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Who is a preparer/translator?
A preparer/translator is a designated an authorized proxy user who can help the assists a New Hire in completing Form I-9 Section 1. They are invited by the New Hires can invite them to participate in the onboarding process for completing the during their Section 1 activity.
How to
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invite
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a new preparer/translator?
The default selection for the Preparer/Translator option on the I-9 Section 1 page for the preparer/translator option will be is "I did not use a preparer or translator". " To make display the preparerPreparer/translator Translator section visible in I-9 Section 1, change this default option should be changed to "A preparer(s) and/or translator(s) assisted the employee in completing Section 1". If there are any preparers already have been added in Section 1, the list they will show appear in the Preparer/Translator dropdown.
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If a new preparer has need to be invited, click on the "Invite New Preparer" button.
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This
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opens the Preparer/Translator Invitation page, where the preparer's details, First Name, Middle Name, Last Name, Phone, and Email ID can be entered.
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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.
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Below are some Few examples of these validation messages that may be encountered while completing this page.will be displayed upon field change are given below:
If non-alphabetical characters are entered in the name fields, the following error will appear upon field change::
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If alphabetical characters are entered in the Phone field, the following error will appear upon field change:
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When email format is entered wrong, the following error will appear upon field change:
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After entering values in the following fields, click on the "Invite" button.
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Click "OK" on the message to confirm sending an invite and send the invitation to the user.
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The following message confirms the email has been sent to the preparer. Close the following message.
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Given below is an example of an Below is a sample email invitation. The new preparer can start their Smart Onboarding self registration by clicking on the "Start I-9 Process" link.
| Email Invitation |
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After the invitation
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is sent, the user's name is added to the
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preparer dropdown list. To assign Section 1, select the newly added preparer and save the activity to grant the user access.
| Preparer/Translator List |
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How many preparers/translators can
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you invite?
A New Hire You can invite as many preparers and/ or translators as they want needed in I-9 Section 1. However, in the print reports i.e in Supplement A only report's section for preparers/translators (Supplement A) can include a maximum of eight preparers/translators details can be displayed.
How to add preparers/translators in the Section 1 activity?
When the radio button is selected for All preparers/translators assistance, the preparers who have been sent invitations will appear in the drop down dropdown list. Select the name of the preparer to whom you want to assign the Section 1 activity. This will automatically populate the preparer's name details in the designated sectiongrid provided below.
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To add more preparers
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, click
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the "Add Preparer" button
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, which will create a new preparer section. From the dropdown list, select the preparer's name to be added.
Once all preparers are added, click the "Save" button.
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The preparers will not have access to the transaction until Section 1 is saved.
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Before saving make sure the eligibility type citizenship status is selected. Otherwise, you you will be prompted to select your eligibility.
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Note: In case the preparer has to be removed To remove an already added preparer from Section 1, use the "Delete Preparer" option provided option in the designated section. This will remove the designated section added for the preparer.
Note: Once the preparer completes Section 1 (completes electronic signature), the preparer cannot be deleted from Section 1 activity.
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What is the preparer's/translator's process flow?
Below shown is the regular login homepage for the preparer. The Section 1 activity shows open for the preparer, only when the preparer's name is added and saved in New Hire's Section 1 activity.
Click on corresponding row. The preparer cannot be deleted once they have completed their assigned Section 1 activity i.e the Section 1 signature is completed.
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How does a preparer complete their Section 1 activity?
Once logged in, the preparer can view the Section 1 activity under the pending tasks section on their homepage. The Section 1 task will only appear as pending once the New Hire has added the preparer's name to their Section 1 activity and saved it.
By clicking the "I-9 Section 1"
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link, the preparer can proceed with their Section 1 activity.
| Preparer's Homepage |
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The Section 1 activity opens as given below. Enter the datapreparer must enter the required information, upload any attachments (optional), and electronically sign the form. The "Save" button can be used if you wish If they prefer to save the data and sign the form at a later time,, they can use the "Save" button..
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If the address details are not entered, the following error message displays on the page when the activity is saved or electronically signed.
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Once a preparer completes their electronic signature, the New Hire can view the completed activity, including the electronic signature and the populated address details, in the designated section. After the signature is completed, the New Hire cannot delete
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that preparer from
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the
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activity.
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What data will be
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reflected on the New Hire's Form I-9 when multiple preparers
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are added?
When multiple preparers make changes to Section 1 data and sign the formsform, the latest data of the effective dated/sequenced row most recent data will be reflected on the New Hire's Form I-9. The New Hire will not be able to cannot sign the form and or complete the activity until all the preparers complete have completed their electronic signaturesignatures.
