...
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. In case of a Rehire/Reverification transaction, Complete I-9 is only Section 3 activity of Form I-9.
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 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?
The Complete I-9 activity can be accessed using My Tasks.
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. This also includes the correction/update processes that are launched against the candidate's registered primary business process. Click on the Complete I-9 link for any Employee Onboarding process.
I-9 Specialist My Tasks Page |
|---|
|
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 |
| |||
Section 2 |
| |||
Section 3 |
|
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.
| Switch View |
|---|
|
Views | Behavior |
|---|---|
I-9 Awaiting Section 2 |
|
I-9 Awaiting Section 2 RO |
|
I-9 Awaiting Section 1 Read Only |
|
What are the acceptable documents for Form I-9?
The New Hires may provide a document from List A which establishes both identity and employment eligibility or a document from List B (establishing identity) and a document from List C (establishing employment eligibility). They must present their employment eligibility document(s) to the employer within three business days of the date employment begins. In case, if they are unable to present the required documents within three business days, they must present the receipt for the application of the document and produce the actual document within 90 days.
List A
- U.S. Passport or U.S. Passport Card
- Alien Registration Receipt Card (Form I-551)
- Foreign Passport with Temporary I-551 MRIV
- Foreign Passport with Temporary I-551 Stamp
- Permanent Resident Card (Form I-551)
- Employment Authorization Document that Contains a Photograph (EAD) (Form I-766)
- FSM Passport with Form I-94
- Foreign Passport with Form I-94 and an Endorsement of the Alien’s Nonimmigrant Status
- RMI Passport with Form I-94
Note: Based on the New Hire's Eligibility type the documents shown in List A dropdown vary.
List B
For individuals with 18 years of age or older -
- Driver’s License issued by a State or Territory
- Government ID
- Voter’s Registration Card
- U.S. Military Card or Draft Record
- Military Dependent’s ID Card
- ID Card issued by Federal, State, or Local Government Agencies or Entities
- Native American Tribal Document
- School ID Card with a Photograph
- U.S. Coast Guard Merchant Mariner Card
- Canadian Driver’s License
For individuals under age 18 -
School Record or Report
Clinic, Doctor, or Hospital Record
Day-Care or Nursery School Record
List C
- Employment Authorization Document issued by DHS
- Native American Tribal Document
- A Social Security Card (Unrestricted)
- U.S. Birth Certificate
- Consular Report of Birth Abroad ( Form FS-240)
- Certification of Birth Abroad issued by the U.S.Department of State (Form FS-545)
- Certification of Report of Birth issued by the U.S.Department of State (Form DS-1350)
- U.S. Citizen Identification Card (Form I-197)
- Identification Card for Use of Resident Citizen in the United States (Form I-179)
Note: If the New Hires with disabilities / under age 18 are unable to produce List B identity documents, the employers can choose "Special Placement" / "Individual Under Age 18" option under List B in Section 2. The above special options are available only for those legal entities who do not participate in E-Verify. However, the New Hires must still present one of the List C documents that establish their employment authorization.
How do you complete Section 2 of Form I-9?
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.
Let's take two common use cases as example.
- US Citizen, Type A document
- Alien authorized to work, type B and C documents
Case 1: US Citizen, Type A document
The New Hire's I-9 Section 1 information is presented. Section 2 information is initially blank or N/A.
Select the document title by clicking on the dropdown list under List A.
The following are the fields that can be entered for List A or List B & C documents. Note that different information is shown and required for different eligibility types. This example is for US citizen.
...
...
...
The content and format change depending on the specific type of document
...
- Document / Receipt validity date
- Check No Expiration Date if document never expires
...
Entity that issued the document
...
Information that cannot be entered in dropdown lists provided can be added here
Below is an example after List A type data has been entered.
...
...
Case 2: Alien authorized to work, type B and C documents
The New Hire's I-9 Section 1 information is presented. Section 2 information is initially blank or N/A.
Below is an example of Section 2 page after entering List B & List C data.
...
...
Note that different information is shown and required for different eligibility types and document choices.
The different document choices for List B type is shown below.
...
List C type document choices are shown below.
...
How do I attach copies of the New Hire's documents in Section 2?
If you like, you can upload and attach copies of the document(s) that the 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 Attachments icon.
...
...
Click the Upload button.
...
...
Click the Choose File button.
...
...
Click on the file name, then click Open.
...
...
Click Upload.
...
...
Select the Attachment Category from the drop-down list.
...
...
Click OK.
...
...
...
After all data has been entered and verified, the I-9 Specialist must attest that it is correct, and save the information.
...
...
How do you assign Complete I-9 Section 2 to Remote user?
When New Hires submit the documents to prove their eligibility for employment, I-9 specialists review these documents and record the data in Section 2 Form. Instead of completing Section 2 themselves, they can assign this task to a special remote user.
Click Assign Remote I-9 at the bottom of the Complete I-9 page.
...
For more information on Remote I-9 flow, you can visit Remote User page.
How to rollback to previous I-9 state from Section 2?
With the help of restart action, the process can be rolled back to previous I-9 Section 1 state for the candidates to edit the Section 1 data. The I-9 Admins can initiate this process by clicking the Restart Section 1 button given at the bottom of I-9 Section 2 form.
...
