Remote users or Authorized Representatives are temporary users designated to complete I-9 Section 2 or Supplement B on behalf of the employer. I-9 Specialists can either invite a new remote user or select an existing user in the system to serve as an Authorized Representative. Unlike other roles, remote users have restricted access to the Smart Onboarding process. Their capabilities are limited to recording employee data in I-9 Section 2 or Supplement B (Reverification and Rehire), attaching documents, attesting to the documents, and saving the transaction.

How to invite a new remote user?

Inviting a remote user from Section 2:

Log in 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 the "Assign Remote I-9" button.

Inviting a remote user from Supplement B:

Log in as an I-9 Specialist and open any Complete I-9 Supplement B for Reverification, Rehire, or Name Change (formerly Section 3) via My Tasks. At the bottom of the Supplement B page, click the "Assign Remote I-9" button.

The "Add Authorized Representative" link will open the following page for entering the user details and inviting them.

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. 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 the "Add Authorized Representative" button.

The email notification sent to the remote user will look 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.

Log in using the above account credentials. The remote user must complete the User Onboarding process 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. 

Note: If there are no I-9 activities pending for review, the homepage of the remote user will show the following message.

How to undo the assigned I-9 activity?

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.

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

Note: If the I-9 Specialist also holds the "Authorized Representative" role, a message will appear when accessing the assigned I-9 transaction. This message is shown to prevent the I-9 Specialist from making edits to the I-9 activity (Section 2/Supplement B) while it is 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 needed by following the steps outlined below.

To undo the assigned I-9 activity, click the "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".

Once the I-9 is unassigned, the user will be notified about this via an email.

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

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

The "Send Back" option is available at the bottom of the I-9 activity (Section 2/Supplement B) if the remote user decides not to complete the assigned I-9 activity and wants to return it to the I-9 Specialist.

Transactions that need attention will appear under pending tasks on the home page. To send back the assigned I-9, click on the I-9 ID link and open the activity.

By clicking the "Send Back to Employer" button at the bottom of the page, the remote user can send back the current I-9 activity to the I-9 Specialist.

The sent-back I-9 transaction will no longer be available under pending tasks on the homepage 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 which is sent back by the remote user.

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 for review.

On the Section 2 page, enter the document details either in List A or in List B & List C. Click the "Add Additional Information" button if manual text input is required in the Additional Information field. This note will then be populated in the Additional Information field of Section 2 for the I-9 Specialist's review.

If an alternative procedure is used for document verification, select the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. 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 in Section 2.

When this checkbox is selected, uploading I-9 supporting documents as attachments in Section 2 is mandatory if the attachment was not provided by the New Hire in Section 1. Once the remote user attaches the supporting documents, the system will not prompt for additional attachments during 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 following error message will appear upon saving the Section 2 activity.

For more details on uploading attachments in Section 2, please click here.

Note: Even if the checkbox for "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 Section 2 if they were not provided in Section 1, particularly 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 the browser window and refresh your tasks on the home page.

The completed transaction will no longer appear under pending tasks but will be listed under the "Completed - Signed I-9s" section. You will see that the I-9 state of the transaction is changed to "Awaiting Remote I-9 Review."

The transaction is now in the 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 an email.

The I-9 Specialist can now access this transaction through their My Tasks console and review the details entered by the remote user. Note: This transaction can also be accessed via Keyword Search My Tasks. For more details, please click here.

If the details are correct, they can proceed to complete the Section 2 review. If any details are incorrect, the I-9 Specialist can return the I-9 activity again to the remote user for corrections. To complete the review, click the ‘Complete Review’ button.

Note: If the checkbox for "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected, indicating an alternative document verification procedure, and an attachment is uploaded in Section 2 by the remote user, the I-9 Specialist is not required to upload any additional documents during the Section 2 review. However, if the I-9 Specialist opts to delete the attachment uploaded by the remote user, they must upload a new attachment. If no attachment is provided and the checkbox was selected, the system will prompt for the attachment during the Section 2 review.

Once the review is completed, the status of the transaction will also be updated for the remote user. The I-9 state of the transaction will display as "I-9 Section 2 Completed" on their home page, 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 for 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 the "Add Additional Information" button, if manual input of text in the Addition Information field is required. This note will then be populated in the Additional Information field of Supplement B for the I-9 Specialist's review.

If an alternative procedure is used for document verification, select the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. 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 in Supplement B.

When this checkbox is selected, uploading I-9 supporting documents as attachments in Supplement B is mandatory. Once the remote user attaches the supporting documents, the system will not prompt for additional attachments during 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 following error message will appear upon saving the activity.

For more details on uploading attachments in Supplement B, please click here.

Note: Even if the checkbox for "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 if attachments are configured as mandatory in I-9 activities.

After entering the details, check "I Agree" and click 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 appear under pending tasks but will show under the "Completed - Signed I-9s" section. You will see the I-9 state of the transaction changed 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 an 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.

If the details are correct, they can proceed to complete the Supplement B review. If any details are incorrect, the I-9 Specialist can return the I-9 activity again to the remote user for corrections. To complete the review, click the ‘Complete Review’ button.

Note: If the checkbox for "Check here if you used an alternative procedure authorized by DHS to examine documents" is selected, indicating an alternative document verification procedure, and an attachment is uploaded in Supplement B by the remote user, the I-9 Specialist is not required to upload any additional documents during the Supplement B review. However, if the I-9 Specialist opts to delete the attachment uploaded by the remote user, they must upload a new attachment. If no attachment is provided and the checkbox was selected, the system will prompt for the attachment during the Supplement B review.

Once the review is completed, the status of the transaction will also be updated for the remote user. The I-9 state of the transaction will display as "Supplement B Completed" on their home page, 

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. Add a note to the remote user and click the "Assign" button.

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

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

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

While reviewing the details entered by the remote user in the Section 2/Supplement B activities, if the I-9 Specialist notices any errors or required changes, they can send the I-9 activity back to the remote user by clicking the "Send Back Remote I-9" button.

On the secondary page, enter the reason for sending the I-9 back and click "OK" to submit.

Once the I-9 is sent back to the remote user, the I-9 Specialist cannot make edits to Section 2/Supplement B details. The example below illustrates the Section 2 activity view for the I-9 Specialist after the I-9 has been returned 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 for review for the remote user as shown below. By clicking on the I-9 ID the remote user can access and complete the I-9 Section 2 or Supplement B activity.