The I-9 Compliance in Keyword Search allows users to search and access the I-9 compliance details of a New Hire. This can be used to track the progress of a New Hire's I-9 process and verify whether I-9 and DHS activities are completed in accordance with DHS compliance.

Who can access I-9 Compliance in Keyword Search?

The users with I-9 Specialist and E-Verify Specialist role types can access I-9 Compliance in Keyword Search.

What actions the users can perform from here?

The actions that the users can perform from I-9 Compliance are listed below:

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 "Export to Excel" 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 an Excel file to their local computer.

Below is a sample of the downloaded Excel file. The information displayed on the search result page will appear as columns in the downloaded file. The keyword used for searching can be noticed on the top row.

Please note that only the top 50 results will be displayed on the search results page, and therefore the downloaded Excel file is limited to a maximum of 50 rows.

When no results are found for the search, clicking on the "Export to Excel" 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 allows you to view and manage New Hire's I-9 process. Click on the Invitation ID link.

This presents the I-9 Summary page.

The actions that display here depend on how far the I-9 has been progressed. Click on the image "..." present next to the invitation ID hyper link to view the related actions.

View Process

This option allows you to check which tasks have been completed for the New Hire. When you click on the "View Process" link, the Process Viewer page displays as below.

This is a simple way of seeing an overview of where the New Hire is in their process, including the HR, I-9, and E-Verify Specialist's activities. The activities can have the following states:

	Completed: Activity can be can be accessed and the information in the activity may or may not be available for editing
	Available: Activity can be accessed and has not yet been completed
	Locked: Activity cannot be accessed

The below example shows all the three activity states:

View I-9 Master

Allows you to view Form I-9 Master data of a New Hire's invitation. The I-9 Master includes the I-9 Header data and transaction data of Section 1, Section 2 and Section 3 and E-verify case details.

Print Employee I-9

This employee print report will have the details of Section 1 & Supplement A information. The Supplement A will be available in print only if preparer/translator are added in Section 1. For more details, please click here.

Print Employer I-9

For this action to appear under I-9 Status, the Section 2 data must be saved at least once by the employer. The report includes the details of Section 1, Section 2 & Supplement A (will be available only if preparers/translators are added in Section 1). For more details, please click here.

Download I-9 Packet

Downloads a zip folder including I-9 supporting documents, Form I-9 and I-9 Audit report.

The downloaded zip file looks like below (if attachments exist they would show in this folder as supporting documents):

View DHS Case History

Shows historical E-Verify case details with Case Number, status and case invocation details.

When clicked on the Case Identifier link, the page navigates to view case details.

By clicking on the 'View Request' and 'View Response' links under 'CREATECASE_REST' and 'SUBMITCASE_REST' you can view their Request/Response details and XML files.

An example of viewing the Request/Response details and XML files for CREATECASE_REST is given below:

View Request

CREATECASE_REST - View Request

Click on 'View XML'.

View Response

CREATECASE_REST - View Response