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Set candidate's employment termination date and click Submit.
| Set Termination Date |
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The candidate is terminated from the employment on the set date. You can check the candidate's terminated record in the I-9 Console.
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Create and launch a new invitation for the rehire transaction. Shown below is the Company and Business Unit entered while creating the invitation. The legal entity of the previous hire invitation should match with the legal entity of the current rehire invitation.
| Company & Business Unit entered in the Onboarding Invitation |
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Section 3 opens to enter the data.
| Rehire Complete I-9 Activityof the Rehire flow |
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Who can complete I-9 Section 3?
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For more information on assigning Section 3 to a remote user, please visit Remote User page.
Does
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rehire transaction has E-Verify?
There is no DHS Verification for the Rehire Rehires since the previously matched Form I-9 information is same as the previous matched Form I-9is already E-Verified.
You can see the Create Case button disabled on the E-Verify page. To complete E-Verify, click Mark as Complete. Note:
| E-Verify - Mark as Complete |
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Can you edit Section 3 data after Mark as Complete?
Until "Mark as Complete" button is clicked in E-Verify, Section 3 fields are editable for the I-9 Specialists. Once this activity is completed, you are not allowed to edit Section 3.
Let's access completed Section 3 activity before 'Mark as Complete' button is clicked in E-Verify
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. Notice, edit button enabled in Section 3. Click Edit.
| Edit Section 3 |
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The Section 3 fields display in edit mode. Make the necessary changes and Save/Electronically Sign. If you cancel edit, the page navigates to previous read only mode.
| Section 3 in edit mode |
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After 'Mark as Complete' is clicked in E-Verify, the activity will be marked as complete.
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Click Complete I-9 link in the left nav and access Section 3. The 'Edit' button will not appear in Section 3.
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How to record new/changed work authorization documents?
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With the help of restart action on the E-Verify page, the process can be rolled back to Section 1/Section 2 or 3.
Click Restart Section 1/Section2Section 2 or 3.
| Restart I-9 states |
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Select any option from the dropdown list of the Restart Group to rollback to the previous I-9 states.
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The transaction brings up the Form I-9 of the previous Rehire flow. The Form ID/I-9 ID generated during the Switch to Hire process becomes invalid. In case, if any data is entered & saved in Section 2 during the Hire process, it gets deleted/refreshed.
| Rehire PageForm I-9 Section 3 |
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What are
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I-9 corrections?
Correcions are allowed for the candidates when the values in Section 1 have typos. When mistakes are identified while verifying the documents, the I-9 Specialist restarts Section 1 activity allowing the candidate to make corrections. The process might pick up diffrent flows (hire/rehire) when the candidate enters typos in Section 1 and after Section 1 restart when the typos are corrected.
The following are the possible rehire/hire scenarios in I-9 corrections:
Hire to Rehire correction
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Lets look at this scenario step by step. Candidate (who is getting rehired within 3 years, for the same company) enters typo SSN or Date of Birth value in EBI/Section 1.
In the below example, DoB is entered wrong by the candidate. The system doesn't find a match of this new data set (Company-SSN-DoB) due to the typo and hence treats this as a New Hire situation, assigning a new I-9 ID.
| Hire Flow when typo values are entered in Section 1 |
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I-9 Specialist notices this typo and restarts Section 1 activity in Complete I-9.
| Restart Section 1 |
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Select restart group as 'Restart I-9 Section 1', enter comment and click Submit.
| Restart Activity |
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Candidate, this time enters the correct Date of Birth. This leads to a combination (Company-SSN-DoB) that matches an already existing combination of 'inactive’ I-9 ID. This means this is a rehire (within 3 years case). The system makes the previously assigned I-9 ID (Hire Flow) inactive. The old I-9 ID is activated and assigned back to this candidate/flow.
| Old I-9 ID of the Rehire flow |
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Since this is a rehire case, the complete I-9 opens up only Section 3 activity.
| Form I-9 Section 3 is open for editing |
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Rehire to Rehire correction
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Candidate (who is getting rehired within 3 years, for the same company) enters typo SSN or Date of Birth values in EBI/Section 1.
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The system finds a match of this data set (Company-SSN-DoB) and hence treats this as a Rehire situation, activating and assigning the old I-9 ID which belongs to a different candidate.
| Rehire flow - I-9 ID of the wrong candidate |
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Since this is a rehire case, the Section 2 will be in read only mode and Section 3 is open for editing.
| Form I-9 Section 3 in edit mode |
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I-9 Specialist, while verifying the documents, notices this issue (typo by the candidate, that matches other candidate’s SSN/DOB). He/she offers the candidate to make this correction, by restarting the Section 1. This is done by clicking the “Restart Section1/Section2” button on E-Verify activity.
| Restart Section 1 |
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Select Restart Group as 'Restart I-9 Section 1', enter comment and click Submit.
| Restart Activity |
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Candidate, this time enters the correct SSN and Dob. This leads to a correct combination (Company-SSN-DoB) that matches an already existing combination ‘inactive’ I-9 ID. This means this is a rehire (withing 3 years case). The system makes the previously assigned incorrect I-9 ID (incorrect, as it belonged to another potential rehire candidate) inactive. The old I-9 ID associated with this candidate (hire flow) is activated and assigned back to this Rehire flow.
| Rehire flow - picks up I-9 ID of the correct candidate |
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Since this is a rehire flow, Section 2 is read only and Section 3 opens up for editing.
| Form I-9 Section 3 in edit mode |
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Rehire to Hire correction
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Candidate (who is getting hired) enters typo SSN or Date of Birth values in EBI/Section 1.
In the below example, SSN and DoB is are entered wrong by the candidate. Coincidently, this SSN-DoB combination belongs to another terminated (within 3 years) candidate.
The system finds a match of this data set (Company-SSN-DoB) and hence treats this as a Rehire situation, activating and assigning the old I-9 ID which belongs to a different candidate.
| Rehire flow - picks up I-9 ID of a wrong candidate |
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Since this is a rehire case, the Section 2 will be in read only mode and Section 3 is open for editing.
| Form I-9 Section 3 in edit mode |
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I-9 Specialist, while verifying the documents, notices this issue (typo by the candidate, that matches other candidate’s SSN/DOB). He/she offers the candidate to make this correction, by restarting the Section 1. This is done by clicking the “Restart Section1/Section2” button on E-Verify activity.
| Restart Section 1 |
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Select Restart Group as 'Restart I-9 Section 1', enter comment and click Submit.
| Restart Activity |
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Candidate, this time enters the correct SSN and DoB. This leads to the combination (Company-SSN-DoB) not matching any already existing combination. This means this is a brand new hire.
The system makes the previously assigned incorrect I-9 ID (incorrect, as it belonged to another potential rehire candidate) inactive. A brand new I-9 ID is associated with this candidate (hire flow).
| Hire flow - New I-9 ID is generated |
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Since this is a typical hire flow, Section 2 is open to editing.
| Hire flow - Section 2 in edit mode |
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