-9 Initial Information

 

 

Click Click Here to begin the entry of Section 2 information.

Click Here to enter Section 2 information

 

 

In this example, we will enter information for the New Hire's List A document, so we select Type A from the drop-down list.

Select List A

 

 

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The New Hire's I-9 Section 1 information is presented.  The default view when accessing through My Tasks is Awaiting Section 2.  Section 2 information is initially blank or N/A.

 

I-9 Initial Information

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Click Click Here to begin the entry of Section 2 information.

Click here to enter Section 2 information

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In this example, enter information for the new hireNew Hire's List B document and List C document.  Select Type B from the drop-down list.

Select List B and List C

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The following are the fields and behaviors that can be entered for Type B documents for Aliens authorized to work.  Note that different information is shown and required for different citizenship types and document choices.  This example is for an alien authorized to work presenting a Driver's license issued by a U.S. State or outlying possession.

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List B and List C Information

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How do I attach copies of the

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New Hire's documents in Complete I-9?

If you like, you can upload and attach copies of the document(s) that the new hire New Hire presented. This can be done at any point in the process - by the candidate during Enter I-9, by the I-9 Specialist during Complete I-9, or by the E-Verify Specialist during E-Verify.

Click the Attach icon Attachments icon.

Attach Icon

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Click the Add Upload button.

UploadAdd

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Click the Choose File button.

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