Remote users or Authorized Representatives are temporary users designated to complete I-9 Section 2 or Supplement B on behalf of the employer. I-9 Specialists can either invite a new remote user or select an existing user in from the system to serve as an Authorized Representative. Unlike other roles, remote users have restricted access to within the Smart Onboarding process. Their capabilities tasks are limited to recording employee data in I-9 Section 2 or Supplement B (Reverification and Rehire), attaching documents, and attesting to the documents, and saving the transaction.

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Inviting a remote user from Section 2:

Log in as a an I-9 Specialist and open navigate to the My Tasks console. Open any Complete I-9 Section 2 activity via My Tasks. At .

Scroll to the bottom of the Section 2 page , click and click the "Assign Remote I-9" button.

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Log in as an I-9 Specialist and open navigate to the My Tasks console. Open any Complete I-9 Supplement Bactivity pending for Reverification, Rehire, or Name Change (formerly Section 3) via My Tasks. At .

Scroll to the bottom of the Supplement B page , and click the "Assign Remote I-9" button.

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The Clicking the "Add Authorized Representative" link will open the following page for entering opens a page where you can enter the user details and inviting themsend the invitation.

Enter First Name, Last Name, Phone and Email ID of the Authorized RepresentativeEmail ID of the Authorized Representative. The country code for the phone number defaults to 001, so only U.S. phone numbers can be entered.

NOTE:  This has Remote user details need to be done only the first time while adding the entered only once when adding a remote user or Authorized Representative to the system. Once After being added, this the user will show up appear in the "Select Representative" prompt for the next transaction.The values entered in the fields undergo validation for errors and the corresponding error messages are then displayed on the page.future transactions.

All fields on this page are required. If any field is left blank, a required field error message will be displayed. Additionally, entered values are validated, and appropriate error messages appear for any invalid entries.

If numbers or special characters are entered in the name fields, the following error displays upon field change:

If phone an invalid number is invalidentered in the phone field, the below error displays:

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The entered email ID is checked for existing records in the system. If it already exists, the message will appear as below. Choosing a message appears upon changing the field. Select "Yes" on this message will to proceed with adding the Authorized Representative. Selecting same email ID or "No" will redirect you back to the details page, allowing you to modify the email ID of the Authorized Representativedetails.

After entering all the details, click the "Add Authorized Representative" button.

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The "click here" link will redirect them to the following page where they can create their user account.

Enter They should enter the User ID and Password and click "Next".

Verify the On the next page, they should verify their email and the telephone contacts and click "Register". This completes the their self registration process.

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The following message indicates the user account has been created. Click When clicked "OK" on this message. This will redirect , the user will be redirected to the login page.

Log On the login page, the remote user must log in using the above account credentials. The remote user must complete user will be redirected to the User Onboarding process. They will be redirected to the User Onboarding process, which must be completed before accessing the system use. This is a one-time process and the users must complete this when they login into the system initially.  that users are required to complete during their initial login.

Read and sign the Electronic Disclosure.

This completes After completing the User Onboarding . Log process, the user must log out and login log in again to use access the system.

When Once logged into the system, the remote user can will see the assigned I-9 assigned to themunder the I-9s Pending Review section. They can click on the "I-9 ID" link to open the pending task and complete the activity. 

Note: If there are no I-9 activities pending for review9s assigned, the homepage of the remote user will show the following message.

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Before the remote user completes the assigned I-9 activity, the I-9 Specialist can undo the I-9 assignment from I-9 Section 2/Supplement Bhas the option to undo the assignment.

The example below shows the an I-9 Section 2 activity after assigning the I-9 to a remote user.it has been assigned to a remote user. To undo the assigned I-9 activity, click the "Unassign Remote I-9" button provided at the bottom of the page.

Note: If the I-9 Specialist also holds the "Authorized Representative" role, a message will appear when accessing the assigned I-9 transaction. This message is shown to prevent the I-9 Specialist from making edits to the I-9 activity (Section 2/Supplement B) while it is assigned to a different remote user and has not yet been electronically signed. After closing this message, the I-9 Specialist can undo the I-9 assignment if needed by following the steps outlined below.

To undo the assigned I-9 activity, click the When the "Unassign Remote I-9" button provided at the bottom of the page.

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A is clicked, a page will open where the reason for cancelling the I-9 assignment can be entered. Enter the reason and click "Unassign".

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Once the I-9 is unassigned, the remote user will be notified about this via an email.

Now After unassignment, the I-9 Specialist can either complete activity will be open for the I-9 activity Specialist for completing themselves or assign it reassign to a different user.

How

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can a remote user

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send back the assigned I-9?

