The Receipt Update process allows for updating the receipt information entered in Section 2 with the actual document details once the New Hire provides the original document that was initially represented by the receipt. The I-9 Specialist can update these details in Section 2 by initiating the Receipt Update process from the I-9 Console or Keyword Search actions. To avoid manually initiating the Receipt Update for each transaction, an auto create process can be enabled to automatically identify transactions requiring receipt updates and generate additional I-9 tasks with Section 2 open for these transactions.

To enable this auto create process for the Receipt Update, the following setup options are required.

• Enable Receipt Update Auto Create - Select this checkbox to enable a process that runs on weekdays (Monday to Friday) on a recurring basis. This process identifies transactions eligible for receipt updates and generates an additional I-9 task with Section 2 open, allowing receipt details to be updated. These reverification tasks are accessible for I-9 Specialists in their My Tasks console or Keyword Search My Tasks category.
• Receipt Update Trigger Days - The trigger days entered in this field is compared to the I-9 Section 2 Hire Date to determine the eligibility of the transaction for auto creation of the Receipt Update process. The default trigger days is set to 90 days.
• Summary Digest Notification Pool - This field includes a list of contacts for sending email notifications with details of the additional I-9 tasks generated for the Receipt Update process.

How do you enable the auto create process for Receipt Update?

To enable the auto create process for Receipt  Update, select the "Enable Receipt Update Auto Create" checkbox on the I-9 Options page.

This activates a process that runs daily on weekdays (Monday to Friday) to identify eligible transactions and automatically create additional I-9 tasks for these transactions, with Section 2 activity open to allow receipt details to be updated.

Details of the additional I-9 tasks generated for the Receipt Update process can be sent to users through an email notification. To enable this email, click the lookup icon next to the "Summary Digest Notification Pool" field in this section and select the users who should receive the notification.

The default value of Receipt Update Trigger Days is set to 90 days. If you prefer a timeframe other than the default 90 days, you can adjust the trigger days value accordingly. This value is compared to Section 2 Hire Date to determine if the transaction is eligible for the Receipt Update. When the Hire Date falls between (current date - Receipt Update Trigger Days) and (current date - (Receipt Update Trigger Days + 7)), the transaction will be picked up by the Receipt Update auto create process.

After entering all the details in this section, click "Save".

The list of contacts specified in the notification pool will receive the following email with the total I-9s picked up by the auto create process for Receipt Update. 

What transactions are eligible for the Receipt Update auto create process?

The transactions must satisfy the following conditions to be considered for the Receipt Update auto create process:

• The process must have been completed by recording the receipt details in Section 2. That means a row must exist in the I-9 Master for the chosen I-9 ID with a receipt in Section 2.
• The Section 2 Hire Date must fall between (current date - Receipt Update Trigger Days) and (current date - (Receipt Update Trigger Days + 7)). If Receipt Update Trigger Days has the default value of '90' then the transaction will be eligible to be picked up by the auto create process for Receipt Update when the Hire Date falls between (current date - 90) and (current date - 97).
• The I-9 must be in an active state and should not have the termination date set to the current date. If the termination date is set to the current date, the transaction will not be considered for Receipt Update auto create process, even if it otherwise meets the criteria. If the termination date is in future and the transaction satisfies the above conditions for Receipt Update, then the transactions will be eligible for this process.

Example of an eligible Receipt Update transaction is given below:

a) The process must have been completed by recording the receipt details in Section 2 

Also, the transaction will have the "Receipts Exists?" flag enabled in it's I-9 Master:

b) The Section 2 Hire Date must fall between (current date - Receipt Update Trigger Days) and (current date - (Receipt Update Trigger Days + 7))

Given below is the Section 2 Hire Date for the above transaction. 

Since the default value of 90 days is considered as the Receipt Update Trigger Days in I-9 Options, the transaction will get picked up by the batch process for Receipt Update when the Hire Date falls between (current date - 90) and (current date - 97).

c) The I-9 should not have a termination date set to current (if exists)

I-9 should be active and must not have the termination date set to the current date, if one exists.

In this example, the I-9 is active and does not have a termination date set. To check if the I-9 has a termination date, navigate to the "Set/View Termination Date" page through "Info and Actions" in the I-9 Console.

If a termination date exists, it will be displayed on this page as well as in the I-9 Master. Since the termination date is not set for the selected I-9 ID, it will not appear on this page or in the I-9 Master.

How do you complete Section 2 for auto created Receipt Update transactions?

The Receipt Update transactions appear in the My Tasks Console and under the "My Tasks" category in Keyword Search for the I-9 Specialist. These transactions can be identified by their Business Process listed as "Sec-2 Corr|Receipt Upd|EAD Ext".

To process these transactions, search for the Invitation ID or name in the My Tasks Console or within the "My Tasks" category of Keyword Search. Select the "Complete I-9" link on the specific row. If the row does not appear in the My Tasks Console, it means the transaction has not been picked up by the auto create process.

Clicking on the "Complete I-9" link will open the Section 2 activity as shown below:

The "Reason for I-9 Section 2 Correction" page will automatically be completed with the reason selected as "Receipt Update". Since E-Verification has not completed with the primary receipt process, the Allow E-Verify option will be set to "Yes".

A sample page of the completed activity is shown below.

The receipt details of the primary flow will be presented in Section 2. 

Replace receipts with the actual document details. 

In the Additional Information enter if any note or comment has to be added.

If an alternative procedure is used for remote verification of documents, indicate this by selecting the "Check here if you used an alternative procedure authorized by DHS to examine documents" checkbox. 

Note: This alternative process is allowed only when the Legal Entity (Company/Business Unit) responsible for the employee's hiring is registered for E-Verify, which means the Company or Business Unit has been configured in the DHS Client Setup. If the legal Entity (Company/Business Unit) is not enrolled in E-Verify, this checkbox will appear disabled.

When this checkbox is selected, it is required to attach supporting documents. 

The following error message will be displayed on the page if attachment is not provided.

Note: If Section 2 is assigned to a remote user, and if the checkbox indicating "Check here if you used an alternative procedure authorized by DHS to examine documents" is checked by the remote user in Section 2, they are required to upload the supporting documents when completing the activity. In this case, the I-9 Specialist need not add the attachments while completing the Section 2 review.

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

After the details are reviewed and updated, select "I Agree" checkbox and electronically sign. 

This completes the Section 2 activity, and the process then routes to E-Verify. Create an E-Verify case and proceed with the process.