A rehire refers to an individual who was previously employed, terminated, and subsequently rehired by the organization. During the onboarding process, when the candidate enters data in the Section 1 activity, a search is triggered upon saving or signing to check for any original (previously completed) Form I-9 linked to the candidate within the last three years. Based on the search results, the candidate is classified as either a New Hire or a Rehire. If identified as a Rehire, during the HR activities the I-9 Admin/Specialist will be presented with Supplement B (formerly Section 3) with the rehire fields available, instead of Section 2

How a candidate is determined as a rehire?

A search is initiated when Section 1 is saved or signed to match the candidate's legal entity (Company/Business unit), SSN, date of birth, and citizenship status with a previously completed Form I-9. If a match is found, the system verifies whether the rehire occurred within three years of the previous hire date and checks for a termination date from the previous hire process.

If these conditions are met, the candidate is classified as a rehire, and the I-9 ID from the previous Form I-9 is linked to the employee when Section 1 is saved or electronically signed.

Note: What happens if a candidate’s invitation/transaction is created with matching criteria to an existing employee, but the I-9 ID from the previous hire invitation has not been terminated?

If the I-9 ID of a previous hire invitation is not terminated and a new invitation/transaction is created with the same legal entity, Date of Birth, SSN and citizenship status, the employee will be considered as a New Hire. A new I-9 ID will be generated when Section 1 is saved/signed by the candidate. 

A sample scenario for each section in the rehire flow is given below:

Form I-9 Section 1:

Section 2:

Supplement B - Reverification and Rehire (formerly Section 3)

Who can complete Supplement B for rehires?

Any user with the I-9 Specialist role can complete Supplement B. This role is commonly assigned to users responsible for verifying the documents presented by the New Hire. Rather than personally completing Supplement B, this task can also be assigned to an authorized Representative.

How to complete Supplement B for rehires?

Supplement B for rehires allows the following entries:

• Date of Rehire
• New Name fields for any changes to the employee's previously recorded name on Form I-9
• Document-related fields if the employee's employment authorization has expired and requires reverification

Entering the Date of Rehire is mandatory. For name changes, only the part of the name that has changed can be entered in the New Name fields. For instance, if only the last name has changed, enter the new last name in the Last Name field and leave the First Name and Middle Initial fields blank.

In the document-related fields, the Expiration Date must be equal to or later than the current date. The Document Number is optional and can also be saved with an "N/A" value.

A sample Supplement B page for rehires is shown below:

If Date of Rehire is not entered, the following error message displays on the page. Note: Make sure the rehire date is not less than the employee's previous termination date. 

In the Additional Information section, enter any notes or comments as needed. If an alternative procedure is 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 if the New Hire did not provide any attachments in Section 1.

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 that the Company or Business Unit is configured in the DHS Client Setup. If the Legal Entity is not enrolled in E-Verify, this checkbox will be disabled.

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 if no attachments were provided in Section 1 by the New Hire. The I-9 Specialist is not required to add attachments while reviewing Supplement B unless they delete the attachment uploaded by the remote user. In such cases, the system will prompt for an attachment during the Supplement B review process.

If the alternative procedure checkbox is selected and no attachment is provided in either Section 1 or Supplement B, the page will show the following error message upon saving the activity.

Note: Even if the checkbox labeled "Check here if you used an alternative procedure authorized by DHS to examine documents" is not checked, you may still be prompted to upload attachments in Supplement B, particularly if attachments are configured as mandatory in I-9 activities. 

For more details on uploading the attachments, please click here.

After entering the necessary details, select "I Agree" checkbox and sign the form by clicking the "Electronically Sign" button.

How do you assign Supplement B to a remote user?

Instead of completing Supplement B themselves, I-9 Specialists can assign this task to an Authorized Representative (remote User). Click "Assign Remote I-9" located at the bottom of the Supplement B. You can either invite a new external Authorized Representative or assign to users who are already added as Authorized Representatives in the system.

For more information on assigning Supplement B to a remote user, please visit Remote User page.

Does a rehire transaction require E-Verify processing?

Rehire transactions will not have E-Verify activity in their process since the I-9 information is same as the previously completed Form I-9. The user can complete this activity by clicking the "Mark as Complete" button.

If I-9 information has to be changed for any Form I-9 section, click the "Restart Form I-9" button to initiate the restart of EBI/Section 1/Section 2 activities.

How can you edit Supplement B data after the activity is completed?

The fields in Supplement B can be edited until the E-Verify activity is completed by clicking the "Mark as Complete" button. Once E-Verify is finalized, Supplement B becomes non-editable.

How to send back I-9 to previous states during the rehire process?

With the help of "Restart Form I-9" button on the E-Verify page, the process can be sent back to previous I-9 states. Clicking on the "Restart Form I-9" button will navigate to the Restart Activities page.

Select an option from the dropdown list of the Restart Group based on the activity you wish to send back in the process.

How to switch between hire and rehire processes?

Two types of switch processes are allowed before Supplement B for Rehire is completed:

• Switch to Hire
• Switch to Rehire

Switch to Hire

The I-9 Specialist can switch the candidate's flow to hire from rehire using the "Switch to Hire" button in Section 1 before completing Supplement B.

If the process is switched to Hire -

• A new I-9 ID will be assigned to the candidate's Form I-9. 
• Section 2 will have to be filled again
• A new E-Verify case has to be created for the candidate's process.

 Click "Yes" on the message to continue.

The hire process is initiated, and the Section 2 activity will open for entering new document details. Supplement B for rehires will not appear on the Form I-9. Additionally, a new Form I-9 ID is generated for the current hire process.

Switch to Rehire

Once the I-9 Specialist selects the "Switch to Hire" button in a rehire transaction, they have the option to reverse the decision using the "Switch to Rehire" button. This button will be available after the candidate's rehire flow has been switched to a hire process.

When the process is switched back to rehire:

• The I-9 ID associated with the rehire flow will be populated on the Form I-9.
• Section 2 will become read-only, and Supplement B will reopen for entering rehire details.
• E-Verification will not be required, as it was already completed during the hire flow. The E-Verify activity can be finalized using the "Mark as Complete" button.

Confirm "Yes" on the message to continue.

The transaction brings up the Form I-9 of the previous rehire flow. The I-9 ID generated during the Switch to Hire process becomes invalid. In case, if any data is entered & saved in Section 2 during the Hire process, it gets deleted.