The "Send Back to Employer" option is available at the bottom of the I-9 activity (Section 2/Supplement B) if the remote user decides . Remote users can use this option if they decide not to complete the assigned I-9 activity and wants want to return it to the I-9 Specialist.

Transactions that need requiring attention will appear under pending tasks the I-9s Pending Review section on the home pagehomepage. To send back the assigned I-9, the remote user must click on the I-9 ID link and to open the activity.

By clicking When the I-9 activity opens, click the "Send Back to Employer" button located at the bottom of the page, the remote user can send back the current I-9 activity to the I-9 Specialist.

The sent - back I-9 transaction will no longer be available under pending tasks on the homepage for the remote useravailable under the I-9s Pending Review section.

The remote user will receive the following email about the I-9 transaction that is sent back to the I-9 Specialisttransaction. 

The I-9/E-Verify Specialist will also get an email about the I-9 which is sent back by the remote user.

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If the alternative procedure checkbox is selected and no attachment is provided in either Section 1 or Section 2, the following error message will appear upon saving the Section 2 activity.

For more details on uploading attachments in Section 2, please click here.

Note: Even if the checkbox for "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 Section 2 if they were not provided in Section 1, particularly if attachments are configured as mandatory in I-9 activities.

After entering the details, check "I Agree" and click the "Electronically Sign" button. 

Note: If the process is restarted, any Section 2 data entered in the primary process will not be retained, and you will need to re-enter the data in the restarted flow.

The following message will display on the page after completing the activity. Close the browser window and refresh your tasks on the home page.

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The completed transaction will no longer appear under pending tasks but will be listed under the "Completed - Signed I-9s" section. You will see that the I-9 state of the transaction is changed to "Awaiting Remote I-9 Review."

The transaction is now will be in the I-9 Specialist's queue for review and completion.

Once the remote user completes the assigned I-9 activity, the I-9 Specialist will be informed via an email.

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The I-9 Specialist can now access this transaction through their My Tasks console and review the details entered by the remote user. Note: This transaction can also be accessed via Keyword Search My Tasks. For more details, please click here.

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If the details are correct, they can proceed to complete the Section 2 review. If any details are incorrect, the I-9 Specialist can return the I-9 activity again to the remote user for corrections. To complete the review, click the ‘Complete Review’ button.

Note: If the checkbox for the remote user completes the assigned I-9 activity, the I-9 Specialist will be informed via an email.

The I-9 Specialist can now access this transaction through their My Tasks console and review the details entered by the remote user.

Completing Supplement B:

Click on an I-9 ID with I-9 state "Awaiting Remote I-9 Supplement B" under I-9s pending for review.

This opens the Supplement B - formerly Section 3 (Reverification/Name Change/Rehire) as shown below. Based on the initiated process (Reverification/Name Change/Rehire), the fields available for adding/updating information on the Supplement B page will vary. Enter data into the fields wherever it is applicable.

Click the "Add Additional Information" button, if manual input of text in the Addition Information field is required. This note will then be populated in the Additional Information field of Supplement B for the I-9 Specialist's review.

If an alternative procedure is used for document verification, select the "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected, indicating an alternative document verification procedure, and an attachment is uploaded in Section 2 by the remote user, the I-9 Specialist is not required to upload any additional documents during the Section 2 review. However, if the I-9 Specialist opts to delete the attachment uploaded by the remote user, they must upload a new attachment. If no attachment is provided and the checkbox was selected, the system will prompt for the attachment during the Section 2 review.

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Once the review is completed, the status of the transaction will also be updated for the remote user. The I-9 state of the transaction will display as "I-9 Section 2 Completed" on their home page, as shown below:

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Completing Supplement B:

Click on an I-9 ID with I-9 state "Awaiting Remote I-9 Supplement B" under I-9s pending for review.

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This opens the Supplement B - formerly Section 3 (Reverification/Name Change/Rehire) as shown below. Based on the initiated process (Reverification/Name Change/Rehire), the fields available for adding/updating information on the Supplement B page will vary. Enter data into the fields wherever it is applicable.

Click the "Add Additional Information" button, if manual input of text in the Addition Information field is required. This note will then be populated in the Additional Information field of Supplement B for the I-9 Specialist's review.

If an alternative procedure is used for document verification, select the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. Note: This alternative process is allowed only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for 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 in Supplement B.

When this checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory. Once the remote user attaches the supporting documents, the system will not prompt for additional attachments during the Supplement B review by the I-9 Specialist.

If the alternative procedure checkbox is selected and no attachment is provided in Supplement B, the following error message will appear upon saving the activity.

For more details on uploading attachments in Supplement B, please click here.

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Note: Even if checkbox. Note: This alternative process is allowed only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for 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 in Supplement B.

