New Hires are provided with certain self service actions in case if they have to perform corrections/updates to their I-9 information presented in previous completed Form I-9. When the self-service process is initiated, an additional invitation is launched against New Hire's registered business process which will allow them to correct/update the previous I-9 information.

Note: It is very important to note that these processes can be initiated only if all the processes associated with the I-9 are in Process Completed status.

How to access Self Service actions?

New Hires can access Self Service actions through Menu links available in the left navigation when they log into their onboarding account.

Click on the Menu icon and navigate to I-9 Actions. Click on any one of the four processes under I-9 Actions.

What happens when you initiate self service process for a terminated I-9?

For a terminated I-9, the following error message will be displayed when you initiate self service processes.

What is the purpose of self service actions?

The purpose of self service actions is to allow New Hires initiate mini processes if they have to update their previously submitted I-9 information such as name, date of birth, SSN and work authorization documents. 

However, the system allows candidates to perform one action at a time. If the previous process is already running, it will not allow New Hires to launch or initiate another process until the previous process is completed. The following error message displays when you try to initiate another process while a process is running.

What are the options available under Self Service actions?

Initiate I-9 Reverification

This option is for the New Hires who want to submit the revised information of their employment authorization documentation when their current work authorization or work authorization documentation (which ever is sooner) is due to expire within next 90 days. During self initiated reverification, New Hires must present valid document (any document found under List A or List C of the List of Acceptable documents) that shows their continued employment authorization.

Note: Reverification is not allowed for US Citizens, Non US Citizens and LPRs (with Permanent Resident card or Alien Registration card).

If New Hires with the above eligibility try to initiate I-9 Reverification, the system displays the below message.

New Hires other than the above categories can initiate this process within 90 days to the work authorization/document expiry. If the number of days is more than 90, the New Hire will be asked to re-initiate the process only when the expiry date is within 90 days. 

To initiate this process, click the Menu icon and select Initiate I-9 Reverification under I-9 Actions.

A new invitation is launched for the Reverification process and a page opens to enter new/correct document information.

Enter new document information and click Submit.

Acknowledge and submit the information to HR.

The Reverification information is successfully submitted to HR.

Login as I-9 Specialist to complete the pending Section 3 activity. Navigate to My Tasks and access the transaction that was created for Reverification.

The transaction can also be accessed through Elasticsearch My Tasks.

Filter the search results for Reverification/Name Correction transactions. For this, navigate through facets and select "Reverification/Name Correction" under Process.

For the selected transaction, click on "I-9 Section 3 - Complete I-9" link.

The Section 3 page displays as below.

Review the Reverification document information provided by the employee and enter the same information in Section 3.

Check I Agree and attest Section 3.

This completes the employee initiated Reverification process. There will be no E-Verify activity after the completion of I-9 Section 3.

I-9 Section 1 Correction

By initiating Section 1 correction, New Hires can change the previously submitted Section 1 data. 

Click the Menu icon and select I-9 Section 1 Correction under I-9 Actions.

A new invitation is created for the process and Section 1 opens in edit mode. Use preparer/translator assistance if needed in completing this activity. If you have used preparer option in Section 1 of the primary onboarding process, then you will notice the additional invitation inheriting the preparers that are assigned with the main process. Select any preparer from the list and add them to the process (save Section 1). The preparer will now be able to update Section 1 data and complete the process. For more details on preparer flow, please click here.

Update Section 1 details as necessary and do not leave the required fields blank. The Section 1 form validations are applicable in Section 1 correction process as well. For example, providing your Social Security Number is a must before saving unless your employer is a non participant of E-Verify. The SSN value automatically populates here if you have entered it in the main process. If you want to update SSN, delete the old value and enter the new number.

 In case if you want to update the SSN value for "Applied for SSN" chosen in the main process, then uncheck "Applied for SSN" and enter SSN number.

Note: For more details on Section 1 validations, please click here.

After updating Section 1 details, check "I Agree" and click " Electronically Sign". 

Acknowledge and submit the changes to HR.

The updated Section 1 information is successfully submitted to HR.

Login as I-9 Specialist to complete the pending I-9 activity. Navigate to My Tasks and access the transaction that was created for Section 1 correction.

Another way to access this transaction is through Elasticsearch My Tasks. Search rows by selecting "My Tasks" as the Category and "All" as the search keyword.

To filter the search results, scroll through facets and select "I-9 Section 1 Correction" under Process.

For the selected transaction, click on the "Complete I-9" link to open the pending Section 2 activity.

The Section 2 activity opens in edit mode with the document details populated from the main or primary process.

If eligibility type is modified in Section 1 correction, then the document details will not be populated from the main process. The  document fields on Section 2 will be displayed empty for the I-9 Specialist.

To complete Section 2 activity, check I Agree and click Electronically Sign. You can also avail other Section 2 options (Assign Remote I-9 and Restart Section 1) if required.

Initiate E-Verify and complete E-Verify activity.

Initiate SSN Update

Use this option only if 'Applied for SSN' option is chosen in the prior onboarding/I-9 Process and have submitting the SSN as pending activity.

