Remote users or Authorized Representatives are temporary users nominated for completing I-9 Section 2 / Section 3 activity on behalf of the employer. The I-9 Specialists can either invite a new user or select one among existing users in the system as their Authorized Representatives. Unlike other roles, remote users have limited access to Smart Onboarding process. The actions they can perform on an I-9 are limited by their role such as recording employee data in I-9 Section 2 or Supplement B - Reverification and Rehire (formerly Section 3), attaching documents, attesting the documents, and saving the transaction.

How to invite a new remote user?

Inviting remote user from I-9 Section 2:

Login as a I-9 Specialist and open any Complete I-9 Section 2 activity via My Tasks. At the bottom of the Section 2 page, click on "Assign Remote I-9" button.

Inviting remote user from Supplement B:

Login as a I-9 Specialist and open any Complete I-9 Supplement B activity - formerly Section 3 (Reverification/Rehire/Name Change) via My Tasks. At the bottom of Supplement B, click on the "Assign Remote I-9" button.

The secondary page for assigning remote I-9 opens as below. On this page you can assign I-9 to an existing user by clicking on the prompt for "Select Representative" or click on "Add Authorized Representative" link to invite a new user. 

The "Add Authorized Representative" link will open a page for inviting a new remote user.

Enter First Name, Last Name, Phone and Email ID of the Authorized Representative.

NOTE: This has to be done only the first time while adding the remote user or Authorized Representative to the system. Once added, this user will show up 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.

If numbers or special characters are entered in the name fields:

If phone number is invalid:

If the email ID entered already exists, the message will appear as below. Choosing "Yes" on this message will proceed with adding the Authorized Representative, while selecting "No" will redirect you back to the details page, allowing you to modify the email ID of the Authorized Representative.

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

The remote user details will be populated on the Assign Remote I-9 page as shown below. Enter the reason and click "Assign".

An email will be sent to the remote user with I-9 assignment details and the link for creating their Smart Onboarding/Smart I-9 account.   

The email notification sent to the remote user looks like below:   
NOTE: The email with self registration link will be sent only when the remote user or Authorized Representative is invited the first time. Once the remote user creates the account and is active in the system, they only get an email notification about the transaction assigned to them but not for the self registration.

The remote user can register by clicking on the "click here" link in the email. Self Registration process is only for the first time to create an User ID and Password for account login. Once this user has an user ID and completes user onboarding, they can login to the system and complete the I-9 activity.

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

Enter User ID and Password and click "Next".

Verify the email and the telephone contacts and click "Register". This completes the self registration process.

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

Login using the above account credentials. The remote user must complete User Onboarding before the system use. This is a one time process and the users must complete this when they login into the system initially.  

Read and sign the Electronic Disclosure.

This completes User Onboarding. Log out and login again to use the system.

When logged into the system, the remote user can see the I-9 assigned to them. They can click on the I-9 ID link to open the pending task and complete the activity. 

How to undo remote assign of the I-9 activity?

At any point 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 B.

Below example shows the I-9 Section 2 activity after assigning I-9 to a remote user. 

Note: If the I-9 Specialist also has the "Authorized Representative" role, the following message will be displayed when the I-9 Specialist access the assigned I-9 transaction. This message is shown to prevent the I-9 Specialist from making edits to the I-9 activity (I-9 Section 2/Supplement B) when the transaction has been 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 necessary by following the steps given below.

Click on "Unassign Remote I-9" button provided at the bottom of the page.

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

The remote user will be notified about this via an email.

Now the I-9 Specialist can either complete the process themselves or assign I-9 to a different remote user.

How does a remote user sends back the assigned I-9?

The "Send Back" option is provided at the bottom of the I-9 activity (Section 2/Supplement B) for the remote user, in case if the transaction has to be sent back to the I-9 Specialist without completing the activity.

The transactions which needs to be worked upon shows under pending tasks on the home page as shown below.  To send back the assigned I-9, click on the I-9 ID link and open the activity.

Click on the "Send Back to Employer" button provided at the bottom of the activity.

This opens a page where the remote user needs to enter the reason for sending back the I-9 to the employer. After entering the reason, click "OK".

The sent back I-9 ID will no longer be available under pending tasks for the remote user. 

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

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

If there are no assigned I-9s for the remote user, the homepage of the remote user will show the following message:

How can a remote user complete I-9 Section 2 or Supplement B?

Completing I-9 Section 2:

Select an I-9 ID with I-9 state "Awaiting Remote I-9" under I-9s Pending Review.

The Section 2 activity will be opened to record the List A or List B & C document details.

