New Hires are provided with certain self service actions in case if they have to perform corrections/updates to their I-9 information presented in previous completed Form I-9. When the self-service process is initiated, an additional invitation will be launched for the process which will allow them to correct/update the previous I-9 information.

Note: Note that these processes can be initiated only if all the processes associated with the I-9 are process completed.

How New Hire's can access the self service actions?

New Hires can access Self Service actions through the menu links available in the left navigation. Click on the menu icon and navigate to I-9 Actions and select the corresponding link specific to the process under I-9 Actions.

What happens when a self service process is initiated for terminated/inactive/purged I-9s?

Given below are the error messages displayed when self service processes are initiated for terminated/inactive/ready to purge/purged I-9s.

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What is the purpose of self service actions?

The purpose of self service actions is to allow New Hires initiate secondary processes if they have to update their previously submitted I-9 information such as name, date of birth, SSN and work authorization documents. 

However, the system allows candidates to perform one action at a time. If the previous process is already running, it will not allow New Hires to launch or initiate another process until the previous process is completed. The following error message displays when you try to initiate another process while a process is running.

What are the options available under Self Service actions?

Initiate I-9 Legal Name Change

This process is used to update the legal name if changed from the name previously recorded on Form I-9. Click on the menu icon and select "Initiate I-9 Name Change" under I-9 Actions.

Note that a new invitation is launched for the process.

Enter the data in the name fields and submit. All the name fields are required to enter.

Acknowledge and submit the changes to HR.

The name change information is successfully submitted to HR by the New Hire. This transaction will appear as a pending task in the My Tasks console for the I-9 Specialist.

The I-9 Specialist is required to open this task, and enter the new name information provided by the employee in Supplement B.

To open the corresponding activity, the I-9 Specialist should click on the "Complete I-9" link for that specific transaction in the My Tasks console. Note: The transaction can also be accessed through Elasticsearch My Tasks category. For more details, please click here.

In Supplement B, the New Name fields open up to record the name change details. The Last and First Name fields are required and the Middle Initial is optional.

In the Additional Information enter if any note/comment has to be added. If  an alternative procedure is used for remote verification of documents, indicate this by selecting the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. Note: This alternative procedure is allowed only if the Legal Entity (Company/Business Unit) through which the employee is hired is enrolled for E-Verify i.e., a row exists for the Company or Business Unit in the DHS Client setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear as disabled and cannot be selected. When this checkbox is selected, attaching supporting documents is required.

The requirement of attachments in Supplement B is also dependent on the "RequiredI-9Attachment" property option set in Product Preferences . If "RequiredI-9Attachment" property is set to "ON", the system will not allow you to complete Supplement B unless a supporting document is attached. To know more about uploading attachments in Supplement B, please click here.

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

This completes the employee initiated name change process. There will be no E-Verify activity after the completion of Supplement B.

Initiate I-9 Reverification

This option is for the New Hires who want to submit the revised information of their employment authorization when their current work authorization or related document (which ever is sooner) is due to expire within next 90 days. During self initiated reverification, New Hires must present valid document (any document found under List A or List C of the List of Acceptable documents) which shows their continued employment authorization.

Note: Reverification is not allowed for US Citizens, Non US Citizens and Lawful permanent residents with Permanent Resident card or Alien Registration card.

If New Hires with the above eligibility try to initiate I-9 Reverification, the system displays the below message.

New Hires other than the above categories can initiate this process within 90 days to the work authorization/document expiry. If the number of days is more than 90, the New Hire will be asked to re-initiate the process only when the expiry date is within 90 days. 

To initiate this process, click the menu icon and select "Initiate I-9 Reverification" link under I-9 Actions.

You will notice a new invitation is launched for the reverification process and the following page opens to enter new/correct document information.

Enter new document information and click "Submit".

Acknowledge and submit the information to HR. After the information is submitted to HR, the New Hire will no longer be able to change any information.

The reverification information is successfully submitted to HR by the New Hire. This transaction will appear as a pending task in the My Tasks console for the I-9 Specialist.

The I-9 Specialist is required to open this task, review the reverification document information provided by the employee and enter the same in Supplement B.

To open the activity, the I-9 Specialist should click on the "Complete I-9" link in the My Tasks console. Note: The transaction can also be accessed through Elasticsearch My Tasks category. For more details, please click here.