The system displays the following error message if SSN update is initiated for the processes that do not have 'Applied for SSN' option chosen in their prior onboarding/I-9 Process.

After receiving Social Security Number, New Hires can initiate SSN Update process through self service actions.

Click the Menu icon and select Initiate SSN Update under I-9 Actions.

A new invitation is launched for the current process and Section 1 opens in edit mode.

If you have used preparer option in Section 1 of the primary onboarding process, then you will see the Preparer option enabled when Section 1 page opens in this process.

if you want to use preparer(s), click on the Preparer/Translator dropdown and you will notice the preparers that are assigned with the main process are available in this process. Select any preparer and add them to the process (save Section 1). Now the preparer will be able to update the SSN value and complete Section 1.

If you don't want to use Preparer/translator, switch the option to "I did not use a preparer or translator" and continue with Section 1. 

Uncheck "Applied for SSN" and enter SSN number.

Check I Agree and click Electronically Sign.

Acknowledge and submit the information to HR.

The new SSN number is updated to HR.

The new SSN is updated in the system and the hold on E-Verify is released. Now, the employer can complete employee's E-Verify process.

Login as I-9 specialist and navigate to My Tasks. Access the transaction that was created for employee's SSN update.

Another way to access this transaction is through Elasticsearch My Tasks. Search rows by selecting "My Tasks" as the Category and "All" as the search keyword.

To filter the search results, scroll through facets and select "I-9 Section 1 Correction" under Process.

For the selected transaction, click on the "Complete I-9" link to open the pending Section 2 activity.

Check I Agree and complete Section 2.

Initiate E-Verify and complete DHS Verification process.

Initiate I-9 Legal Name Change

This process is used to update the legal name if changed after their onboarding process/I-9 process was completed

Click the Menu icon and select Initiate I-9 Name Change under I-9 Actions.

Note that a new invitation is launched for the process.

Enter new/correct name in the name fields. All fields are required before you submit.

The fields are validated for errors before submit. If errors are encountered, validation messages display on the page.

if there is nothing to enter in the Middle Initial, enter "N/A" value.

Also, make sure to enter only alpha characters and spaces in the fields.

When entering the name fields, the letter case can be upper, lower or both. They will be automatically changed to camel case before submit. 

After entering the new/correct name, click "Submit".

Acknowledge and submit the changes to HR.

The change in name is submitted successfully to HR.

Login as I-9 Specialist and complete section 3 activity. Navigate to My Tasks console and access the transaction that was created for name change/correction.

Another way to access the transaction is through Elasticsearch My Tasks. Select "My Tasks" as the category and use related search keyword. Here, candidate's First Name is used for searching.

The pending I-9 Section 3 activity shows in the search results. Click on the hyper link to access Section 3 activity.

Enter the new/correct name details in the name fields. All the name fields are required before save/sign. Otherwise, the validations trigger and the error messages display as follows:

Enter "N/A" if you don't have a Middle Name.

Enter new/correct name in the name fields as shown below.

Irrespective of the case of the letters (lower, upper or both) used to enter the name, the values are automatically changed to camel case before save/sign.

After entering the new/correct name, check "I Agree" and electronically sign.

The name change activity is successfully completed.

These processes can also be initiated by the I-9 Specialists through I-9 Console. For more details, check initiate processes under I-9 Console.

How to terminate additional processes that are initiated through self service actions?

Additional processes that are initiated through self service actions can be terminated by using "Cancel last action" by the candidates.

If candidates wish to undo the last initiated self service action, they can use this option before submitting the process to HR/I-9 Specialists for review. 

Click on the Menu icon and select "Cancel Last action" under I-9 Actions.

When this option is used, there should be a process running initiated by the candidate. Otherwise, the following error message displays on the page. 

To know how the termination process works, please refer to the following example.

Consider initiating any of the self service processes from the menu navigation on the left under "I-9 Options". As an example, here "I-9 Section 1 Correction" process is initiated.

A new invitation is launched for the process and Section 1 opens in edit mode. This process can be terminated anytime before completing "Submit to HR" activity. 

To terminate the process, use "Cancel last action" option from the menu navigation on the left under I-9 Options.

After the process is terminated successfully, the confirmation message displays as follows:

Once the process is submitted to HR, it cannot be terminated by the candidate.

Since the process routes to I-9 Admin/Specialist after "Submit to HR" activity, only they can terminate the process in case if any corrections are required to the I-9 information submitted by the candidate.

The following error message displays on the page to the candidate, when they use "Cancel last action" option after completing Submit to HR:

The I-9 Admin/Specialist can access their pending Section 2 activity through My Tasks console or Elasticsearch My Tasks:

If I-9 Admin/Specialist wants to terminate the process, they can use "Undo Last Filing" through I-9 Console/Elasticsearch actions.

I-9 Console:

For the selected I-9, click on "Info and Actions" and select "Undo Last Filing" under Actions.

Elasticsearch:

Select "I-9 Life Cycle" in the Category and enter a search keyword in the "Keywords" field. Here, candidate's Last Name is used for searching. In search results, click on actions and select "Undo Last Filing".