This option allows users to navigate to the I-9 Life cycle to get the detailed I-9 view of a New Hire's process across different business processes. If multiple transactions are performed on I-9 such as receipt updated, I-9 reverified, name corrected, or corrections, these details are clearly shown on this page in a timely manner.

Some important points that you need to remember when using I-9 Life Cycle in Elasticsearch:

• Available to transactions only when the primary onboarding process is completed
• Results do not show when you search on Invitation ID.
• Search on Last Name, DOB, Last 4 of SSN, Employee Status, Eligibility Type, I-9 Attributes, Start Date, Reverification Status, Purge Eligibility, Start Date, Termination Date, Company or, Business Unit. Use Elastic Search help in case you need more options.
• In case of Rehires, you will see an additional I-9 Life cycle resultant row in search results for a completed Rehire process.

Who can access Employee I-9 Life Cycle in Elasticsearch?

The users with I-9 Specialist role type can access Employee I-9 Life Cycle in Elasticsearch.

When do you see I-9 Life Cycle for a transaction?

The I-9 Life Cycle is available only if the primary onboarding process is completed for the transactions.

As an example, let us consider an invitation that is in progress. Select "All" in the category and search using candidate's Last Name in the Keyword field. Sometimes, there could be more than one candidate with the same name. In that case, search using the Date of Birth or SSN.

The result shows all the categories available for that invitation in the left side of the search results page under "Category". Since the invitation is still in progress, the I-9 Life Cycle doesn't appear under categories.

Now, let's take an example of an invitation with process completed status. The I-9 Life Cycle shows under the "Category" facet when searched for all categories with candidate's Last Name as keyword.

The life cycle in search results shows with the Candidate's Last Name and Date of Birth as a hyperlink. Clicking on this hyperlink will navigate to the Employee I-9 Life Cycle page. 

How do you view I-9 Life Cycle details in Elasticsearch? 

Click on the Elasticsearch icon. Select I-9 Life Cycle under Category and enter search keyword in the Keywords field. In this case, we have entered Company Name in the keyword field. Click Search button.

The following Keywords can also be used as keywords to filter the search results:
Last Name, DOB, Last 4 of SSN, Employee Status, Eligibility Type, I-9 Attributes, Start Date, Reverification Status, Purge Eligibility, Start Date, Termination Date, Company, Business Unit.

The search results page shows as below:

Click on the hyper link displaying the Last Name and the Date of Birth.

This presents the Employee I-9 Life Cycle page as given below.

If more than one process is associated with the I-9:

What advanced search options are available for I-9 Life Cycle?

Select "I-9 Life Cycle" in the search category and click on "More Options" link below that.

The advanced search options for I-9 Life Cycle shows as below. You can use any of these fields to search for the required record.

What details are included in I-9 Life Cycle and how they differ?

In the search results for I-9 Life Cycle, click on the hyper link displaying the Last Name and the Date of Birth.

This displays the Employee I-9 Life Cycle page as given below.

The page includes the details of all the business processes for that I-9 ID, and in each process shows the status and signature of Section 1/Section 2/Section 3 and DHS activities (for E-Verify non-participating companies, the status under DHS shows as "Not Applicable"). Based on the process, the sections displaying in I-9 Life Cycle vary. For example, the Life Cycle of a normal process doesn't include Section 3 because this section is not applicable to a normal new hire's process. However, for Reverification/Name Change/Rehire flows the I-9 Life Cycle includes the details of Section 3 because this section is applicable in these processes.

Also, the status shown under I-9 sections vary depending on how far the New Hire's I-9 process is in progress. The details include the status (saved/signed), name of the user who saved/signed the activity and the signed date (only the first signed date is displayed no matter how many times it is edited and signed later).

Examples of different scenarios are discussed below:

Applied for SSN/Receipts

In case if receipt is presented by the employee or if the employee has applied for SSN and the E-Verify is on hold, the DHS status in Life Cycle shows as "Deferred" as shown below.

SSN Update/I-9 Section 1 Correction

Processes like I-9 Section 1 Correction and SSN update will have Section 1, Section 2 and E-Verify activities reopened in the correction process. The status updates to Section1/Section 2/DHS are explained in detail below.

The following is the I-9 Life Cycle when the SSN Update/I-9 Section 1 Correction process is initiated.

When Section 1 data is saved, the status under Section 1 shows as "Saved" with the New Hire's name (who saved the activity) and the date.

