The Supplement B activity (previously Section 3) must be completed by the employer under the following circumstances:

• when an employee's employment authorization document requires reverification
• when the employee is rehired within three years of the original Form I-9 completion (please click here for more details on rehire eligibility), or
• when the employee's legal name has changed and needs to be updated on Form I-9.

Who can complete the Supplement B activity?

Any user with I-9 Specialist role can complete the Supplement B activity. Typically this role is assigned to the users who verify the documents that the New Hire presents. 

When do you need to complete Supplement B?

Supplement B can be used for the following scenarios:

• Rehire
• Reverification
• Employee Name change

Note: The process navigates to above scenarios only if the I-9 is in process completed status. 

For each reverification, rehire, or name change process, a new Supplement B section will be added to Form I-9. The I-9 Specialist is responsible for completing Supplement B with the required information.

Rehire

If an employee is terminated and rehired within a maximum of three years from their previous hire date, and their eligibility criteria (legal entity, SSN, date of birth, and eligibility type) match those on the prior Form I-9, the employee qualifies as a rehire. In this case, instead of completing Section 2 of Form I-9, the I-9 Specialist must complete Supplement B (previously Section 3) with the employee's rehire information.

In Supplement B, fields for the Date of Rehire, New Name, and Reverification are available. While performing this task, the I-9 Specialist should enter the necessary details and attest to the form by selecting "I Agree" and providing an electronic signature.

• If there is a change in the employee's name previously recorded on Form I-9, it can be updated in the corresponding name field in Supplement B.
• If the rehired employee’s employment authorization has expired, reverification must also be completed.
• Add a note in the Additional Information section if necessary.
• If an alternative procedure was used for remote verification of documents, the checkbox in this section should be selected. Note: This alternative process is permitted only when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered with E-Verify, indicating that the Company or Business Unit is configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled. If the checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory.

For more details on how the Supplement B can be completed, please click here.

Reverification

Employee Initiated I-9 Reverification

This self-service action is to be initiated by the New Hire to reverify their employment eligibility documents.

For details, please check "Initiate I-9 Reverification" under New Hire's Self Service Actions.

HR Initiated I-9 Reverification

Reverification can also be initiated by the I-9 Specialist through the "Info and Actions" section in the I-9 Console or via the "I-9 Life Cycle" actions in Keyword Search. The availability of this option in the I-9 Console or Keyword Search depends on the reverification trigger days configured in the I-9 Options. If the Work Authorization expiration date falls within the specified trigger days, the option to initiate reverification will be available for that I-9. By default, the trigger days are set to 90, but this value can be adjusted as needed.

For more details, please check the Initiate Reverification page.

In both scenarios, I-9 Reverification is initiated as an additional process, with Supplement B pending for the I-9 Specialist to complete. During this activity, the I-9 Specialist should enter the required details and attest to the form by selecting "I Agree" and providing an electronic signature.

• If the employee's name differs from the name previously provided on Form I-9, enter the updated name in the "New Name" fields on the form. Only enter the part of the name that has changed. For example, if the employee has changed only their last name, enter the new last name in the Last Name field and leave the First Name and Middle Initial fields blank.
• Enter the new document details, including the Document Title, Document Number, and Expiration Date, in their respective fields.
• Add a not in the Additional Information section if necessary
• Select the checkbox to indicate if an alternative procedure was used for remote verification of documents in Supplement B. Note: This alternative process is permitted only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered with E-Verify, meaning the Company or Business Unit is configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled. If the checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory.

Note: Reverification of documents should also be done for the rehired employees if their employment authorization (List A or List C) document has expired. For more details on completing Supplement B for rehires, please click here.

Note: There is another way of initiating reverification via a batch process for all the qualified transactions. For more details, please refer Reverification Auto Create process in the I-9 Options section.

Employee Name Change

Name change is similar to above where an additional process is launched with pending Supplement B for I-9 Specialists to complete.

There are two ways how an employee name change can be initiated.

• Employee initiated I-9 legal name change
• HR initiated name change via I-9 Console/Keyword Search actions 

Employee initiated I-9 Legal Name Change

This self-service action is to be initiated by the New Hire to update their name on Form I-9 if their legal name has changed.

For details, please check 'Initiate I-9 Legal Name Change' under New Hire's Self Service Actions.

HR initiated name change

To be initiated by the I-9 Specialist via I-9 Console "Info and Actions" or Keyword Search "I-9 Life Cycle" actions.

For more details, please check the Initiate Name Change page.

To complete Supplement B for a name change, follow these steps and attest to the form by selecting the "I Agree" checkbox and providing an electronic signature:

• Enter the new or updated name in the "New Name" fields.
• Add any additional information if needed.
• In the Additional Information section, select the checkbox to indicate if an alternative procedure was used for remote verification of documents in Supplement B. Note: This alternative process is allowed only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, meaning the Company or Business Unit is configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled. If this checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory.

