I9 Information

Header

Version Submitted on: Displays concatenation of SSN + Employee ID/Candidate ID + Date-time-stamp. This is an auto-generated version that gets generated as a unique identifier of the I9 record that is initiated for an employee / candidate.

Status: Status can have the following values: Draft, HR Verification, Verified, Re-submission requested. This is a display only field. Status computed based on the following rules:

Draft - A. When "Create New" button is clicked, a new record is created with status new. Version submitted on should display - "Draft".
HR Verification - This status is computed when draft record is submitted from the I-9 details screen.
Verified - Status computed when "HR Verification" I-9 is verified by HR.
Re-submission requested - Status computed when "HR Verification" I-9 is rejected by HR for corrections.
Blank Status (Pending I9 status) – Status is blank when a new form is generated by clicking on the “Create new I9 button”. This is even before the form is saved as draft or submitted for review. An I9 record with Blank status is created when a candidate accepts the offer or when the employee personal information is created on the system (without recruitment). This should only be created if there are no I9s submitted for the same SSN. When a new employee record is created / when candidate onboarding is initiated, then a new I9 record is automatically created in “Pending I9” status.

Print I9 icon

Enables printing of I9 in the USICS compliant format. Print is allowed only for I9 records carrying the “HR Verified” status.

Remarks

Displays remarks entered by HR when I-9 status is changed by HR to “Request re-submission” for corrections from the approval screen. If status is changed to “Request re-submission”, this field is mandatory on Section 2 of the form.

Create New I-9

This button is enabled if any of the following conditions are true:

1. There are no versions submitted so far (new joiner).

2. If the last version submitted carries the status - "Verified".

Clear and Start over again

This button is disabled by default. Resets the i9 form so data can be filled again. This is made active only when:

1. "Create New I-9" is clicked (Blank status) when employee is in the process of filling a new form

2. When a draft status form is opened.

Section 1 Tab

Section 1 can be completed by either Employees / Candidates. This section is used to initiate the I9 process. Section 1 once filled in is rendered to the HR Administrator for verification of employee’s or candidates’ documents.

Last Name	If the employee has two last names (family names), include both. If the employee has two first names (given names), include both.
First Name	If the employee only has one name, enter it in the Last Name field, then enter “Unknown” in the First Name field
Middle Name	If the employee hyphenates his or her first or last names, include the hyphen (-) between the names.
Other Last Names used	Other names used, if applicable (such as a maiden name).
Address	Current address, including street name and number city, state and ZIP Code. Include the apartment number or letter if applicable. Address details are defaulted from the employee / candidate record
Zip Code	The zip code.
Date of Birth	Defaulted Date of birth from Employee Personal Information
US SSN	Defaulted from Employee Personal Information captured as Social Security Number
Employee Email Address	Defaulted from Employee contact information
Employee Telephone Number	Defaulted from Employee contact information
Attestation	Choose the appropriate option to indicate whether you are a U.S. citizen or noncitizen national, lawful permanent resident of the U.S., or an alien authorized to work in the U.S.
Alien Registration Number / USICS number	Alien Number/USICS Number, Form I-94 admission number, or foreign passport number (including country of issuance), and the date employment authorization expires (if applicable)
Expiration Date	Displayed only if Attestation is chosen as “An alien authorized to work until an expiration date”
Document Type	Displayed only if Attestation is chosen as “An alien authorized to work until an expiration date”. This will display the following options: 1. Alien Registration Number / USICS number 2. Foreign Passport Number
Document Number	Displayed only if Attestation is chosen as “An alien authorized to work until an expiration date” AND if Document Type is chosen as Alien Registration Number / USICS number.
Country of Issuance	To be displayed only if Attestation is chosen as “An alien authorized to work until an expiration” date AND if Document Type is chosen as “Foreign Passport Number”. This will display the list of countries.

