Note: This process can be initiated only if all the processes associated with the I-9 are completed and the employee's I-9 is not terminated.

When the Name Change process is initiated, a pending task labeled "Complete I-9" will appear in the My Tasks console for I-9 Specialists. Through this task, they can access the Supplement B form to enter the employee's updated name details. Additionally, employee name details can be updated during the reverification of employee documents or while recording rehire information.

Who can initiate the Name Change process?

Users with I-9 Specialist role can initiate the Name Change process.

How to initiate the Name Change process?

Access the I-9 Console through the Quick Links or by using the menu link available in the left navigation panel.

Click the "Info and Actions" link for the selected I-9 ID. Make sure that the selected I-9 ID has no processes in pending. If there is any ongoing process the link to initiate the Name Change process will not be visible in I-9 Console actions.

Navigate to the Actions tab and select "Initiate Name Change". For initiating this process via the Keyword Search Employee I-9 Life Cycle actions, please click here.

Confirm "Yes" on the confirmation message to continue.

This will redirect you to the Supplement B form where you can input the updated name details of the employee. The name fields will appear blank, while others (document-related and rehire date fields) will be in display mode. 

If you want to access this pending transaction through a console, go to the My Tasks console or use the Keyword Search with the "My Tasks" category to locate the transaction.

In the My Tasks console, you will see an additional invitation generated for this process.

How to undo the initiated Name Change process?

After initiating the Name Change process, the "Undo Last Filing" option will appear in the I-9 Console actions for that specific transaction. This option allows you to revert the initiated process.

To use this option, navigate to the I-9 Console, click on the "Info and Actions" link for the selected transaction, open the Actions tab, and select "Undo Last Filing".

Note: The "Undo Last Filing" option can also be accessed through the Keyword Search under the "Employee I-9 Life Cycle" category. For more details, please click here.

Click 'Yes' on the confirmation message to continue.

Choose "Process Terminate" as the reason, enter your comments on the below page, and then click the "Submit" button.

Confirm by clicking the "OK button.

How to record name change details and complete the Supplement B activity?

If Last Name or First Name fields are left blank, the following error message displays when activity is saved/completed. If there is only one name, enter it in the Last Name field and enter "Unknown" in the First Name.

In the Additional Information section, enter any necessary notes or comments. If an alternative procedure was used for remote document verification, select 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.

Note: This alternative process is permitted only if the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered with E-Verify, meaning it has been configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled.

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

Note: If Supplement B is assigned to a remote user and they check the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox, they must upload supporting documents when completing the activity. The I-9 Specialist does not need to add any attachments during the Supplement B review unless they delete the attachment uploaded by the remote user. If the attachment is deleted, the I-9 Specialist must upload a new one during the review. If no attachment is provided, the system will prompt for it by displaying an error message during the Supplement B review.

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

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

How do you assign the Name Change process to a remote user?

The Name Change process can be assigned to a remote user by clicking the "Assign Remote I-9" button located at the bottom of Supplement B.

For more details on the remote user process, please visit Remote User page. 

Can you edit the name details in Supplement B after the Name Change process is completed?

Once the Name Change process is completed, there is no option to edit name details in the same process. 

However, another Name Change or Name Change Correction process can be initiated from the I-9 Console or Keyword Search "Employee I-9 Life Cycle" category actions to change the previously recorded employee name details. For more details on the Name Change Correction, please click here.