What is I-9 Life Cycle?
The I-9 Life Cycle illustrates the sequential I-9/DHS state details of a transaction, commencing with the initial I-9 state when I-9 Section 1 is saved or electronically signed and then displays the subsequent states as the transaction progresses through Section 2 activity and DHS processing. By looking at the I-9 Life Cycle one can tell New Hire's I-9 progress in the process. If the I-9 is pending, its state is indicated as "Pending," while if it is signed, it is marked as "Completed".
The I-9 Life Cycle consists of numbered bubbles for each step with I-9 state detail displayed in a rectangular box next to it. Below is an example for a new hire flow:
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If a preparer is used in completing I-9 Section 1 for the new hire, the Life Cycle will include that step as well:
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If a remote user is used in completing I-9 Section 2, the I-9 Life Cycle will also include the steps related to the remote user process.
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If DHS processing is deferred in cases where the transaction is completed either with "Applied for SSN" or the document recorded with a receipt in I-9 Section 2, the deferred state will reflect in the life cycle as shown below:
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If the New Hire is identified as a rehire, the I-9 Life Cycle will have steps related to I-9 Section 1 and Supplement B for rehire. For more details on the rehire process, please click here.
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Few I-9 Life Cycle examples for additional I-9 processes are given below:
Supplement B - Reverification or Name Change process:
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Section 2 Correction with E-Verify
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For accessing the Employee I-9 Life cycle through Keyword Search, please click here. To review the step-by-step change in the I-9 Life Cycle, please refer to the sections below.
Who can access I-9 Life Cycle?
The following users have access to the I-9 Life Cycle.
| Role Type | Access |
|---|---|
| System Administrator | No |
| Process Administrator | No |
| Content Administrator | No |
| HR Specialist |  |
| Recruiter | No |
| Help Desk Analyst | No |
| I-9 Specialist |
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| E-Verify Specialist |
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How do you access I-9 Life Cycle?
I-9 Life Cycle is a part of the I-9 Summary page which can be accessed through I-9 console. The I-9 Summary page is available for access through the invitation console/I-9 Console at any point after the I-9 ID is generated i.e when I-9 Section 1 is saved/electronically signed by the New Hire.
There are two ways to access the I-9 Summary page.
- Through invitation Console - accessible to HR Specialists, I-9 Specialists and E-Verify Specialists
- Through I-9 Console - accessible to only I-9 Specialists
Note: I-9 Summary can also be accessed via Keyword Search. For more details, please click here.
Through Invitation Console
This option appears for an invitation only when the I-9 ID is generated for the transaction i.e when Section 1 data is saved/electronically signed by the New Hire.
To view the I-9 Summary, click on the Invitation ID link for the specific invitation and select the "I-9 Summary" option.
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Through I-9 Console
The row will appear in the I-9 Console only when the I-9 ID is generated for the transaction. In the I-9 Console, click on the I-9 ID link for the selected transaction and select the "I-9 Summary" option.
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The I-9 summary page with I-9 Life Cycle opens as below:
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If additional processes exist for an I-9 ID, a popup will open listing all the processes as given below. The details include the invitation ID (invitation launched when the process is initiated), candidate name, start date (process initiated date), business process and the process state (initiated, in progress, completed, terminated). As soon as an additional process is initiated, it appears in this list with the relevant business process name and the process state.
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To open the I-9 Summary page of any particular process, click on its invitation ID link.
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The I-9 summary will then open for the corresponding process.
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What information is included in the I-9 Life Cycle?
The I-9 Life Cycle includes the following details:
1. I-9/DHS State - Starts with the initial state details of Section 1 activity as "Awaiting Section 1" and proceeds through sequential steps for Section 2 and DHS processing.
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If a preparer/translator is used in Section 1 activity and/or Authorized Representative is used in Section 2, the steps related to those states are included.
| When a preparer is used in Section 1 |
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| When an Authorized Representative is used in Section 2 |
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2. Status of the corresponding I-9/DHS activity - Pending or Completed
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3. Name of the user who completed the activity (displays only for completed activities)
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4. Date and time (displays only for completed activities).
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What changes do you see in the I-9 Life Cycle as the I-9 progresses through the process?
The I-9 Life Cycle illustrates the sequential I-9/DHS state details of a process, beginning with the initial I-9 state when I-9 Section 1 is saved or electronically signed and progressing through different states as the I-9 advances through the process.
Below, various scenarios of new hire workflows are detailed, outlining the step-by-step changes in the I-9 Life Cycle.
New Hire end-to-end flow:
Consider a New Hire's invitation with Section 1 saved. The pending status of "Awaiting Section 1" will show in the I-9 Life Cycle as below:
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After completing Section 1 signature, the completed status along with signed date and time will reflect in the Life Cycle.
