How do you access I-9 related actions?

Select a specific I-9 ID and click Info and Actions link.

Select Actions tab to see the related I-9 actions. The options showing below the actions tab vary depending on the I-9 status (terminated / purged), if any additional invitation process is initiated, or setup in I-9 options etc. Please refer next topic for detailed explanation on I-9 related actions.

How do you perform I-9 Console related actions?

The following I-9 actions can be performed from I-9 Console Info and Actions.

• Set/View Employment Termination Date
• Initiate Reverification
• Initiate Name Change
• I-9 Print
• Initiate Receipt Update
• Initiate Section 2 Correction
• Reverification Correction
• Name Change Correction
• Undo Last Filing
• Add Additional/Supporting Documents

Set/View Termination Date

Set/View Termination Date allows employers to set the employment termination date for their employees. This console action appears only if the process associated with the primary invitation is in completed status (transactions that are force completed can also be considered as process completed). Once the termination date is set, no further actions are allowed on I-9 except reviewing the termination date if required. It can be updated to any date in future (cannot be prior to Hire Date) until the termination date is current and I-9 becomes inactive. 

Once the Termination Date is set, it can be viewed in the I-9 Master header details. Also, the Termination Date + 1 year is compared with the Hire Date + 3 years to populate the value of I-9 Expiry Date in I-9 Master. The I-9 Expiry Date is populated based on the logic: Hire Date + 3 years or Termination Date + 1 year whichever is later or maximum. This can be ignored if the transaction has a WAE Date because the I-9 Expiry Date will be set to null if WAE Date exists.

As an example, the I-9 Master of a transaction before setting the Termination Date is shown below. Here, the I-9 Expiry Date is populated based on the logic Hire Date + 3 years.

To set the Termination Date for the above transaction, click Info and Actions link and select Set/View Termination Date under Actions.

Specify the employment termination date and re-enter the date to confirm. Click Submit.

The following message displays after the Termination Date is successfully updated.

If the Termination Date is less than the Hire Date, then the following error message displays on the page.

The updated Termination Date can be viewed in the I-9 Master Header details as shown below. Also, the I-9 Expiry Date is updated with the value "Terminated Date + 1 year" as it is later/maximum compared to Hire Date + 3 years.

After termination date is set, the I-9 related actions will not be available for the transaction.

Note: If any additional I-9 process is running and termination date is set for that I-9, then the pending I-9 process will get terminated.

The termination date is compared with the current date to make the I-9 status of the transaction as "Inactive". For more details, please click here.

Initiate Reverification

Reverification option is available in the I-9 console actions for a process completed transaction only if the following conditions satisfy:

• the Work Authorization End (WAE) date should fall within the "Reverification Trigger Days" specified in I-9 Options
• should not have the I-9 termination date set to current or in the past (if exists)

By default the Reverification trigger days is set to 90 in I-9 Options, but can be changed based on the requirement.

To initiate the process, click on Initiate Reverification in I-9 Console actions.

The Reverification Section (Section 3) opens up to enter new/correct document details. For more details on I-9 Reverification, please click here.

Initiate Name Change 

This console action can be used by the employers if they have to record their employees legal name changes on Form I-9. This option is available only after the employee's primary onboarding invitation process is completed and I-9 is not terminated.

Click "Yes" on the message to confirm name change action.

The Section 3 activity opens up with name fields in add mode. If you choose to undo this action, navigate to I-9 Console actions and select Undo Last Filing option.

To continue, enter employees new/correct name, check I Agree and electronically sign. For name change action, the process will not route to E-Verify. 

If corrections are to be made to the previously entered name changes, initiate Name Change Correction. The Initiate Name Change option is still available if you want to initiate a new name change process.

Click Yes on the message to confirm 'Name Change Correction'.

The name fields in Section 3 activity opens up in edit mode. Edit / correct the information entered in the name fields, check I Agree and click Electronically Sign.

The data changes made in the above transaction are stored in I-9 Master in effective dated and effective sequenced format. Please refer Initiate Name Change page for details.

I-9 Print

The I-9 Print action allows users to print the Form I-9 details. Click "Info and Actions" link and select "I-9 Print" under Actions tab.

This opens Form I-9 details to download or print as below: 

Reverification Correction

This console action allows users to correct reverification details of an I-9 ID. For details, please refer Reverification Correction page.

