The only activity that shows under My Tasks for an I-9 Specialist is Complete I-9. Complete I-9 is the completion of Section 2 of Form I-9, and attestation that the New Hire's information has been verified. In case of a Rehire/Reverification transaction, Complete I-9 is only Section 3 activity of Form I-9.
Completion of the I-9 form is a requirement to be hired in the United States. Completion of the form as part of Smart Onboarding includes validation of the New Hire's I-9 information by the Social Security Administration and the Department of Homeland Security.
This activity can be performed 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.
This activity can be completed only after the New hire has submitted their onboarding information to Human Resources and the Human Resources Admin has verified the information that the New Hire submitted is complete and correct. Following completion, information can be changed until Initiate E-Verify has been done by the E-Verify Specialist.
The Complete I-9 activity can be accessed using My Tasks.
Click the Menu icon and then click My Tasks under Consoles.
Menu |
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All New Hires whose onboarding process is at a point where the Complete I-9 activity is available and has not yet been completed are shown. This also includes the correction/update processes that are launched against the candidate's registered primary business process. Click on the Complete I-9 link for any Employee Onboarding process.
I-9 Specialist My Tasks Page |
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Regardless of which method you use to access Complete I-9, a page is displayed showing a Form I-9. Which sections are shown depends on the "view" that you are currently using.
Sections | Behavior | |||
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Section 1 |
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Section 2 |
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Section 3 |
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The view controls which section and information is shown. You can change views using the Switch View drop-down.
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Views | Behavior |
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I-9 Awaiting Section 2 |
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I-9 Awaiting Section 2 RO |
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I-9 Awaiting Section 1 Read Only |
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There are many different possible paths through I-9 processing. Please refer to the Smart E-Verify User's Guide for a complete discussion of Smart E-Verify.
Two common use cases are shown below:
Case 1: US Citizen, Type A document
The New Hire's I-9 Section 1 information is presented. Section 2 information is initially blank or N/A.
I-9 Initial Information |
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Select the document title by clicking on the dropdown list under List A.
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The following are the fields that can be entered for List A or List B & C documents. Note that different information is shown and required for different eligibility types. This example is for US citizen.
Field | Behavior |
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| Document Title | Document / Receipt presented by the New Hire as proof of identity and work authorization |
| Document Number | The content and format change depending on the specific type of document |
| Document Expiration Date |
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| Issuing Authority | Entity that issued the document |
| Additional Information | Information that cannot be entered in dropdown lists provided can be added here |
Below is an example after List A type data has been entered.
List A Information |
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Case 2: Alien authorized to work, type B and C documents
The New Hire's I-9 Section 1 information is presented. Section 2 information is initially blank or N/A.
Below is an example of Section 2 page after entering List B & List C data.
I-9 Initial Information |
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Note that different information is shown and required for different eligibility types and document choices.
The different document choices for List B type is shown below.
| List B documents |
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List C type document choices are shown below.
| List C documents |
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If you like, you can upload and attach copies of the document(s) that the New Hire presented. This can be done at any point in the process - by the candidate during Enter I-9, by the I-9 Specialist during Complete I-9, or by the E-Verify Specialist during E-Verify.
Click the Attachments icon.
Attach Icon |
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Click the Upload button.
Upload |
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Click the Choose File button.
Choose File |
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Click on the file name, then click Open.
Attach Icon |
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Click Upload.
Upload |
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Select the Attachment Category from the drop-down list.
Select Attachment Category |
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Click OK.
OK |
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After all data has been entered and verified, the I-9 Specialist must attest that it is correct, and save the information.
Attest and Save |
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When New Hires submit the documents to prove their eligibility for employment, I-9 specialists review these documents and record the data in Section 2 Form. Instead of completing Section 2 themselves, they can assign this task to a special remote user.
Click Assign Remote I-9 at the bottom of the Complete I-9 page.
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For more information on Remote I-9 flow, you can visit Remote User page.
With the help of restart action, the process can be rolled back to previous I-9 Section 1 state for the candidates to edit the Section 1 data. The I-9 Admins can initiate this process by clicking the Restart Section 1 button given at the bottom of I-9 Section 2 form.
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