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When process routes to the Section 2 activity, the "Awaiting Section 2" status will:
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When Section 2 activity is saved, the Section 2 status will still display as pending in the Life Cycle.
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Once the Section 2 activity is signed, the status will be marked as completed along with the signed date and time. As the process moves to the E-Verify activity, the Life Cycle will display "Awaiting DHS Verification," indicating that the E-Verify activity is pending.
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After the E-Verify case is created, the DHS state achieved will be displayed.
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As the employee's case progresses through E-Verify processing, the subsequent states will be displayed in the I-9 Life Cycle.
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New Hire end-to-end flow with preparer/translator used in Section 1 & remote user in Section 2
When Section 1 is saved with preparer added:
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After Section 1 is signed by the preparer, the completed status along with signed date and time will be displayed for the preparer's signature, but the employee's signature will still show as pending:
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When Section 1 is completed by the New Hire:
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When process routes to the Section 2 activity:
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When I-9 is assigned to the remote user in Section 2:
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After Section 2 is signed by the remote user and review pending by the I-9 Specialist:
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Section 2 review is completed by the I-9 Specialist and the process routed to the E-Verify activity:
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After E-Verify case is created, the DHS state achieved will be displayed. In this example, the case has been updated to Draft state due to intermittent issues on DHS side during integration.
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As the employee's case progresses through E-Verify processing, the subsequent states will be displayed in the I-9 Life Cycle.
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When multiple preparers are used in Section 1
The preparer's and employee's signatures show as pending when Section 1 is saved with multiple preparers.
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As each preparer complete their signature, the signed status along with the date and time will be stamped as given below:
| When Preparer 1 signature is completed |
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| When Preparer 2 signature is completed |
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| When Preparer 3 signature is completed |
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Once the preparers signatures are completed and then Section 1 is signed by the employee, the employee's signed status along with the date and time stamp will be displayed as below:
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Further updates for Section 2 and DHS processing will be as mentioned in the earlier sections.
Document Receipt in Section 2
If the employee presents a receipt, which is recorded in Section 2, or has applied for an SSN, E-Verify will be temporarily on hold (marked as complete in E-Verify activity) until the original documents are presented for the receipt or until the employee receives their SSN and updates it in the system. Such transactions will be in "DHS Verification Deferred" state as shown in this example.
Before marking E-Verify activity as complete, the I-9 Life Cycle shows as below:
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After marking the E-Verify activity as complete, the DHS E-Verify will be in "Deferred" state and the I-9 Life Cycle will not display any steps for the DHS verification.
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Supplement B - Reverification and Name Change
Section 1, Section 2, and DHS processing are not applicable; therefore, the steps related to these activities are not visible. Only the steps of Supplement B processing are displayed, as it is the only relevant process.
When Supplement B is initiated, the process shows as pending:
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When Supplement B is saved, the Supplement B still shows as pending
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After completing the activity, the signed status along with the date and time stamp will be displayed.
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Supplement B - Rehire
For the rehire process, Supplement B section will appear in the I-9 Life Cycle instead of Section 2 as Section 2 is not applicable.
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When Supplement B is saved:
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After completing Supplement B for rehire, the signed status along with the date and time stamp will be displayed. Following Supplement B, the process routes to the E-Verify activity; however, the relevant steps are not visible in the Life Cycle as they are not applicable for the rehire flow.
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Rehire transactions need not go through E-Verify processing since the I-9 information is same as the previously completed Form I-9. Therefore, E-Verify is not applicable and can be completed by simply marking the activity as complete.
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Process force completed & terminated
When process is force completed or terminated, the previous Life Cycle data will be deleted.
In this example, the process is force completed after Section 1 activity is saved. The I-9 Life Cycle after Section 1 save is given below:
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When force completing the process, the data in the Life Cycle will be deleted.
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In the below example, the process is terminated after Section 1 activity is saved. The I-9 Life Cycle after Section 1 save is given below:
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After process termination, the data in the Life Cycle will be deleted.
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Process termination using "Undo Last Filing" action
The "Undo Last Filing" action can be performed from the I-9 Console or through the Keyword Search Employee Life Cycle actions for additional I-9 processes initiated by the I-9 Specialist, such as Reverification, Name Change, or Section 2 Correction. It can also be performed on self-service actions initiated by the New Hire, including I-9 Legal Name Change, I-9 Reverification, I-9 Section 1 Correction, or SSN Update.
In this example Section 2 Correction process is terminated after saving the Section 2 activity.
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When the process is terminated using "Undo Last Filing" action, the transaction will be in "Undone Filing" state and the data in the Life Cycle will be deleted. Additionally, a note will be displayed stating that the process has been terminated.
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