Versions Compared

Version Old Version 2 New Version Current
Changes made by

srigowri.a

srigowri.a

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...


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

Image RemovedImage Added

 

 

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:

 

Image Modified

 

 

Access via Quick Links:

 

Image Modified

 


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

 

Image Modified

 

 

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

Image Removed

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

  • This information cannot be changed

     
    Image Added
     

Section 2 

Image Removed

  • This section contains information about the documents that the
new hire
  • 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

     
    Image Added
     

Section 3 

Image Removed

  • 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.

 

Image Added

 

 

 

Employee View Image RemovedOnly
  • No information can be changed
    • Image Removed and Section 2
    Views
    Behavior
    Awaiting Rehire
    • Section 1 and Section 3 information is shown
    • Section 3 information can be added or changed

    I-9 Awaiting Section 2Image Removed

    • 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 1View
    • 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

    Awaiting Rehire Image RemovedI-9 Interface Section 2

    • Section 1 and Section 3 2 information is shown
    • Section 3 No information can be added or 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 hireNew 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

    Image RemovedImage RemovedImage Added

     

     

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

    Click Here to enter Section 2 information

    Image RemovedImage Added

     

     

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

    Select List A

    Image RemovedImage Added

     

     

    The following are the fields and behaviors that can be entered for Type A documents for US citizens.  Note that different information is shown and required for different citizenship types.  This example is for a US citizen.

    ...

    Section 2 List A Information

    Image RemovedImage Added

     

     

    How do you enter Type B and Type C document information in Complete I-9?

    ...

    Case 2: Alien authorized to work, type B and C documents

    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

     

    Image RemovedImage Removed

     Image Added

     

     

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

    Click here to enter Section 2 information

    Image RemovedImage Added

     

     

    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

    Image RemovedImage Added

     

     

    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.

    ...

    Field
    Behavior
    Document Checkbox
    • Required except for Social Security Card
    • There are built-in edits for the contents and format, depending on the specific type of document
    List C Document Number
    • Enter the document number that the new hire New Hire presented
    Doc Exp Date (if any)
    • Required for some Type C documents
    • If entered, document must not be expired
    Receipt Checkbox
    • Check this checkbox if the candidate presented a receipt
    List C Receipt Number
    • Enter the Receipt Number if the candidate presented a receipt
    Rec Exp Date
    • Enter the Receipt Expiration Date if the candidate presented a receipt
    Issuing Authority of List C Document Type
    • Choose the value in the lookup, or enter it
    Hire Date
    • Required for all Type A documents
    • Defaulted as the Start Date from the new hireNew Hire's invitioninvitation
    • Can be changed here
    Overdue Verify Reason
    • Only shows and is required if the Hire Date is more than 5 days in the past
    • Select the reason from the drop-down list
    Overdue Verification Reason
    • Only shows and is requiired if the Overdue Verify Reason is "Other"
    Additional Information
    • Not required
      

    ...

    List B and List C Information

    Image RemovedImage RemovedImage Added

     

     

    How do I attach copies of the

    ...

    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

    Image RemovedImage Added

     

     

    Click the Add Upload button.

    UploadAdd

    Image AddedImage Removed

     

     

    Click the Choose File button.

    Choose File

    Image RemovedImage Added

     

     

    Click on the file name, then click Open.

    Attach Icon

    Image RemovedImage Added

     

     

    Click Upload.

    Image Removed
    Upload

    Image Added

     

     

    Click Categorize, and select Select the Attachment Category from the drop-down list.

    Image Removed
    CategorizeSelect Attachment Category

    Image Added

     

     

    Click OK.

    OK

     Image RemovedImage Added

     


    How do you attest to the

    ...

    New Hire's information and save in Complete I-9?

    After all data has been entered and verified, the I-9 Specialist must attest that it is correct, and save the information.

    Attest and Save

     Image RemovedImage Added

     


    How do you mark the Complete I-9 activity as completed?

    When you are finished with all entry for the Complete I-9 activity, you should mark the activity as complete, in the new hireNew Hire's onboarding process.

    Click the Checkmark icon.

    Mark Activity as Completed

     Image Removed

     

    ...

    Image Added