The I-9 Compliance category in Keyword Search allows users to search and access a New Hire's Section 1, Section 2, and E-Verify compliance details. This helps track the progress of the I-9 process and ensures that I-9 and DHS activities are completed in compliance with DHS requirements.

Who can access I-9 Compliance in Keyword Search?

Users with I-9 Specialist and E-Verify Specialist roles can access I-9 Compliance in Keyword Search. 

What actions can users perform from I-9 Compliance search results?

Users can perform the following actions from I-9 Compliance search results:

• View Process
• View I-9 Master
• Print Employee I-9
• Print Employer I-9
• Download I-9 Packet
• View DHS Case History
• View primary Invitation
• View related Invitations

How do you view I-9 Compliance details via Keyword Search?

Click on the Keyword Search icon located on the top right corner menu. Select "I-9 Compliance" as the category and search for the transaction(s) using a keyword.

In this case, "All/all" is entered as the search keyword.

After entering the search fields, click on the "Search" button.

The search results page displays as shown below. Scroll through the list provided on the left side of the search results to access Section 1/Section 2 and E-Verify Compliance facets.

Click on the checkboxes under these sections to view the invitations with "In Compliance/Out of Compliance" status. 

To further narrow down the search results, you can use detailed keyword options. To view these options click on the 'More Options' link in the search box.

This will display the search fields as shown below. You can use any of these fields for searching the transactions.

An example of searching with "Last Updated" field is given below. Enter any specific date in "Last Updated" field and click on 'Search'.

This will show all the invitations with last updated date as entered in the search field.

You can also enable operators if required by clicking on the 'Show Operators' link provided at the bottom of the search box.

These operators can be used with the search fields to refine the search results.

How to view keywords list for the I-9 Compliance search?

To view the keywords list, click on the help icon on the right corner of the search section.

On the secondary page, click on the "I-9 Compliance" link under search categories.

This displays the list of keywords with their description. You can use any of these keywords for searching the invitations.

What details do you see in Section 1/Section 2 Compliance facets?

The Section 1 and Section 2 Compliance facets show three states.

• Not Applicable
• In Compliance
• Out of Compliance

These compliance states are evaluated differently for Section 1 and Section 2 based on the signatures and the Hire/Rehire dates.

Section 1 Compliance Status

The Section 1 compliance is evaluated based on the start date and the Section 1 signature date. The Start Date is considered in this scenario since Hire/Rehire Date is not available in Section 1. Once the Hire/Rehire Date is available, the Section 1 Compliance details get updated by comparing the Section 1 signature with Hire/Rehire Date.

Not Applicable

The status shows as "Not Applicable" when Section 1 activity is open but not saved/signed. To see the transactions, click on "Not Applicable" link under the facet "Section 1 Compliance Status".

The Section 1 Signed Date will show as "Not Signed" for these transactions.

This can be verified by opening the process viewer for any transaction.

For an Invitation ID, click on the three dots (...) which represents the category actions and select "View Process".

The process viewer page opens as below.

Scroll down to Section 1 and note the activity status. The activity will show as pending since it is not signed.

In Compliance

The Section 1 will be in "In Compliance" status if the transaction's Section 1 signature date is on or before Start Date. Click on "In Compliance" link under "Section 1 Compliance Status".

Out of Compliance

If Section 1 is not signed on or before the Start Date, the Section 1 Compliance status will show as "Out of Compliance". Click on "Out of Compliance" link under "Section 1 Compliance Status".

Section 2 Compliance Status

The Section 2 compliance status is evaluated based on the Hire date entered in Section 2 and the Section 2 signature date. The Section 2 compliance states are shown below:

Not Applicable

The status shows as "Not Applicable" when Section 2 activity is routed and not saved/signed. To see the transactions, click on "Not Applicable" link under the facet "Section 2 Compliance Status".

The search results display all transactions that are pending with Section 2 activity.

You can check this status by opening the process viewer for any transaction.