Name Change Correction

This console action allows users to correct name details of an I-9 ID. For details, please refer Name Change Correction page.

Initiate Receipt Update

The 'Initiate Receipt Update' option will be available in a transaction's I-9 Console actions if the following conditions are satisfied.

• The process must have been completed by recording the receipt details in Section 2. That means a row must exist in I-9 Master for the chosen I-9 ID with a receipt in Section 2.
• should not have the I-9 termination date set to current or in the past (if exists). 

As soon as the actual document is provided by the New Hire for which the receipt was presented, the I-9 Specialist can update the details by manually initiating Receipt Update process from I-9 Console actions or Elasticsearch Employee I-9 Life Cycle related actions.

For details please refer Initiate Receipt Update page.

Initiate Section 2 Correction

This console action is enabled only for the process completed flows that have no receipts. For details please refer Initiate Section 2 Correction page.

Undo Last Filing

The "Undo Last Filing" action shows in I-9 Console actions if any additional I-9 process (such as Name Change, Reverification, Section 2/Section 3 Corrections, Receipt Update etc) is initiated for the I-9 ID.  The additional I-9 processes can be initiated through I-9 Console or Elasticsearch by the I-9 Specialists or through self service I-9 actions by the New Hire.

The "Undo Last Filing" action terminates the process that is in progress and deletes the row from Form I-9 Master that was added by the process. The terminated transaction will have a note updated in the I-9 Summary indicating that the transaction has been terminated and no further action can be performed. For more details on this action, please follow the steps given below:

Let us consider a transaction with an additional I-9 process initiated. To view the process, click on I-9 ID link and select I-9 Summary.

The summary of all processes for that I-9 ID shows in a popup page as given below. Here, you can see an additional I-9 process is initiated for that transaction. 

If you wish to undo the above initiated additional I-9 process, click on "Info and Actions" in the I-9 Console and navigate to "Actions" tab.

Under "Actions" tab, click on "Undo Last Filing".

Click "OK" on the confirmation message to continue.

A page opens to enter the process termination details. 

Fill in the details and submit.

Click "OK" to complete the action.

The status of the terminated process can be viewed in the summary popup page as shown below.

The terminated status is also updated in the I-9 Summary page of the transaction. Click on the "Invitation ID" link of the terminated process to view the I-9 Summary.

The I-9 Summary page will display a note which says that the transaction has been terminated and no further action can be performed.

After termination of the current process, the transaction can have another additional I-9 process initiated through I-9 Console  or Elasticsearch. "Undo Last Filing" can also be performed through Elasticsearch. For details, please click here.

Few examples of terminating the additional I-9 processes using "Undo Last Filing action" are given below:

Reverification:

Consider a transaction with reverification process initiated. For more details on initiating the reverification process, please click here.

When I-9 Summary is accessed for that transaction in I-9 Console, you can view the reverification process initiated in the summary popup page as shown below.

The I-9 Master for that transaction will have the "Reverification Status" flag checked as shown below:

When the process is in progress, the "Undo Last Filing" action will be available in Info and Actions under "Actions" tab. Click on this option to terminate the process.

On the confirmation message, click on "Yes" to continue.

Select a reason, enter comments and click "Submit". 

Click on "OK". This will terminate the process.

The terminated status of the Reverification process will reflect in the I-9 Summary popup page for that transaction. By clicking on "View Process" you can navigate to the process viewer page and verify the 

terminated status.

The process viewer page with process terminated is shown below. 

The "Reverification Status" flag which was checked when Reverification process was initiated will be unchecked when "Undo Last Filing" is done.

Note: In case, if the transaction is saved with Section 3 details (like WAE date) during Reverification process, then those details will be reverted and old details are retained in I-9 Master after Undo Last Filing is done.

After termination of the current process, the transaction can have another additional I-9 process initiated through I-9 Console.

I-9 Section 2 Correction

Consider a transaction with I-9 Section 2 Correction initiated. For more details on initiating I-9 Section 2 Correction, please click here.

When I-9 Summary is accessed for that transaction in I-9 Console, you can view the I-9 Section 2 Correction process initiated in the summary popup page as shown below.

