A rehire is someone who was formerly employed & terminated and hired again by the organization. When the candidate is entering the data, a search match is invoked on Section 1 Save/Electronic Signature to verify if there is any original (previously completed) Form I-9 related to the employee within 3 years. Depending on the search result the candidate's transaction is determined as New Hire or Rehire case. However, the employee must still remain employemnt authorized to be treated as rehire. If the documents presented with the previously completed Form I-9 have expired, the employer must also reverify the employee's employment authorization.

How a candidate's transaction is determined as rehire?

The system has a  logic defined to determine whether the candidate transaction is a hire/rehire. A search is invoked on Section 1 Save/Electronic Signature to match the candidate's legal entity (Company/Business unit), SSN, date of birth and eligibility with previously completed Form I-9. If a match is found, the system checks if the rehire is within 3 years from the previous hire date (max) and the termination date exists for the candidate from the previous process of hire. The logic also checks if the candidate is authorized to work and the documents are still valid.  If all the conditions match, the candidate's process will be directed to the rehire flow with only Section 3 in the I-9 activity. The I-9 data is considered from previously matched Form I-9 and no DHS Verification (E-Verify) is required.

Let's look at the step by step process of a normal rehire scenario. For rehire process overview, you can click here.

Let's select a candidate with completed Form I-9. The candidate's Invitation Status is shown as "Invitation Completed" in the Invitation Console.

Navigate to I-9 Console and search for the candidate's transaction. 

Let's terminate the candidate by navigating to Info and Actions.

Select Actions tab and click Set/View Termination Date.

Set candidate's employment termination date and click Submit.

The candidate is terminated from the employment on the set date. You can check the candidate's terminated record in the I-9 Console.

Rehire Transaction

Create and launch a new invitation for the rehire transaction. Shown below is the Company and Business Unit entered while creating the invitation. The legal entity of the previous hire invitation should match with the legal entity of the current rehire invitation.

The candidate completes Self Registration and proceeds to onboarding activities.

When candidate fills Electronic Biographic activity and saves/completes Section 1 activity, the system invokes a search match logic to check if there is any previously completed Form I-9 with the current candidate's legal entity (Company/Business Unit), SSN, Date of Birth and Eligibility.

If a match is found, the logic will then check if the date is within 3 years and employee's former hire termination information exists. If the conditions match, the system considers the transaction as rehire and directs the flow to Section 3.

What sections are shown in Complete I-9 for the Rehire flow?

The Rehire flow shows all the three sections in Complete I-9. However, the Section 1 & Section 2 are in display only mode and has information displayed from the previous matched Form I-9.

Section 3 opens to enter the data.

Who can complete I-9 Section 3?

Section 3 can be completed by any user who has the I-9 Specialist role. Typically this role is assigned to the users that verify the documents that the New Hire presents. Instead of completing Section 3 themselves, they can also assign this task to a special remote user.

How to complete Section 3 for rehires?

For rehires, irrespective of their eligibility type, complete Section 3 as below:

• Enter Rehire Date in Section 3B (Date of Rehire) - Mandatory
• Enter Name fields if the rehire has name changes. Initially the fields are set to N/A. - Section 3A (Last Name, First Name and Middle Initial) 
• Enter document information if the employee's employment authorization needs reverification - Section 3C (Document Title, Document Number and Expiration Date) - Enter N/A if there are no changes to the work authorization document that was previously provided on Form I-9.
  
  

How do you assign Section 3 to a remote user?

Instead of completing Section 3 themselves, the I-9 Specialists can assign this task to a special remote user. Click Assign Remote I-9 at the bottom of the Complete I-9 page.

You can either invite a new external Authorized Representative or assign the Section 3 activity to the users that are already added as Authorized Representatives in the system.

For more information on assigning Section 3 to a remote user, please visit Remote User page.

Does rehire transaction has E-Verify?

There is no DHS Verification for the Rehires since the previously matched Form I-9 is already E-Verified.

You can see the Create Case button disabled on the E-Verify page. To complete E-Verify, click Mark as Complete. 