When Section 1 is signed by New Hire:

The details under Section 2 gets updated when Section 2 activity is saved:

After completing Section 2:

When E-Verify case is initiated (applicable for E-Verify participating companies. For E-Verify non-participating companies, the status under DHS shows as "Not Applicable"):

When the DHS case is taken forward and E-Verify is finalized:

For processes like I-9 Section 2 Correction/Receipt Update, Name Change, Reverification, and Rehire flows, all the I-9 Sections may not be applicable. In such cases, the Life Cycle shows as 'Not Applicable' for the sections that are not applicable.

I-9 Section 2 Correction/Receipt Update

Name Change/Name Change Correction/Reverification/Reverification Correction

The processes like Name Change/name Change Correction/Reverification/reverification Correction will have only I-9 Section 3 and E-Verify not applicable.

In such cases, the I-9 Life Cycle does not include the details of DHS and displays Section 3.

Rehire Process

The I-9 Life Cycle for rehires does not include I-9 Section 2 details because this section is not applicable. Also, the E-Verify is marked as "Not Applicable" because it is already completed in the hire process and in rehire it is completed using "Mark as Complete".

What are the I-9 Life Cycle related actions?

The following are the I-9 Life Cycle related actions:

• Manage Termination Date
• View I-9 Master
• Reverification
• Reverification Correction
• Undo Last Filing
• Name Change
• Name Change Correction
• Receipt Update

How do you perform these actions from the search results page?

Click on the image showing "..." next to the candidate's name hyper link to see the actions. The I-9 Master details can be viewed from here. The actions differ depending on the secondary processes associated with the I-9 and the employee status.

Below example shows the actions related to an active employee status. 

Manage Termination Date

By clicking on "Manage Termination Date", you can set the employment termination date of a candidate.

Enter the termination date and click "Save".

After the employee is terminated, the invitation status becomes "Inactive". Note: If any additional I-9 process is running and termination date is set for that I-9, then the pending I-9 process will get terminated.

The I-9 expiration date will be populated based on the calculation "Termination Date + 1 year". That means the I-9 status of this transaction will still be active until 1 year after termination and the same I-9 can be used in case if the candidate is rehired by the employer.

If you wish to change the termination date, click on "Manage Termination date" and choose a new date option.

View I-9 Master

Click on actions and select "View I-9 Master".

This will display the Form I-9 Master page as shown below.

Reverification

When work authorization expiry falls within the reverification trigger days specified in I-9 options(default trigger days is set to '90'), the I-9 Specialists can see this filing action in Elasticsearch actions.

Search for the rows that requires Reverification. Click on actions and select "Reverification".

Click "Yes" to continue.

Section 3 displays as given below.

Enter the document details, check "I Agree" and electronically sign.

Reverification Correction

Use Reverification Correction if you want to correct the previously entered Reverification details. This option appears in I-9 Life Cycle actions only if Section 3 Correction is enabled in org level I-9 options setup and a prior completed reverification process exists for the I-9 ID in I-9 Master.

Click on I-9 Life Cycle actions and select "Reverification Correction".

Click on "Yes" to continue.

This opens Section 3 in edit mode. Make changes to the document details as required, check "I Agree" and electronically sign.

Undo Last Filing

The "Undo Last Filing" action shows up in I-9 Life Cycle actions if any additional I-9 processes such as Name Change, Section 2/Section 3 Corrections, Reverification, Receipt update etc is initiated for the I-9 ID by the I-9 Specialist through I-9 Console actions/Elasticsearch I-9 Life Cycle category related actions or if any additional I-9 actions are initiated by the New Hire through self service way. 

The 'Undo Last Filing' action terminates the secondary process that is currently running and also deletes the row from I-9 Master that was added by the process.

Refer to the following examples to know in detail how the "Undo Last Filing" action can be initiated and the status of I-9 sections change in I-9 Life Cycle after the process is terminated.

Example 1: Name Change

This I-9 Life Cycle of a completed transaction is given below..

Lets us initiate "Name Change" process through I-9 Life Cycle actions.

Click on "Yes" to initiate the action.

The I-9 Life Cycle actions will show "Undo Last Filing" option in its actions after the process is initiated.

A new row gets added for this process in I-9 Life Cycle as shown below.

In this case, the process can be terminated until Section 3 activity is completed. As an example let us add data in Section 3 and then save the activity.