When the process is in progress, the "Undo Last Filing" action will be available in Info and Actions under "Actions" tab. Click on "Undo Last Filing" to terminate the process.

When terminating the process using "Undo Last Filing", the system will ask for confirmation of the action. Click on "Yes" to continue.

Select a reason, enter comments and click "Submit". 

Click on "OK". This will terminate the process.

The terminated status of I-9 Section 2 Correction process will reflect in the I-9 Summary popup page for that transaction. 

By clicking on "View Process" you can navigate to the process viewer page and verify the terminated status.

The process viewer page with process terminated is shown below. In this case, the process is terminated after Section 2 is signed and before creating the E-Verify case.

Note: Once the E-Verify case is created the process cannot be terminated (applicable only for processes having E-Verify activity).

After termination of the current process, the transaction can have another additional I-9 process initiated through I-9 Console.

Receipt Update

Consider a transaction with Receipt Update process initiated. For more details on initiating Receipt Update, please click here.

When I-9 Summary is accessed for that transaction in I-9 Console, you can view the Receipt Update process initiated in the summary popup page as shown below.

When the process is in progress, the "Undo Last Filing" action will be available in Info and Actions under "Actions" tab.  Click on this option to terminate the process.

When terminating the process using "Undo Last Filing", the system will ask for confirmation of the action. Click on "Yes" to continue.

Select a reason, enter comments and click "Submit". 

Click on "OK". This will terminate the process.

The terminated status will reflect in I-9 Summary popup page for that transaction. By clicking on "View Process" you can navigate to the process viewer page and verify the terminated status.

The process viewer page with terminated status is shown below. 

Add Additional/Supporting Documents

This option allows users to add additional/supportive documents via console action. The documents that are attached in Form I-9 Section 1/Section 2 and through I-9 Master can also be viewed here.

For more details on adding attachments via I-9 Master, please click here.

To view this action, click on "Info and Actions" link for the I-9 ID and navigate to Actions tab.

Under Actions, click on "Add Additional/Supporting Documents" option.

This will display all the existing supporting documents that were attached via Form I-9 Section 1/Section 2, I-9 Master and "Add Additional/Supporting Documents" console action. These documents can be segregated based on the comment displayed under the attachments.

Note: The documents uploaded via Form I-9 Section 1/Section 2 will have the invitation ID in their comments whereas documents attached through "Add Additional/Supporting Documents" console action and I-9 Master are identified as manual uploads.

To upload a new attachment, click on the "Upload" button.

Click "Choose File" and select the file from your computer.

The file gets attached as shown below. Click "Upload".

The uploaded document shows under attachments. Add comments if you like. Click "Return" to go back to the I-9 Console.

How to delete attachments via I-9 Console action:

Only the manual uploads (added through "Add Additional/Supporting Documents" console action and I-9 Master) are provided with the delete option. Attachments that are uploaded from Form I-9 Section 1 / Section 2 will do not have the delete option.

In this example, documents which can be deleted from attachments are highlighted below:

To remove the document from attachments, click "Delete" and confirm "Yes" on the message.

This will remove the document from attachments.

How do you print I-9 Audit Report?

I-9 Audit Report has several fields displayed showing the I-9 Form change history. This includes the business process against which the invitation is launched, I-9 participants in Section 1/Section 2 and Section 3, actions performed, Form I-9 data including the signatures and others. There are two ways to access I-9 Audit Report.

1. Through I-9 Master

Navigate to I-9 Console and click on any I-9 ID link. The links will appear to access I-9 Summary, I-9 Master and I-9 Audit. Click on I-9 Master. 

Click Audit Report icon on the right bottom of the I-9 Master page.

Below is an example of the I-9 Audit Report.

2. Through I-9 Summary

Navigate to I-9 Console and click on any I-9 ID link. The links will appear to access I-9 Summary, I-9 Master and I-9 Audit. Click on I-9 Summary. 

Since the I-9 has an additional process initiated for receipt update, you will see two invitations one for each process. You will not see this page if the I-9 ID has one invitation associated with it.

Click on any Invitation ID.

Click on Download Packet.

You will notice a zip file downloaded at the bottom of the page.

When you open the zip, you will notice two PDFs downloaded. Click on the I-9 Audit.

The Audit Report opens for the chosen I-9 ID.