Can you edit Section 3 data after Mark as Complete?

Until "Mark as Complete" button is clicked in E-Verify, Section 3 fields are editable for the I-9 Specialists. Once this activity is completed, you are not allowed to edit Section 3.

Let's access completed Section 3 activity before 'Mark as Complete' button is clicked in E-Verify. Notice, edit button enabled in Section 3. Click Edit. 

The Section 3 fields display in edit mode. Make the necessary changes and Save/Electronically Sign. If you cancel edit, the page navigates to previous read only mode.

After 'Mark as Complete' is clicked in E-Verify, the activity will be marked as complete.

Click Complete I-9 link in the left nav and access Section 3. The 'Edit' button will not appear in Section 3.

How to record new/changed work authorization documents?

If the rehired employee's work authorization / work authorization document is no more valid or expiring soon, the employee must present a valid work authorization document to continue the employment. Then the document is reverifed and recorded into the system by any authorized representative from HR.

There are several ways to record employee's new/changed document details.

HR Specialist - Initiate I-9 Reverification from I-9 Console Actions and record new/changed document details in Section 3 

I-9 Specialist - Before completing Section 3, switch the process to Hire and record the document details in Section 2 (New Form I-9)

E-Verify Specialist - Roll back to previous I-9 states by restarting Section 2/Section 3.

How to roll back to previous I-9 states in the Rehire flow?

With the help of restart action on the E-Verify page, the process can be rolled back to Section 1/Section 2 or 3. 

Click Restart Section 1/Section 2 or 3.

Select any option from the dropdown list of the Restart Group to rollback to the previous I-9 states.

How to switch process Rehire/Hire?

Two types of switch processes are allowed in the Rehire flow:

• Switch to Hire
• Switch to Rehire

Switch to Hire

The I-9 Specialist can switch the candidate's transaction to Hire from Rehire on the I-9 Page before completing Section 3 activity. If the process is switched to Hire -

• Previously associated I-9 ID with this candidate goes into an ‘Inactive’ state.

• A new I-9 ID is assigned to this candidate for this transaction. 

• Section 2 will have to be filled again. i.e. I-9 Specialist has to physically verify the work authorization/eligibility documents again (even if they have not changed) 

• The E-Verify process will have to be reinitiated.

Let's take an example of a Rehire case. As you can see, the Section 1 & Section 2 details are not editable whereas only Section 3 activity is open to complete. 

Also, make a note of the I-9 ID on the Form I-9 as this is going to change when the process is switched to Hire. Click Switch to Hire button to initiate Hire process.

Click 'Yes' on the confirmation message.

A normal Hire process gets invoked with Section 2 activity open to enter new document details. The Rehire Section 3 doesn't appear on Form I-9. 

Notice a new Form I-9 ID generated for the current Hire process. 

Switch to Rehire

Switch to Rehire option can be used if the process need to be reverted back to Rehire from Hire. After the I-9 Specialist clicked the “Switch to Hire” button on a Rehire transaction, he/she can change her mind to “Switch back to the Rehire flow” (second switch) by clicking ‘Switch to Rehire’ button. 

When the process is switched back to rehire - 

• The new I-9 ID associated after the first switch (Switch to Hire) now goes into an ‘Inactive’ state. 

• The original I-9 ID (associated with Hire flow initially), that has become inactive because of the first switch “Switch to Hire”, now becomes active again with this second switch “Switch to Hire” and gets associated with this candidate. 

• Section 2 again becomes read-only and section 3 (Reverification and Correction) opens up. 

• E-Verification is not required since this is a Rehire within 3 years scenario (Switch to Hire and then Switch to Rehire again) 

Click 'Yes' on the confirmation message.

The transaction brings up the Form I-9 of the previous Rehire flow. The Form ID/I-9 ID generated during the Switch to Hire process becomes invalid. In case, if any data is entered & saved in Section 2 during the Hire process, it gets deleted/refreshed. 

What are I-9 corrections? 