The Supplement B opens as below. Along with the document fields, the New Name fields also open up to record the name change details.

In case employee's name has been changed from the name previously recorded on Form I-9, enter only the part of the name that has changed in the respective field. For example, for employees who changed only their last name, enter the last name in the Last Name field and leave the First Name and Middle initial fields blank. Select the Document Title and enter the Document Number and the Expiration Date. 

In the Additional Information enter if any note/comment has to be added. If an alternative procedure is used for remote verification of documents, indicate this by selecting the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. Note: This alternative procedure is allowed only if the Legal Entity (Company/Business Unit) through which the employee is hired is enrolled for E-Verify i.e., a row exists for the Company or Business Unit in the DHS Client setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear as disabled and cannot be selected. When this checkbox is selected, attaching supporting documents is required.

The requirement of attachments in Supplement B is also dependent on the "RequiredI-9Attachment" property option set in Product Preferences . If "RequiredI-9Attachment" property is set to "ON", the system will not allow you to complete Supplement B unless a supporting document is attached. To know more about uploading attachments in Supplement B, please click here.

After entering all the details, check "I Agree" checkbox and electronically sign.

This completes the employee initiated reverification process. There will be no E-Verify activity after the completion of Supplement B.

I-9 Section 1 Correction

By initiating I-9 Section 1 correction, New Hires can change their previously submitted Section 1 data. Click on the menu icon and select "I-9 Section 1 Correction" under I-9 Actions.

A new invitation is created for the process and Section 1 opens in edit mode with primary process data populated in the fields. 

Note: If preparers were used in Section 1 of the primary onboarding process, you will notice the correction process inheriting the preparers associated with the primary process. In the current process, any of these preparers can be used for completing Section 1. For more details on preparer flow, please click here.

Update Section 1 details as necessary and do not leave the required fields blank. Use preparer/translator assistance if needed in completing this activity.

Note: The Section 1 form validations are applicable in Section 1 correction process as well. For example, providing your Social Security Number is a must before saving unless your employer is a non participant of E-Verify. The SSN value automatically populates here if you have entered it in the main process. If you want to update SSN, delete the old value and enter the new number. In case if you want to update the SSN value for "Applied for SSN" chosen in the main process, then uncheck "Applied for SSN" and enter SSN number.

The requirement of uploading supporting document as attachment in Section 1 is dependent on the "RequireI-9Attachment" property configuration in Product Preferences. If "RequireI-9Attachment" property is set to "ON" in Product Preferences uploading attachments in Section 1 is mandatory. For more details on uploading attachments in section 1, please click here.

After entering the details, check "I Agree" and electronically sign.

Acknowledge and submit the changes to HR. After the information is submitted to HR, the New Hire will no longer be able to change any information.

The Section 1 information is successfully submitted to HR by the New Hire. The process now routes to the I-9 Specialist for completing Section 2 activity.

The I-9 Specialist can see this transaction as a pending activity in their My Tasks console. By clicking on the "Complete I-9" link they can open Section 2 and complete the activity.

The Section 2 activity opens up in edit mode with previous data populated in the fields. The I-9 Specialist can make changes to the data as needed.

Note: If eligibility type is modified in Section 1 correction, the document details will not be populated in section 2 from the main process. In this case the document fields on Section 2 will be displayed empty for the I-9 Specialist.

In the Additional Information enter if any note/comment has to be added. You can check or uncheck the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox based on whether an alternative procedure is used for remote verification of documents. Note: This alternative procedure is allowed only if the Legal Entity (Company/Business Unit) through which the employee is hired is enrolled for E-Verify i.e., a row exists for the Company or Business Unit in the DHS Client setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear as disabled and cannot be selected. When this checkbox is selected, attaching supporting documents in Section 2 is required.

The requirement of attachments in Section 2 is also dependent on the "RequiredI-9Attachment" property option set in Product Preferences . If "RequiredI-9Attachment" property is set to "ON", the I-9 supporting document should be attached in either I-9 Section 1 or Section 2. If attachment is not already provided in I-9 Section 1, it must be provided in Section 2. Otherwise, the system will display an error message and will not allow you to complete the activity. To know more about uploading attachments in Section 2, please click here.