When this checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory. Once the remote user attaches the supporting documents, the system will not prompt for additional attachments during the Supplement B review by the I-9 Specialist.

If the alternative procedure checkbox is selected and no attachment is provided in Supplement B, the following error message will appear upon saving the activity.

For more details on uploading attachments in Supplement B, please click here.

Note: Even if the checkbox for "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 if attachments are configured as mandatory in I-9 activities.

After entering the details, check "I Agree" and click the "Electronically Sign" button. 

After completing the activity, the following message will be displayed on the page. Close the browser window and refresh your tasks on the home page.

The completed transaction will no longer appear under pending tasks but will show under the "Completed - Signed I-9s" section. You will see the I-9 state of the transaction changed to "Awaiting Remote I-9 Supplement B Review".

Now the transaction is in I-9 Specialist's queue for review and completion. 

Once the remote user completes the assigned I-9 activity, the I-9 Specialist will be informed via an email.

How to review the activity after a remote user completes their assigned I-9?

The I-9 Specialist can access the remote user completed transaction through their My Tasks console. Note: This transaction can also be accessed via Keyword Search My Tasks. For more details, please click here.

Completing the review of the Section 2 activity:

Click on the "Complete I-9" link to open the activity.

The details entered by the remote user will appear in the Section 2 activity. If the information is correct, proceed with completing the Section 2 review. If any details are incorrect, you can return the I-9 activity to the remote user for corrections.

To finalize the review, click "Complete Review" at the bottom of the activity.

Note: If the checkbox for "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 if attachments are configured as mandatory in I-9 activities.

After entering the details, check "I Agree" and click the "Electronically Sign" button. 

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After completing the activity, the following message will be displayed on the page. Close the browser window and refresh your tasks on the home page.

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The completed transaction will no longer appear under pending tasks but will show under the "Completed - Signed I-9s" section. You will see the I-9 state of the transaction changed to "Awaiting Remote I-9 Supplement B Review".

Now the transaction is in I-9 Specialist's queue for review and completion. 

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Once the remote user completes the assigned I-9 activity, the I-9 Specialist will be informed via an email.

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The I-9 Specialist can now access this transaction through their My Tasks console. Note: This transaction can also be accessed via Keyword Search My Tasks. For more details, please click here.

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If the details are correct, they can proceed to complete the Supplement B selected, indicating an alternative document verification procedure, and an attachment is uploaded in Section 2 by the remote user, the I-9 Specialist is not required to upload any additional documents during the Section 2 review. However, if the I-9 Specialist chooses to delete the attachment uploaded by the remote user, they must upload a new attachment. If no attachment is provided and the checkbox was selected, the system will prompt for an attachment during the Section 2 review.

After the review is completed, the transaction status will be updated for the remote user. The I-9 state will appear as "I-9 Section 2 Completed" on their Homepage, as shown below.

Completing the review of Supplement B:

The steps for reviewing Supplement B are similar to those for Section 2. To begin the review, click Complete I-9 to open the activity.

The details entered by the remote user will appear in the Supplement B page. If the information is correct, proceed with completing the review. If any details are incorrect, the I-9 Specialist you can return the I-9 activity again to the remote user for corrections.

To complete finalize the review, click the ‘Complete Review’ button"Complete Review" at the bottom of the activity.

Note: If the checkbox for "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected, indicating an alternative document verification procedure, and an attachment is uploaded in Supplement B by the remote user, the I-9 Specialist is not required to upload any additional documents during the Supplement B review. However, if the I-9 Specialist opts to delete the attachment uploaded by the remote user, they must upload a new attachment. If no attachment is provided and the checkbox was selected, the system will prompt for the attachment during the Supplement B review.

Once After the review is completed, the transaction status of the transaction will also be updated for the remote user. The I-9 state of the transaction will display as will appear as "Supplement B Completed" on their home page,Homepage, as shown below. 

How to assign I-9 to an already existing remote user?

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When the remote user logs into the system, they will see the assigned I-9 under their pending tasks on their home page. By clicking on the I-9 ID link, they can access and complete the assigned I-9 activity (Section 2/Supplement B).

How

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to send back I-9 to the remote user for correction?

While reviewing the details entered by the remote user in the Section 2/Supplement B activities, if the I-9 Specialist notices you notice any errors or required that require changes, they can send the I-9 activity back to the remote user by clicking the "Send Back Remote I-9" button.

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Once the I-9 is sent back to the remote user, the I-9 Specialist you cannot make edits to Section 2/Supplement B details. The example below illustrates the Section 2 activity view for the I-9 Specialist after the I-9 has been returned to the remote user.

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