The "Saved" status gets updated in I-9 Life Cycle as shown below.

Now lets us terminate the process using "Undo Last Filing" action.

Click on "Yes" to continue the action.

In the following page, select a Reason, enter Comments and then click on "Submit".

Click on "OK" to confirm. 

The process gets terminated and this terminated status reflects in Life Cycle for that I-9 as shown below. The status under Section 3 activity remains "Saved", but the terminated status displays under the grid. 

If the process is terminated before saving/signing the activity/activities that are applicable in the process, then the terminated status also shows under that specific activity/activities whichever is not saved/signed. 

In the following example, the "Name Change" process is terminated before saving/signing the Section 3 activity. Hence, the "Terminated" status also shows under Section 3 as shown below. 

I-9 Life Cycle after initiating "Name Change" process:

When the process is terminated using "Undo Last Filing" action without saving Section 3 activity, then the "Terminated" status shows under the activity as well as below the grid.

Example 2: I-9 Section 1 Correction

When I-9 Section 1 Correction process is initiated:

Terminate the process without saving/signing the activity/activities using "Undo last Filing" action. The "Terminated" status gets updated in I-9 Life Cycle as shown below:

In case if the process is terminated after saving Section 2 activity, the I-9 Life Cycle shows as below:

Example 3: I-9 Section 2 Correction:

When I-9 Section 2 Correction process is initiated:

Terminate the process without saving/signing the activity/activities using "Undo last Filing" action. The "Terminated" status gets updated in I-9 Life Cycle as shown below:

In the following example, the Section 2 Correction process is terminated after saving Section 2 activity. 

I-9 Life Cycle after saving Section 2 before process termination:

After the process is terminated using "Undo Last Filing" action, the status under Section 2 shows as "Saved" and DHS as "Terminated". If E-Verify is not included in Section 2 Correction process, the status under DHS shows as "Not Applicable".

Name Change

If your employee has a name change, you can record this in Section 3 of Form I-9. When the Name Change process is initiated, it launches an additional invitation and opens Section 3 activity in add more.

Click on "Yes" to continue the process.

When Section 3 opens, enter the new name details in the name fields and save.

To complete the activity, check "I Agree" and electronically sign.

Name Change Correction

Use Name Change Correction if you want to correct the previously entered name details. This option appears in I-9 Life Cycle actions only if Section 3 Correction is enabled in org level I-9 options setup and a prior completed Name Change process exists for the I-9 ID in I-9 Master.

Click on I-9 Life Cycle actions and select "Name Change Correction".

Click on "Yes" to continue.

This opens Section 3 in edit mode. Make changes to the name details, check "I Agree" and electronically sign.

Receipt Update

The "Receipt Update" action can be used to update the receipts entered in Section 2 with the actual document details. When the actual document is provided by the New Hire for which the receipt was presented, the I-9 Specialist can update the details in List A/List B & List C of Section 2 by initiating this process.

Primary Flow - Receipts process

Example of I-9 Section 2 with receipts

E-Verify is put on hold by completing the process using 'Mark as Complete' button.

DHS Status shows as deferred after completing the process using 'Mark as Complete'.

After the primary flow is completed, the 'Receipt Update' option shows up in Elasticsearch I-9 Life Cycle category related actions.

Choose "I-9 Life Cycle" as Category and search using an appropriate keyword. Here, Last Name is used as the search keyword. In the search result, click on actions and choose "Receipt Update". 

Click on 'Yes' and confirm the action.

The I-9 Section 2 Correction Reason page opens as below:

Select 'Receipt Updates' as Reason and enter notes if any. Since E-Verify is not completed in the primary flow, select 'Yes' in Allow E-Verify.

After entering these details, click on 'Continue'.

The receipts from the primary flow opens in Section 2.

Update Section 2 details with actual documents and complete Section 2.

When E-Verify page opens, click on 'Create Case' button to initiate E-Verify and continue with DHS verification.

How to download signed forms or access I-9 reports from Employee I-9 Life Cycle page?

Clicking on the action image "..." in each section shows different actions that can be performed on this page.

Download Packet

Download Packet can generate a zip folder with pdf files containing the New Hire's Form I-9, notifications if any (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.  

A zip folder is downloaded as shown below. Click on the zip file to open the files.

I-9 Audit Details

Displays the audit report of the I-9 ID.

I-9 Summary

Click on the actions/"..." image for each business process to access its I-9 Summary details.