This supplement B (formerly Section 3) is to be completed by the employer when an employee's employment authorization document requires reverification, or employee rehired within three years of the date the original Form I-9 was completed (for more details on eligibility requirements for a rehire, please click here ) or employee's name is different from the name that was previously provided on Form I-9 and requires to be recorded.

Who can access Supplement B?

Any user with I-9 Specialist role can access Supplement B. 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/name change process, a new block is added in Supplement B. The I-9 Specialist is then required to fill out Supplement B with the necessary information.

Rehire

If an employee is terminated and subsequently rehired within three years from the prior hire date (maximum), and the eligibility criteria (legal entity, SSN, date of birth, and eligibility type) match with those of the previous Form I-9, the employee is considered as a rehire. Instead of completing Section 2 of Form I-9, the I-9 Specialist is required to complete Supplement B - Reverification and Rehire (previously Section 3) for the employee.

In Supplement B, along with the Date of Rehire, the fields for New Name and Reverification are also accessible. While completing this activity the I-9 Specialist should enter the following details and attest (check "I Agree" and electronically sign) the form.

• if there is a change in the name previously recorded on Form I-9, it can be updated in the corresponding name field.
• if the rehired employee's employment authorization has expired, reverification must also be completed
• add additional information if needed 
• select the checkbox under additional information section for indicating if an alternative procedure was used for remote verification of documents in Supplement B. 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. When this 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 for them, please click here.

Reverification

If an employee's work authorization (List A or List C documents) or receipt is expiring, I-9 Specialist are required to reverify the employee's eligibility to work before the expiration date.. Few documents such as U. S. Passport, Alien Registration or Permanent Resident Cards doesn't require reverification. (Note: For determining the work authorization end date (WAE date), the work authorization date in Section 1 is compared with the work authorization document expiration date in Section 2, and whichever is sooner will be considered).

Reverification process can be initiated in two different ways:

• Employee Initiated I-9 Reverification
• HR initiated I-9 Reverification via I-9 Console/Keyword Search actions

Employee Initiated I-9 Reverification

Here, the employee provides new document details that they have obtained by initiating self service I-9 Reverification process.

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

HR Initiated I-9 Reverification

Initiated by the I-9 Specialist via I-9 Console "Info and Actions" or Keyword Search "I-9 Life Cycle" actions. The availability of this option in I-9 Console/Keyword Search actions depends on the "Reverification Trigger days" set in Reverification Details under I-9 Options. When the Work Authorization expiration date falls within the trigger days specified in Reverification details, the "Initiate I-9 Reverification" option will be available under I-9 Console/Keyword Search actions for that I-9. The value of Reverification trigger days is set to 90 days by default but this can be changed as per the requirement.
Note: The Work Authorization Expiry (WAE) date is determined based on the work authorization date in Section 1 or work authorization document expiration date in Section 2, whichever is sooner. In case of a EAD auto extension completed transaction, the Section 2 document expiry date is considered as the WAE date.

For more details, please check Initiate Reverification page.

In both scenarios, I-9 Reverification is launched as an additional process with Supplement B pending for I-9 Specialists. While completing this activity the I-9 Specialist should enter the following details and attest (check "I Agree" and electronically sign) the form.

• enter the new name in the "New Name" fields of the form if employee's name differs from the name that was previously provided on Form I-9. Enter only the part of the name that has changed. 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. 
• enter the new document details: Document Title, Document Number, Expiration Date in their respective fields
• add additional information if needed 
• select the checkbox under additional information section for indicating if an alternative procedure was used for remote verification of documents in Supplement B. 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. When this 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 launching Reverification via a batch process for all the qualified transactions.  For more details, please refer Reverification Auto Create process under I-9 Options.

Employee Name Change

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

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

Here, the employee provides new name that they have obtained by initiating self service name correction additional invitation process.

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

HR Initiated Name Change

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 Initiate Name Change page.

To complete Supplement B for name change enter the following details and attest (check "I Agree" checkbox and electronically sign) the form:

• enter new/updated name in the "New Name" fields
• add additional information if needed
• select the checkbox under additional information section for indicating if an alternative procedure was used for remote verification of documents in Supplement B. 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. When 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 on 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 "Mark as Complete" button is clicked on the E-Verify activity. Since there is no E-Verify for Reverification and Name Change processes, this is applicable only for rehire transactions. For details, please refer Rehire page.

How do you upload supporting documents in Supplement B?

To upload attachments, click on the "Attachments" gadget provided at the right bottom 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 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 appear 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 Supplement B 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: Though the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is not checked, you will still be prompted for uploading attachments in Supplement B especially if attachments are configured as mandatory in I-9 activities.

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

Click on the "Upload" button.

Click on the "Choose File" 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 any).

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 avoid issues with uploading large-sized images in Employee Information or potential email errors caused when sending oversized attachments, the system automatically compresses images larger than 1.5 MB in size. Please note that image uploads/attachments in "png" format or those below 1.5 MB will not require downsizing.

For images exceeding 1.5 MB in "jpg," "jpeg," "gif," or "bmp" formats, compression is applied 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. This indicator will not show if there are no attachments.

What to enter in 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 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 lower 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 View Process as shown below.

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 on the "Download" button available below the employee profile to access the options for 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 Invitation Summary. Click on the Invitation ID link for the selected invitation and select "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 on the "View Process" to open the process viewer page and download the forms. The "Download Packet" option in the I-9 Summary will only download I-9 related reports, not the complete forms, as shown below.