This connector is provided to customers with an HR instance who have opted only for the E-Verify activity on the cloud. It integrates the HR instance with the cloud and pushes the I-9 process completed employee data from the HRMS to the cloud for E-Verify processing.

How to run the process for creating invitations?

Navigate to Main Menu >> People Tools >> System Process Requests. Click "Add a New Value", enter the "Run Control ID" and click "Add".

To submit the process request click "Run".

Select the process and click OK (given at the bottom of the page). 

Navigate to the Process Monitor to view the process details. 

After the process runs successfully:

• An Invitation is created for the employee in the cloud instance.
• All the I-9 details (Form I-9 Section 1 & Section 2) from the PeopleSoft HR records are pushed to the cloud, and a unique I-9 ID is generated.
• Once the I-9 ID is successfully created, the invitation is launched, and the business process is initiated. These transactions then become available to business users in the "My Tasks" console for initiating the E-Verify processing.

What happens if there is an error in the creation of an Invitation ID or I-9 ID? 

Invitations that encounter errors during the process will not be pushed to the cloud instance. This includes invitations where the Invitation ID is created, but the I-9 ID is not formed due to incorrect data entered in Form I-9 for the employee. These employee records will not be pushed to the cloud as they are deleted from the HR instance.

To prevent this issue, ensure that accurate employee data is provided in Form I-9 Section 1 and Section 2 so that the employee's transaction is successfully pushed to the cloud instance when the process is run in the PeopleSoft environment.

When does the invitation gets auto terminated?

When the process (SM_CC_INVSYN ) is run on the HR instance to create an I-9 Invitation, it checks if there is already an 'in progress' invitation in the cloud for that Employee ID. If an existing invitation with the same Form ID is found in the cloud, and that in-progress invitation is either in the 'Unconfirmed Data' status or 'Awaiting DHS Verification' with errors, the process will be auto-terminated.

Additionally, if any prior invitation exists for the same Employee ID where the 'Create Case' action has not been triggered, those processes will also be terminated. In both cases, a new invitation will be created, and the latest details from the HR instance will be pushed to the same I-9 Form ID and I-9 ID, generating a new invitation.

Who can access the E-Verify activity in the cloud instance?

Users with the E-Verify Specialist role can access the E-Verify activity in the cloud instance.

How to access the E-Verify activity?

The E-Verify activity can be accessed from the "My Tasks" console by the E-Verify Specialist.

To access it:

• Click on the menu icon in the top-left corner of the page and navigate to "My Tasks" under the Consoles section in the navigation menu, or
• Click on the "My Tasks" link in the Quick Links task bar located below the homepage banner.

All invitations with pending E-Verify activities will be displayed in the My Tasks console. To open the E-Verify activity for a specific transaction, click on the "E-Verify" link for the corresponding invitation.

The E-Verify page opens as shown below.

Scroll down on the E-Verify page, enter case creator's details and click the "Create Case" button.

Another way to access My Tasks is through the Keyword Search:

1. Click the "Keyword Search" icon.
2. Select "My Tasks" as the search category.
3. Enter "All" in the Keywords field, or if you know the specific Invitation ID, you can enter that instead.
4. Click "Search" to retrieve the results.

The transactions matching to the search criteria with pending E-Verify activity will appear in the search results. Click the "I-9 Processing - Only E-Verify" link for the corresponding invitation to access its E-Verify activity.

How to send back employee records for correction from the E-Verify activity?

When incorrect data is entered in Form I-9, it can be corrected by adding new effective-dated rows in both Section 1 and Section 2. Once the I-9 is submitted, a new invitation is created in the HR instance for these new effective-dated rows. When this data is sent to the cloud, it checks for any prior invitations existing in the cloud system. If a prior invitation exists and its process is running or in progress, and the E-Verify state is in "Awaiting DHS Verification," "Unconfirmed Data," or if errors are encountered while creating the E-Verify case, the process is auto-terminated, and a new invitation is created using the latest effective-dated row data.

When attempting to create the E-Verify case for such transactions, the following error appears on the E-Verify page. Click the "Send Back for Correction" button to return the employee record to the HR instance for necessary corrections.

Click "Yes" to confirm on the below message.

The invitation process will be automatically terminated, and the form details in the I-9 Master will also be deleted. The terminated status will be displayed for the invitation in the Invitation Console and in the Keyword Search Invitations.

The terminated status can also be verified on the Process Viewer page. When you open the activity in Process Viewer (by clicking on "View Process" in the Keyword Search or the "View Process" link in the Invitation Console), you will see that the activity is terminated, with the status displayed as "Sent Back for Corrections."

Correct the I-9 Section 1 and Section 2 details for the Employee ID with a new effective date in the HR system, then run the process (SM_CC_INVSYN). Note: To retain the same I-9 ID after using "Send Back for Correction," ensure that the Date of Birth, SSN, and Eligibility Type match. This will create a new invitation with the same I-9 Form ID and I-9 ID.

When you log in as the E-Verify Specialist and check under "My Tasks" in the console or Keyword Search My Tasks, you will see that the E-Verify activity is available for the employee with the corrected details.

In the Invitation Console, the status of the new invitation created for the employee will be "Invitation Launched".

b) Another option to send back the employee record is from the E-Verify "Unconfirmed Data" page. When there are no DHS errors, the DHS case is created, and the process advances to the "Unconfirmed Data" stage. On this page, there is an option at the bottom to send the employee record for correction.

Since the DHS case is created, the transaction is also accessible from the E-Verify console.

Scroll down on the Unconfirmed Data page and click the "Send Back for Correction" link provided at the bottom. This action will return the employee record to the HR instance for correction.

Similar to the first scenario, in this case, the process is also terminated, and the Form I-9 Master data is deleted from the system. Once the Form I-9 details are corrected and the process (SM_CC_INVSYN) is run again, another invitation is created with the same I-9 Form ID and I-9 ID. This time, when the case is created, a new DHS case number is generated for the form.

How to view the status of an invitation?

The invitation status can be viewed by navigating to the invitation Console. 

Click on the menu icon in the top left corner of the page and select "Invitation Console" under the "Invitations" section from the navigation menu. Alternatively, you can use the "Invitation Console" link in the Quick Links bar below the home page banner.

The Invitation Console page includes Search Filter & Quick Filter options to search for the invitations and the invitation details with links to view the process and actions. For more details on the Invitation Console, please click here.