After entering all the details, check "I Agree" and click electronically sign. Note: The "Assign Remote I9" option can also be used for completing Section 2. For more details, please click here.

After completing Section 2, the process routes to E-Verify processing. By clicking on the "Create Case" button, the employee's E-verify case can be created and processed further.

Initiate SSN Update

Use this option if you have the primary process completed with the "Applied for SSN" option selected for the SSN and wish to update the Social Security Number in the Form I-9.

Click on the menu icon and select "Initiate SSN Update" under I-9 Actions.

Note: If SSN update is initiated for the processes that do not have "Applied for SSN" option chosen for SSN in the primary flow, the following error message will be displayed on the page.

A new invitation is created for the process and Section 1 opens in edit mode with primary process data populated in the fields. 

Note: If preparers were used in Section 1 of the primary onboarding process, you will notice the current process inheriting the preparers associated with the primary process. In the current process, any of these preparers can be used for completing Section 1. For more details on preparer flow, please click here.

To update the SSN value, uncheck "Applied for SSN" checkbox and enter the SSN in the "U.S.Social Security Number" field. Use preparers if required in completing this activity.

The requirement of uploading supporting document as attachment in Section 1 is dependent on the "RequireI-9Attachment" property configuration in Product Preferences. If "RequireI-9Attachment" property is set to "ON" in Product Preferences uploading attachments in Section 1 is mandatory. For more details on uploading attachments in section 1, please click here.

After entering the details, check "I Agree" and electronically sign.

Acknowledge and submit the information to HR. After the information is submitted to HR, the New Hire will no longer be able to change any information.

The Section 1 information is successfully submitted to HR by the New Hire. The process now routes to the I-9 Specialist for completing the Section 2 activity.

The I-9 Specialist can see this transaction as a pending activity in their My Tasks console. By clicking on the "Complete I-9" link they can open Section 2 and complete the activity.

The Section 2 activity opens up in edit mode with previous data populated in the fields. The I-9 Specialist can make changes to the data as needed.

Note: If eligibility type is modified in the update SSN process, the document details will not be populated in Section 2 from the main process. In this case the document fields on Section 2 will be displayed empty for the I-9 Specialist.

In the Additional Information enter if any note/comment has to be added. You can check or uncheck the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox based on whether an alternative procedure is used for remote verification of documents. Note: This alternative procedure is allowed only if the Legal Entity (Company/Business Unit) through which the employee is hired is enrolled for E-Verify i.e., a row exists for the Company or Business Unit in the DHS Client setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear as disabled and cannot be selected. When this checkbox is selected, attaching supporting documents in Section 2 is required.

The requirement of attachments in Section 2 is also dependent on the "RequiredI-9Attachment" property option set in Product Preferences . If "RequiredI-9Attachment" property is set to "ON", the I-9 supporting document should be attached in either I-9 Section 1 or Section 2. If attachment is not already provided in I-9 Section 1, it must be provided in Section 2. Otherwise, the system will display an error message and will not allow you to complete the activity. To know more about uploading attachments in Section 2, please click here.

After entering all the details, check "I Agree" and click electronically sign. Note: The "Assign Remote I-9" option can also be used for completing Section 2. For more details, please click here.

After completing Section 2, the process navigates to E-Verify activity. By clicking on the "Create Case" button, the employee's E-verify case can be created and processed further.

How to terminate additional processes that are initiated through self service actions?

Additional processes that are initiated through self service actions can be terminated by using "Cancel last action" by the candidates. If candidates wish to undo the last initiated self service action, they can use this option before submitting the process to HR/I-9 Specialists for review. 

Click on the menu icon and select "Cancel Last action" under I-9 Actions.

Note: When this option is used, there should be a process running initiated by the candidate. Otherwise, the following error message displays on the page. 

The following message displays on the page once the process is terminated:

If the process has already been submitted to HR, candidates cannot terminate it. The I-9 Admin/Specialist to whom the process is routed has the ability to terminate the process.

Note: The I-9 Admin/Specialist cancel this process by using "Undo Last Filing" for the selected I-9 through I-9 Console actions. For more details, please click here.

If the candidate tries to cancel the action after completing "Submit to HR" activity, the following message will be displayed on the page.