Click on "Add Additional Information" button, if manual input of text in the Addition Information field is required. This value will be passed on to the Additional Information field of Section 2 for the I-9 Specialist. 

If an alternative procedure is used for the 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 process is allowed exclusively when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear disabled in Section 2. 

When this checkbox is selected uploading I-9 supporting documents as attachments in Section 2 is mandatory if the attachment is not provided by the New Hire in Section 1. Once the remote user attaches the supporting documents, the system will not prompt for any attachment while completing the Section 2 review by the I-9 Specialist.

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

For uploading attachments in Section 2, please click here.

Note: Even though the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is not checked, you will still be prompted for uploading attachments in Section 2 if not provided in Section 1 especially if attachments are configured as mandatory in I-9 activities.

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

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

The completed transaction will no longer be under pending tasks but will show under "Completed - Signed I-9s". The I-9 state of the transaction will change to "Awaiting Remote I-9 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 email.

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.

The I-9 Specialist can review and complete this transaction by clicking on the ‘Complete Review’ button.

Note: If the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected to signify an alternative document verification procedure, and an attachment is uploaded in Section 2 of the remote user flow, the I-9 Specialist is not required to attach any documents during the Section 2 review, unless they opt to delete the attachment uploaded by the remote user.  If the attachment is deleted, the system will prompt for the attachment during the completion of the Section 2 review.

For the remote user, the I-9 state of the transaction shows as "I-9 Section 2 Completed" as shown below:

Completing Supplement B:

Click on an I-9 ID with I-9 state "Awaiting Remote I-9 Supplement B" under I-9s Pending 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 on "Add Additional Information" button, if manual input of text in the Addition Information field is required. This value will be passed on to the Additional Information field of Supplement B for the I-9 Specialist. 

If an alternative procedure is used for 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 process is allowed exclusively when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear disabled. When this checkbox is selected uploading I-9 supporting documents as attachments in Supplement B is mandatory. Once the remote user attaches supporting documents, the system will not prompt for any attachment while completing 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 page will show the following error message upon saving the Supplement B activity.

For uploading attachments in Supplement B, please click here.

Note: Even though the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is not checked, you will still be prompted for uploading attachments in Supplement B especially if attachments are configured as mandatory in I-9 activities.

After entering the details, check "I Agree" and click on 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 be under pending tasks but will show under "Completed - Signed I-9s". The I-9 state of the transaction will change 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 email.

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.

The I-9 Specialist can review and complete this transaction by clicking on the "Complete Review" button.

Note: If the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected to signify an alternative document verification procedure, and an attachment is uploaded in Supplement B of the remote user flow, the I-9 Specialist is not required to attach any documents during the Supplement B review, unless they opt to delete the attachment uploaded by the remote user.  If the attachment is deleted, the system will prompt for the attachment during the completion of the Supplement B review.

For the remote user, the I-9 state of the transaction shows as "Supplement B Completed" as shown below:

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

I-9 Specialists can also assign I-9 to the users that are already added as Authorized Representatives (remote users) in the system. They can either be the Business Users of the organization with roles such as HR Specialist, I-9 Specialists etc., or added exclusively as Authorized Representatives in the system from I-9 Section 2 or Supplement B like in the above case. For more details on creating Business Users with Authorized Representative role, please click here. The Authorized Representative role can also be assigned to an existing system user via Manage Users/Contacts. For more details, please click here.

When assigning I-9, the "Select Representative" prompt will show all the existing remote users.

Click on "Select Representative" lookup to view the list of users eligible to be assigned as remote users to complete I-9 Section 2 or Supplement B.

The look up displays all the existing remote users. To search for a specific user, use "Search by" or "Quick Filter" options.

In "Search by", use any of the search options (Authorized Representative/First Name/Last Name) to search for the user. 

When the search results display, click on the link and select the user.

The selected user details populates on the Assign Remote I-9 page as shown below. Enter the reason and click "Assign".

The remote user will receive an email with I-9 assignment details. A sample is given below.

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

How can the I-9 Specialist send back I-9 to the remote user?

If any changes are to be made to Section 2/Supplement B completed by the remote user, the I-9 Specialist can send back the process again to the remote user by clicking on "Send Back Remote I-9" before completing the review.

On the secondary page, enter the reason and click "OK".

Once the I-9 is sent back to the remote user, the I-9 Specialist cannot edit Section 2/Supplement B details. The below example shows Section 2 activity for the I-9 Specialist after I-9 is sent back to the remote user.

The remote user will be notified about this via an email.

The sent back activity will be available under I-9s Pending Review for the remote user as shown below. By clicking on the I-9 ID the remote user can access the I-9 (Section 2 or Supplement B) and complete the activity.