How to assign Supplement B to a remote user?

I-9 Specialists can assign the task of completing Supplement B to a remote user by clicking the "Assign Remote I-9" button provided at the bottom of the page. For details on Remote I-9 flow, please refer Remote User page.

Can you edit Supplement B information after this activity is completed?

The I-9 Specialists can edit Supplement B until the E-Verify activity is completed using the "Mark as Complete" button. Since there is no E-Verify for the reverification and name change processes, this is applicable only for rehire transactions. For details, please refer the Rehire page.

How do you upload supporting documents in Supplement B?

To upload attachments, click the "Attachments" gadget provided at the bottom right corner of the page.

The requirement for uploading I-9 supporting documents as attachments in Supplement B is dependent on whether the checkbox for "Check here if you used an alternative procedure authorized by DHS to examine documents" has been checked. If this checkbox is selected, attaching I-9 supporting documents in Supplement B is required. 

Note: This alternative process is allowed only 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 be disabled.

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 activity. 

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 an attachment while completing the Supplement B review.

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

To upload attachments, click the "Attachments" gadget provided at the bottom right corner of the page.

On the File Attachments page, click the "Upload" button.

Click "Choose File" and select the file you want to upload as an attachment. Documents in png, jpg, jpeg, gif, bmp, and heic formats are allowed. There are no restrictions on the file name and it can be the same as the name of a previously uploaded file (if applicable).

Once the file is attached, select an appropriate "Attachment Category" from the drop-down list. Use the same procedure to upload multiple attachments.

If an attachment category is not selected the following message will appear when you click the "OK" button to exit the page.

Note: To prevent issues with large image files, the system automatically compresses images larger than 1.5 MB. Images in PNG format or those below 1.5 MB do not require compression. For images exceeding 1.5 MB in JPG, JPEG, GIF, or BMP formats, the system will apply compression when they are added as attachments.

Once uploading of attachments is done, click on 'OK'. This will save the attachments and return to the activity page.

The attachment gadget will show an indicator if attachments exist in Supplement B. 

What to enter in the Additional Information section?

The Additional Information section in Supplement B is meant for entering any comments or notes to describe any special circumstances.

How do you download Supplement B signed forms and attachments?

Download signed forms from the Supplement B activity:

After completing the Supplement B activity, the signed forms can be downloaded by clicking on the "Download Signed Forms" icon located in the bottom right corner of the page.

A sample downloaded signed form with signature in Supplement B is shown below.

The data related to Supplement B processes are presented on the Supplement B page. The Supplement A page with preparer and/or translator data will be in the report only if prepares/translators are used in Section 1.

Note: If the transaction has Supplement B processes (Reverification/Name Change/Rehire) completed in the old version form (10/21/2019) and another Supplement B is completed in the new version form, the print report from new version Supplement B will download a zip folder including both the old and new version forms.

Example:

 
The PDF for old version will display the I-9 Specialist signature as "Signature captured on current form version" for Supplement B processes completed in the new version. For Supplement B processes completed in the old version (10/21/2019), normal signatures will be displayed. In the print report of the new version, the signatures captured for Reverification/Name Change processes on the old version form (10/21/2019) will show the text "Signature captured on previous form version," replacing the I-9 Specialist signatures.

Downloads via Invitation Console

From Invitation Console the signed forms and attachments can be downloaded via the "View Process" link.

In the Invitation Console. search for the invitation and click on the "View Process" link for the corresponding invitation. This will open the process viewer page as shown below.

Click the "Download" button available below the employee profile to access the options for downloading the packet, signed forms and attachments. 

Clicking on "Download Signed Forms" will download a zip folder containing all the signed pdfs including I-9 forms as shown below. 

Clicking on "Download Attachments" will download a zip file when multiple attachments are present. If only one attachment exists, it will be opened directly.

The "Download Packet" link will download a zip file containing folders for each activity within the process, as shown below. The folders will also include the attachments if any uploaded during the respective activities.

Download Signed Forms via Invitation Summary

Another option to access these forms is through the Invitation Summary. Click on the Invitation ID link for the selected invitation and select the "Invitation Summary" link from the options.

At the bottom of the Invitation Summary page you will find the options to download the signed forms and attachments.

Downloads via I-9 Console

Search for the transaction in the I-9 Console and click on the I-9 ID link. Select "I-9 Summary" from the options.

A popup window will display all the processes associated with the I-9. Click on the Invitation ID link for the completed additional I-9 process. 

The I-9 Summary page for the additional process displays as below:

Click the "View Process" button to open the process viewer page and download the forms. The "Download Packet" button will only download I-9 related reports, but not all the signed forms in the process.