For an Invitation ID, click on the three dots (...) which represents the category actions and select "View Process".

The process viewer page opens as below:

Scroll down to Section 2 and note the activity status. The activity will be in pending status. 

In Compliance

For Section 2 to be in compliance, the section 2 signed date should be on or before the Section 2 Hire Date. To see the transactions, click on "In Compliance" link under the facet "Section 2 Compliance Status".

The search results display all the transactions which have Section 2 activity in compliance with the Hire Date.

To check the Section 2 details, you may have to access Process Viewer.

Click on actions "..." and select "View Process".

The process viewer page displays as below:

Scroll down to Section 2 and note the activity status. It shows as completed with the signature date. But this doesn't show the Hire Date details of Section 2 activity.

To view the Hire Date, you may have to open Section 2 activity by clicking on the "Complete I-9" link.

In Section 2, you will notice that Hire Date and Section 2 signature date are in compliance.

Out of Compliance

This status occurs when Section 2 is not signed on or before the Hire Date. To see the transactions, click on "Out of Compliance" link under the facet "Section 2 Compliance Status".

The search results display all transactions which are 'out of compliance' in Section 2.

To check the Section 2 details, you can access process viewer and open Section 2 activity

Click on actions (...) and select "View Process".

The process viewer page displays as below:

Scroll down to Section 2 and note the activity status. It shows as completed with the signature date but the Hire Date details of Section 2 activity is not shown.

To view the Hire Date, you may have to open Section 2 activity by clicking on the "Complete I-9" link.

In Section 2, you will notice the Hire Date and the signature date are not in compliance.

What is Start Date/I-9 Hire Date mismatch?

This occurs when the invitation Start Date is different from the Hire Date mentioned in Section 2 activity. These transactions show under "Notices" facet in I-9 Compliance search results page.

Click on the link to see the transactions with Start Date and Hire Date mismatch.

For any Invitation ID, click "View Process" and access Process Viewer.

The process viewer page opens as below:

Scroll down to Section 2 activity and click on the "Complete I-9" link.

In Section 2, you can see the Start date and Hire date are different.

What is E-Verify Compliance?

After the DHS case is created, the E-Verify Compliance (In Compliance/Out of Compliance) shows up for an invitation regardless of the case status in the E-Verify process. The E-Verify case may run into error in scenarios like the wrong password in DHS setup. Despite this, the invitation row displays in E-Verify Compliance with status In or Out of Compliance depending on the DHS case creation date. 

For the E-Verify activity, the status will be “In Compliance” if the DHS case creation date is on or before “Hire Date + 3 business days”. Otherwise, E-Verify Compliance is in Out of Compliance. 

Invitations that have E-Verify deferred show up in I-9 Compliance as "Not Applicable".  In case of restarts, the restart flow case created date is considered for E-Verify Compliance.

How to download I-9 Compliance search results?

If the logged-in user's role is configured for data export, an "Download Results" button will appear on the top right of the search results page. By clicking this button, the user can download the data displayed on the search results page as a CSV file to their local computer. 

Note that only the top 50 results will be displayed on the search results page and hence the downloaded file is limited to a maximum of 50 rows.

Below is a sample of the downloaded file. The information displayed on the search results page will appear as columns in the file, with the search keyword shown in the top row. 

The downloaded CSV file can be opened using any supported application that allows viewing CSV data, such as spreadsheet applications, text editors etc.

When opened in Notepad, the CSV file will display the data in the below format, with headers and values separated by commas.  

When the file is imported in Excel, it will appear as shown below, with data organized into columns based on the CSV structure.

When no results are found for the search, clicking on the "Download Results" button will display the following error message.

How do the users perform actions from I-9 Compliance search results page?

The I-9 Compliance search results page enables you to view and manage a New Hire's I-9 process. Click the "Invitation ID" link to access the I-9 Summary details.

This presents the I-9 Summary page.

Click the "..." icon next to the Invitation ID hyperlink to view the actions that can be performed on an invitation. For details on performing these actions, click here.