What we'll review:
Enabling the I9 Portal
Compliant I9 Guide
Understanding Late, Expiring, and Expired Bins
Additional Resources
*NOTE* The U.S. Government published a new I9 form on Aug. 1, 2023. Starting Nov. 1, 2023, all employers must use the new Form I-9. More information on the versions and the form can be found here: https://www.uscis.gov/newsroom/alerts/uscis-to-publish-revised-form-i-9
deverus has updated our Compliant I9 Form to match the new version. The workflow will remain the same as described below.
Enable I9
To get started using the Compliant Form I9, you will need to enable the search type at the Client Type level by going to the Sales tab -> Client Types -> Search Options -> check the box for the Compliant Form I9 -> click Update Client Type Settings. If you are ready to have the BETA watermark removed and the I9 portal moved to production, please submit a Support ticket and provide a signed copy of the addendum attached to this article.
Compliant I9 Guide
From the I9 tab, click Create an I9:
The fields here resemble the Swifthire format in that they include the First and Last Name
followed by the Employee's Email and an optional Reference field. The Reviewer Email will populate automatically based off the requesting user's email address on file. The "Work Start Date" will be input by the employer to signify the employee's hire date.
This will initiate a request sent via email to the employee to complete Section 1 of the Form I9:
Of note, the option does exist to complete Section 1 from the client module if the employer would like for them to complete Section 1 in-house:
Upon completion of Section 1, the employee will be moved to the Section 2 bin automatically.
From here, the employer will choose to complete Section 2 of the I9:
Upon completion of Section 2, the employee is moved into the Complete bin while generating the document, which will attach to the search:
Once the I9 document is generated and attached to the search, the employer will have the following options available:
1. Document Review: This button allows you to review the I9 document without risk of modifying:
2. Document Upload: This option allows the client to upload documents that may be referred to later.
3. Action:
Edit - This allows you to edit both the Employee's and Employer's portion of the I9
Re-Verify - For filling out Section 3 of a completed I9, use the Re-verify action for a rehire or current employee's I9 form.
Current / Former Employee - These options allow you to identify the employee as a current or former employee. Typically these will be your "archiving" options to help organize the employees. In these bins, you will have the same options as in the Complete bin; however, forms moved from Complete cannot be moved back.
*NOTE* A completed I9 will automatically initiate an E-Verify, only if E-Verify is set up as a custom search and active.
Late, Expiring, and Expired I9s
Late - An I9 will show up in the Late bin if Section 1 is not completed after 24 hours or if the hire date has passed. An I9 will also move to the Late bin if Section 2 is not completed after 72 hours.
Expired - Houses the Form I9s containing Expired or expiring Documents.
Expiring - Form I9s containing documents 90 days from the expiration date will be moved here automatically.
The I9 feature sends daily email reminders when an I9 document containing an expiration date is approaching its expiry. The system automatically moves the I9 to the "Expiring" bin 90 days before the document's expiration and subsequently to the "Expired" bin once the document has expired. The system also informs the client and compliance department through automated email notifications sent to the assigned user (if active) and the compliance department. These settings can be located under the Electronic I9 section of your System Settings (shown below). These settings include the ability to edit the verbiage for the Stage 1 email that is sent to the employee, the Stage 2 email sent to the employer, the Summary Email for expiring I9 documents, as well as the expiration notification timing under General:
The timing of the expiring document notification can be updated by going to System Settings -> Electronic I9 -> General:
The verbiage of the expiring document notification can be customized by going to System Settings -> Electronic I9 -> Summary Email:
Additional Resources:
For more information on the I9 form itself, please visit the U.S. Government web page: https://www.uscis.gov/i-9
The U.S. Government published a new I9 form on Aug. 1, 2023. Starting Nov. 1, 2023, all employers must use the new Form I-9. More information on the versions and the form can be found here: https://www.uscis.gov/newsroom/alerts/uscis-to-publish-revised-form-i-9
Attached below is a PDF of the I9 guide for HR users.