Correcions are allowed for the candidates when the values in Section 1 have typos. When mistakes are identified while verifying the documents, the I-9 Specialist restarts Section 1 activity allowing the candidate to make corrections. The process might pick up diffrent flows (hire/rehire) when the candidate enters typos in Section 1 and after Section 1 restart when the typos are corrected.

The following are the possible rehire/hire scenarios in I-9 corrections:

Hire to Rehire correction

Lets look at this scenario step by step. Candidate (who is getting rehired within 3 years, for the same company) enters typo SSN or Date of Birth value in EBI/Section 1. 

In the below example, DoB is entered wrong by the candidate. The system doesn't find a match of this new data set (Company-SSN-DoB) due to the typo and hence treats this as a New Hire situation, assigning a new I-9 ID.

I-9 Specialist notices this typo and restarts Section 1 activity in Complete I-9.

Select restart group as 'Restart I-9 Section 1', enter comment and click Submit.

Candidate, this time enters the correct Date of Birth. This leads to a combination (Company-SSN-DoB) that matches an already existing combination of 'inactive’ I-9 ID. This means this is a rehire (within 3 years case). The system makes the previously assigned I-9 ID (Hire Flow) inactive. The old I-9 ID is activated and assigned back to this candidate/flow.

Since this is a rehire case, the complete I-9 opens up only Section 3 activity.

Rehire to Rehire correction

Candidate (who is getting rehired within 3 years, for the same company) enters typo SSN or Date of Birth values in EBI/Section 1. 

In the below example, SSN and DoB are entered wrong by the candidate. Coincidently, this SSN-DoB combination belongs to another terminated (within 3 years) candidate.

The system finds a match of this data set (Company-SSN-DoB) and hence treats this as a Rehire situation, activating and assigning the old I-9 ID which belongs to a different candidate. 

Since this is a rehire case, the Section 2 will be in read only mode and Section 3 is open for editing.

I-9 Specialist, while verifying the documents, notices this issue (typo by the candidate, that matches other candidate’s SSN/DOB). He/she offers the candidate to make this correction, by restarting the Section 1. This is done by clicking the “Restart Section1/Section2” button on E-Verify activity.

Select Restart Group as 'Restart I-9 Section 1', enter comment and click Submit.

Candidate, this time enters the correct SSN and Dob. This leads to a correct combination (Company-SSN-DoB) that matches an already existing combination ‘inactive’ I-9 ID. This means this is a rehire (withing 3 years case). The system makes the previously assigned incorrect I-9 ID (incorrect, as it belonged to another potential rehire candidate) inactive. The old I-9 ID associated with this candidate (hire flow) is activated and assigned back to this Rehire flow.

Since this is a rehire flow, Section 2 is read only and Section 3 opens up for editing.

Rehire to Hire correction

Candidate (who is getting hired) enters typo SSN or Date of Birth values in EBI/Section 1. 

In the below example, SSN and DoB are entered wrong by the candidate. Coincidently, this SSN-DoB combination belongs to another terminated (within 3 years) candidate.

The system finds a match of this data set (Company-SSN-DoB) and hence treats this as a Rehire situation, activating and assigning the old I-9 ID which belongs to a different candidate. 

Since this is a rehire case, the Section 2 will be in read only mode and Section 3 is open for editing.

I-9 Specialist, while verifying the documents, notices this issue (typo by the candidate, that matches other candidate’s SSN/DOB). He/she offers the candidate to make this correction, by restarting the Section 1. This is done by clicking the “Restart Section1/Section2” button on E-Verify activity.

Select Restart Group as 'Restart I-9 Section 1', enter comment and click Submit.

Candidate, this time enters the correct SSN and DoB. This leads to the combination (Company-SSN-DoB) not matching any already existing combination. This means this is a brand new hire.

The system makes the previously assigned incorrect I-9 ID (incorrect, as it belonged to another potential rehire candidate) inactive. A brand new I-9 ID is associated with this candidate (hire flow).

Since this is a typical hire flow, Section 2 is open to editing.