A rehire refers to an individual who was once employed, terminated, and subsequently rehired by the organization. When a candidate enters data in Section 1 activity, a search is initiated in Section 1 Save/Electronic Signature to check for any original (previously completed) Form I-9 associated with the candidate within the last 3 years. Based on the search results, the candidate is determined as either a New Hire or a Rehire case. If the candidate is identified as a rehire, instead of Section 2, the I-9 Admin/Specialist will be presented with Supplement B - Reverification and Rehire form (formerly Section 3). 

How a candidate is determined as a rehire?

A search is initiated when Section 1 is saved/electronically signed to match the candidate's legal entity (Company/Business unit), SSN, date of birth, and eligibility type with the previously completed Form I-9. If a match is identified, the system then verifies whether the rehire occurred within the period of 3 years from the previous hire date, and checks for the existence of a termination date for the candidate from the previous hire process.

When these conditions match, the candidate is determined as a rehire, and the I-9 ID of the previous hire's Form I-9 is linked to this employee when Section 1 is saved or electronically signed.

Note: What happens when a rehire invitation/transaction is created without terminating I-9 ID of the previous hire invitation?

If the I-9 ID of a previous hire invitation is not terminated and a new invitation/transaction is created with the same legal entity, Date of Birth, SSN and eligibility type, the employee will be considered as a New Hire. A new I-9 ID will be generated when Section 1 is saved/electronically signed. To designate the new invitation as a rehire, terminate the I-9 ID of the previous hire invitation and restart the process/activity of the new invitation, so that the invitation will go through Section 1 activity again and identifies it as a rehire. (Note: If the Work Authorization End (WAE) date exists in the primary hire flow, then make sure the WAE date is greater than or equal to current date). In the restart process, do not change any invitation details i.e legal entity, Date of Birth, SSN and eligibility and let the process go through Section 1 activity. When Section 1 activity is saved/electronically signed, the search identifies the new invitation as a rehire and associates the I-9 ID from previous hire invitation with the new invitation/transaction. 

What sections are shown in Complete I-9 for the rehire flow?

Also the work authorization document presented with the previously completed Form I-9 should not expired. That means, if Work Authorization End (WAE) date exists for I-9, then it should not be less than the current date. If the work authorization document presented with the previously completed Form I-9 is expired, then the employer must also reverify the employee's employment authorization in Supplement B. 

A sample scenario for each section is given below:

Form I-9 Section 1:

Section 2:

Supplement B - Reverification and Rehire (formerly Section 3)

Who can complete Supplement B for rehires?

Any user with the I-9 Specialist role can complete Supplement B. This role is commonly assigned to users responsible for verifying the documents presented by the New Hire. Rather than personally completing Supplement B, this task can also be assigned to an authorized Representative.

How to complete Supplement B for rehires?

Supplement B for rehires allows entering the Date of Rehire, any change in the name previously recorded on Form I-9 in the New Name fields, and details in document-related fields if the employee's employment authorization has expired and requires reverification.

Entering the Date of Rehire is mandatory. Only the part of the name that has changed can be entered in the New Name fields. For example, for employees who changed only their last name, enter the last name in the Last Name field and leave the First Name and Middle initial fields blank.

Note that entering the Expiration Date must be equal to or greater than the current date. Entering the Document Number is optional or can be saved with "N/A" value. 

After entering the data the fields look like below.

If Date of Rehire is not entered, the following error message displays on the page. Note: Make sure the rehire date is not less than the employee's previous termination date. 

In the Additional Information enter if any note/comment has 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 required if documents are not uploaded in I-9 section 1.

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 be disabled. 

Note: If Supplement B is assigned to a remote user, and if 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 if no attachment is provided in Section 1. 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 that case, the system will prompt for the attachment during the completion of the Supplement B review.

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

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

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

After entering the above details, check "I Agree" and electronically sign.

How do you assign Supplement B to a remote user?

Instead of completing Supplement B themselves, I-9 Specialists can assign this task to an Authorized Representative (remote User). Click "Assign Remote I-9" located at the bottom of the Supplement B. You can either invite a new external Authorized Representative or assign to users who are already added as Authorized Representatives in the system.

For more information on assigning Supplement B to a remote user, please visit Remote User page.

Does a rehire transaction require E-Verify processing?

Rehire transactions will not have E-Verify since the I-9 information is same as the previously completed Form I-9. The user can complete this activity by clicking on the "Mark as Complete" button.

If I-9 information has to be changed click on the "Restart Form I-9" button to initiate the restart of EBI/Section 1/Section 2 activities.

How can you edit Supplement B data after the activity is completed?

Supplement B fields can be edited by I-9 Specialists until the "Mark as Complete" button is clicked on the E-Verify activity. Once this step is completed, Supplement B becomes non-editable.

A sample is given below. Clicking on the "Edit" button will open the Supplement B fields for editing.

How to roll back to previous I-9 states in the rehire process?

With the help of "Restart Form I-9" button on the E-Verify page, the process can be rolled back to previous I-9 states. 

Select any option from the dropdown list of the Restart Group to rollback to the previous I-9 states.

How to switch between hire and rehire processes?

Two types of switch processes are allowed in the Rehire flow.

• Switch to Hire
• Switch to Rehire

Switch to Hire

The I-9 Specialist can switch the candidate's transaction to Hire from Rehire on Section 1 before completing Section 3 activity. If the process is switched to Hire -

• A new I-9 ID will be assigned to the candidate's Form I-9. 
• Section 2 will have to be filled again
• A new E-Verify case has to be created for the candidate's process.

 "Yes" on the message..

A normal Hire process is invoked with Section 2 activity open to enter new document details. The Supplement B doesn't appear on the Form I-9. Also, note that a new Form I-9 ID is generated for the current Hire process. 

Switch to Rehire

The "Switch to Rehire" option is available for reverting the process back to Rehire from Hire. Once the I-9 Specialist has selected the "Switch to Hire" button in a Rehire transaction, they have the flexibility to change their decision to switch back to the Rehire through the 'Switch to Rehire' button.

When the process is switched back to rehire - 

• The I-9 ID associated with the Rehire flow will populated on Form I-9 
• Section 2 again becomes read-only and Supplement B opens up. 
• E-Verification will not be required 

Confirm "Yes" on the message.

The transaction brings up the Form I-9 of the previous Rehire flow. The I-9 ID generated during the Switch to Hire process becomes invalid. In case, if any data is entered & saved in Section 2 during the Hire process, it gets deleted/refreshed.