The Name Change process allows users to update the legal name of an employee if there is a change from the name previously recorded on Form I-9. It can be initiated via I-9 Console actions or Keyword Search. Note: Name change process can also be initiated by employees through their self service actions. For more details, please click here.

Note: Note that this process can be initiated only if all the processes associated with the I-9 are process completed and the I-9 is not terminated.

When this process is initiated, the Supplement B form will be accessible for the users to record the new name details of the employee. Updating employee name details is also possible during the process of reverifying employee documents or recording rehire details. 

Who can initiate Name Change process via I-9 Console?

Only I-9 Specialists can initiate Name Change process via I-9 Console.

How do you initiate Name Change process?

Navigate to I-9 Console via Quick links or via menu link available in the left navigation.

Click "Info and Actions" link for the selected I-9 ID. Make sure that the selected I-9 ID has no processes in pending. If there is any ongoing process the link to initiate the Name Change process will not be visible in the I-9 Console.

Navigate to Actions tab and select "Initiate Name Change". For initiating this process via Keyword Search, please click here.

Confirm "Yes" on the message.

This will redirect you to Supplement B where you can input the updated name details of the employee. The name fields will appear blank, while others (document-related and rehire date fields) will be in display mode. 

The pending transaction can also be accessed via My Tasks console as shown below. In My Tasks you will notice an additional invitation launched for this process.

How to undo the Name Change process?

After initiating the Name Change process, the "Undo Last Filing" option will be accessible under the Actions tab for that specific transaction. This option can be used to revert the initiated process. 

Navigate to I-9 Console and click on the "Info and Actions" link for the selected transaction. Open Actions tab and select "Undo Last Filing". 

Note: "Undo Last Filing" can also be accessed through Keyword Search. For more details, please click here.

Click 'Yes' on the confirmation message.

Select "Process Terminate" as the reason and enter comments on the following page. Click on the "Submit" button.

Confirm by clicking on the "OK button.

How to record the name change details and complete Supplement B?

When the Name Change process is initiated by I-9 Specialists, Supplement B is accessible to record the employee's name changes. 

Enter the employee's new name in the New Name fields. Entering the First Name and Last Name are mandatory and Middle Initial is optional. If Last Name or First Name fields are left blank, the following error message displays when activity is saved/completed.

If there is only one name, enter it in the Last Name field and enter "Unknown" in the First Name.

In the Additional Information enter if any note/comment need 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. When this checkbox is selected, attaching supporting documents in Supplement B is mandatory.

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. 

For more details on uploading the attachments, please click here.

Note: If Supplement B is assigned to a remote user, and the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is checked by the remote user in Supplement B, they must upload supporting documents when completing the activity. The I-9 Specialist need not add the attachment while completing the Supplement B review unless they delete the attachment uploaded by the remote user. In this case, the system will prompt for the attachment while completing the Supplement B review. 

If this checkbox is selected and the supporting document is not uploaded in Supplement B, the page will show the following error message upon saving the Supplement B activity. 

Note: 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 name details, check "I Agree" and electronically sign.

How do you assign the Name Change process to a remote user?

The Name Change process can be assigned to a remote user by clicking on "Assign Remote I-9" button present at the bottom of Supplement B.

For more details on the remote user process, please visit Remote User page. 

Can you edit the name details in Supplement B after the Name Change process is completed?

Once the Name Change process is completed, there is no option to edit name details in the same process. 

However, another Name Change or Name Change Correction process can be initiated from the I-9 Console/Keyword Search to make changes to the employee name details. For more details on the Name Change Correction, please click here.