The Name Change process allows users to update an employee’s legal name if it differs from the name previously recorded on Form I-9. This process can be initiated by I-9 Specialists through the I-9 Console actions or via Employee Life Cycle category related actions using the Keyword Search.

This option is available only when:

The primary invitation process is complete
The I-9 is in active status
No additional I-9 process is pending

Note: If employees need to change their previously recorded legal name, they can also initiate this process through their self-service actions.

Once the Name Change process is initiated, a pending task labeled "Complete I-9" appears in both the My Tasks console and the Keyword Search under the Employee I-9 Life Cycle category search results. I-9 Specialists can use this task to access the Supplement B form and enter the updated name details. The Supplement B form also supports name changes as part of the reverification process or when recording rehire information.

How to initiate the Name Change process?

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

Click the "Info and Actions" link in the row for the selected I-9 ID. Ensure that the selected I-9 does not have any processes in a pending status. If there is an ongoing process, the option to initiate the Name Change process will not be available in the Console Actions.

I-9 Console

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

Confirm "Yes" on the confirmation message to continue.

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

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 terminate the initiated Name Change process?

After the Name Change process is initiated, the "Undo Last Filing" option will appear in the console actions for that specific I-9. This option can be used to cancel the initiated action if needed. 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 complete Supplement B for the Name Change process?

When I-9 Specialists initiate the Name Change process, a pending task labeled "Complete I-9" will appear in the My Tasks console with a new invitation ID. Through this task, I-9 Specialists can access the Supplement B form to enter the employee's updated name details.

Enter the employee's updated name in the New Name fields. Entering the First Name and Last Name are mandatory and Middle Initial is optional.

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.

When Last Name is left blank

When First Name is left blank

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.