How
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to complete Section 1
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after the preparer's process is completed?
When Section 1 activity is assigned to preparer(s)preparers, the "I Agree" checkbox will remain disabled for the New Hire until all the preparers complete have completed their Section 1.
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The "I Agree" checkbox will only be enabled once all preparers have completed their Section 1 signatures.
To complete the Section 1
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activity, check the "I Agree"
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box and then click the "Electronically Sign" button. If attachments are required in the I-9 activities and none have been uploaded by the preparers/translators, you will be prompted to upload
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them.
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Once Section 1 is completed, you can no longer invite or add new preparers. However, the Section 1
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data will
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remain editable
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until the Submit to HR activity is
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completed.
| Section 1 activity completed |
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Where can you find
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the preparer details in
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the downloaded signed form?
In
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the downloaded signed form, the preparer data can be
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found on the Supplement A page.
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This page will only be available
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if preparers/translators
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were used in Section 1.
A sample
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downloaded signed form is provided below:
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What happens to the access of already linked
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preparers if the New Hire chooses not to use
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them?
If a New Hire decides not to use preparers/translators who have already been linked to the I-9, they can
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change the option under "Preparer and/or Translator Certification" to "I did not use a preparer or translator" and revoke
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the associated
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invitation. The
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invitation can be revoked until the preparer completes their
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Section 1 signature.
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Once the preparer
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has completed the Section 1 signature, the New Hire
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can no longer revoke the invitation.
Different scenarios of revoking the prepare's invitation after they have been added to the grid are discussed below. In this example, a couple of preparers
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have been added
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to the Section 1
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grid.
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Scenario 1: When the preparer option is toggled to to "I did not use a preparer or translator" and the transaction is not saved:In this case, though
Even if the preparer option is
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switched to "I did not use a preparer or translator
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" under
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preparer's certification, the
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preparers invitation will not be revoked in Section 1
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until the transaction is
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saved. The preparer details will still appear in the preparer's dropdown list.
When the preparers option is toggled
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to "I did not use a preparer or translator", a message will appear on the page.
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If "Yes" is
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selected, the preparer data will be removed from the
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grid.
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However, the preparers will remain accessible in the preparer/translators drop-down list when toggled the option When the option is toggled back to "A preparer(s) and/or translator(s) assisted the employee in completing Section 1" . In this case, invitations for these preparers will not be revokedthe preparers still appear in the dropdown.
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If "No" option is chosen on the warning message, there will be no impact on the preparer data. The preparers added in the grid will remain unchanged.
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Scenario 2: When the preparer option is toggled to to "I did not use a preparer or translator" and the transaction is saved:
The
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invitations for the preparers listed in the grid will be revoked when
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the preparer option is
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switched to "I did not use a preparer or translator"
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in the preparer's section and the transaction is saved.
In this example, two preparers
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have been added
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to the grid and saved.
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When the preparer the preparer option is toggled to switched to "I did not use a preparer or translator," , the following message displays will appear on the page. Confirm the action by clicking on "Yes" and then save changes.
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If the preparer option is toggled back to to "A preparer(s) and/or translator(s) assisted the employee in completing Section 1", you will not see the previously added preparers will not appear in the preparer/translators drop-down dropdown list.
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Additionally, the invitations for these preparers will
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be revoked.
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This can be verified on the "Manage Proxy Invitations" page under Invitation Personalization. For more details on
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Invitation Personalization, please click here.
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To navigate, select "Invitation Personalization" in the left menu
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Click on the "Manage Proxy Invitation(s)" link.
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The revoked preparers will not have access to the system. Also, the self registration link provided in the welcome email will not work.In In case, if preparers try to access the self registration page through this link, they will see the following error message on the page.
| Error message |
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How to invite a preparer/translator in correction processes
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?
The method for inviting a new preparer/translator in during correction processes, such as I-9 Section 1 Correction or SSN Update, is similar to the procedure discussed earlier in this section. However, these additional processes inherit the preparers/translators associated with the main process. This implies means that if preparers are used in Section 1 of the primary onboarding process, they are will also be accessible in the correction processes. The New Hire can opt for choose from the preparers inherited from the primary process or invite new preparers as necessary for completing needed to complete Section 1.
How do you manage preparers/translators through Invitation Personalization?
The preparers/translators added in Section 1 are manageable can be managed through Invitation Personalization. Once the preparers are invited, their list will be shown displayed under the Invitation personalization Personalization for the New Hire. The New Hire can perform '"Resend Welcome/" or "Revoke' " actions as needed through this option. For more details, please click here.
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