Section 1 Tab - Upload of documents

Document Type	Document Types relevant to List A / B /C are displayed basis the attestation selected.
Document Attachment	Editable attachment control to upload documents.
List Document Number	Editable text field for Document number.
Date of Expiry	Editable date control for picking a date of expiry.
List Issuing Authority	Issuing authority
Signature of the employee	Combo-box with 3 options and a text box. Combo-box has 3 values – Self – In this case, text box will display a concatenation of the full name of the employee “Special Cases” – “Special Placement” will be displayed as signature within textbox “Under 18 years of age” – “Individual under age 18” is displayed as Signature
Date	Defaulted with current date.
Preparer declaration - radio button group	Employees must sign the form even if a preparer or translator helps them. The preparer or translator who helps your employee must provide his or her name and address and must sign and date the certification on the form. If more than one preparer or translator is used, you may use Form I-9 Supplement, Section 1 Preparer and/or Translator Certification, to document each preparer and/or translator assisting an employee in completing Section 1 of Form I-9. If one or more preparers and/or translators assists the employee in completing the form using a computer, then select the number of certification areas needed from the dropdown provided. Any additional certification areas generated will result in an additional page. Each preparer or translator must complete, sign and date a separate certification area. You must retain completed supplement sheets with the employee's completed Form I-9. The date your employee enters next to his or her signature should match the date the preparer/translator signed the form. If no Preparer and/or Translator was used, the employee must check the box marked “I did not use a Preparer or Translator”.
Note to HR	Notes field for employee to add a note to HR.

Section 2 tab

All documents uploaded by Employee / candidate from section 1 are listed on Section 2. It is the responsibility of HR Administrator to Mark the documents as “Verified” post review of the submitted documents.

Grid displaying Documents chosen by employee	This section displays in a grid format the Identity proofs declared by employee on the ESS / Candidate versions of the form. This grid consists of 3 rows with the following fields: 1. Type – This will display 1 / 2 / 3 records all with Type list A OR One List B and one List C documents. This depends on how the employee / candidate has filled up section 1 of the I9 form. If candidate / employee have chosen nothing from the earlier form, this value is displayed as blank for HR to choose. On screen validation to be applied such that, if List A is chosen as first record, other records cannot be List B / List C. Alternatively, if List B is chosen as the first record, other rows can only contain List C and NOT List A. 2. Document Type – This is the document type chosen by the candidate / employee. If HR verifier is filling this, then this will display only the document type quick code value that are part of the Quick code grouping chosen as Type. 3. Document Attachment – Provides view access of documents (if already uploaded). Else provides facility for HR user to upload it. 4. Expiry date – Expiry date of the document. Display if already entered. Else display blank for data entry. Do not allow submission if expiry date lesser than current date. 5. Document Number – Entry field for document number. Display if already entered. Else display blank for data entry. 6. Expiry validation – Display a red cross if expiry date – current date validation fails. Else display green tick mark. 7. Issuing Authority - Display if already entered. Else display blank for data entry. 8. Verify tickbox – Mark Section 2 of I9 as “Verified” if all records have this tickbox ticked and the form is submitted.
Additional Information	This field is mandatory if verifier initiates a re-submission of the form by clicking on “Re-initiate” button. This is equivalent to the “Reject” button. This information will then be displayed as HR Remarks when the form is sent back to the candidate / employee for re-submission.
Employee’s first date of employment	Default with Date of Join
Signature of employer	Concatenate full name.
Date	Default with Current date
Employer Code	Default with employee ID of the current user
Last Name	Default with Last name of the current user
First Name	Default with first name of the current user
Title	Default with Title of the current user
Employer’s Organization name	Default with name of organization
Address, City / Town, State, Zip	Default with Address concatenation
Re-initiate button	This button will send the form back to employee with status “Re-submission requested”. If this button is clicked, then additional information field is mandatory. In which case, the additional information is displayed as remarks on the employee form.

Section 3 Tab

Last Name	Last name of employee from Employee file
First Name	First name of the employee from employee file
Middle Name	Middle name of the employee from employee file
Employee’s first day of employment	Date of Re-hire of the employee
Signature of the employer	Signature of the employer
Data Grid	List document details from previous I9 that have expired. This provides a facility to upload new documents.
Employee code of the employer or authorized rep	Defaults with the HR user’s employee code.
Last Name	Last Name of the HR User.
First Name	First Name of the HR User.
Title	Title of the HR User.
Employee’s Business / Organization’s name	Displays a list of employment OUs.

Save Draft / Submit

The I9 form allows saving a draft in the Pending I9 or request re-submission statuses.

Submit button is enabled on Section 1 in the draft, Pending I9 or Request re-submission statuses.