Complete Form I-9

Overview

This job aid overviews the process for the I-9 Coordinator to review an employee's Section 1 information on the Form I-9, record the employee's identity and employment authorization documentation in Section 2 and complete the Form I-9 business process. Please Note this job aid provides similar information as the Universities of Wisconsin job aid but also provides information specific to the Form I-9 process at UW-Madison. It is recommended to review this job aid as it is specific to UW-Madison, and not the Universities of Wisconsin job aid.

Security Roles

• Initiator: I-9 Coordinator
• Approver: N/A

Process Considerations

• Wave one onboarding tasks include the employee entering their personal and contact information. Wave two onboarding tasks include the Form I-9. The I-9 Coordinator security role has View access to the Onboarding Status Summary report to review if an employee's wave one onboarding tasks are completed.

• After the employee has completed the Form I-9 Section 1, the I-9 Coordinator will receive a notification to set up an appointment with the employee within 3 days of the start of employment to review employment eligibility documents.

• If an I-9 Coordinator needs to delegate Section 2 or the Final Verification, review the Single Delegation Task for Form I-9 Knowledge Base for instructions on how to complete the delegation.

• If an employee will be working outside of the United States, a Form I-9 is not required. The I-9 Coordinator must email OHR Compliance at hrcompliance@ohr.wisc.edu to cancel the Form I-9 business process. As soon as the employee reports for work in the United States, a Form I-9 is required. The I-9 Coordinator must email hrcompliance@ohrwisc.edu to initiate a standalone Form I-9. 
• Form I-9 documents must be inspected in-person.

Before Form I-9, Section 1

1. For Rehires - If Workday has an external record of a Form I-9 that was originally completed within 3 years of the rehire date, the I-9 Coordinator will receive a task to complete Supplement B or, alternatively, initiate a new Form I-9 as part of onboarding. A new Form I-9 should be selected for all rehires who have not completed a Form I-9 in Workday.
2. If there is a paper Form I-9 in the Box Folder within retention guidelines and no break-in-service, create an external record of the Form I-9 in Workday by reviewing the Complete Record of External Form I-9 Knowledge Base and upload the paper Form I-9 to Workday. 
   1. If a new Form I-9 was initiated that was not required, email OHR Compliance at hrcompliance@ohr.wisc.edu to cancel the Form I-9 business process. 
3. For a new Form I-9, the Human Resources Process Coordinator will receive the Form I-9 Questionnaire in their tasks. The questionnaire provides three options: In-Person (onsite), Remotely, and NA-No I-9 Needed.
   1. Select In-Person if the employee is presenting their Form I-9 documents onsite at UW-Madison or at another UW institution.
   2. Select Remote if the employee is not able to present their Form I-9 documents for Form I-9 Section 2 at UW-Madison. A third party will need to be identified as an Authorized Representative to verify the documents and complete Section 2. A third party includes designating an individual at another UW institution. Remote does not mean Form I-9 documents can be inspected virtually/remotely. An Authorized Representative for Section 2 completion is not assigned until Section 1 is complete. Form I-9 documents must be inspected in-person.
   3. Select N/A - I-9 Not Needed if the employee is not required to complete a Form I-9 such as a non-United States citizen that lives and works outside of the United States. If selected, the Form I-9 will not be sent to the employee for completion. 

Note: If an employee transfers from a school, college, or division to another school, college, or division, there will be no Form I-9 related actions associated with the job change since the Form I-9 connects to the employee and their worker profile. Once the employee transfers positions, the I-9 Coordinator within their new supervisory organization can access the employee’s Form I-9. It is recommended to review the Form I-9 for compliance and retention. If the I-9 Coordinator within the new supervisory organization would like to verify that the Form I-9 exists for an incoming internal employee, the I-9 Coordinator must ask an I-9 Coordinator within the employee’s current supervisory organization, or an I-9 Partner by emailing OHR Compliance at hrcompliance@ohr.wisc.edu.

Review Form I-9, Section 1

1. From the Workday Home Page, select My Tasks(inbox icon) in the upper right corner and access the Review Form I-9 Section 1 & Complete Section 2 task for the selected employee.

Note: The Form I-9 is initiated as part of the onboarding process. It is recommended not to have an employee complete their Form I-9 months in advance of their start date as their start date may change. 

2. Review Section 1 information for accuracy.

Note: If information is not accurate, click Send Back and the form will redirect to the employee for correction. The employee must make corrections to own information.

Complete Section 2

Note: Enter the documentation from List A or a combination of documentation from List B or List C.

Note: Form I-9 documents must be inspected in-person. There are no exceptions. 

1. Select Document Title 1 under the appropriate List A, B, or C section.

2. Select/Verify the Issuing Authority.

   1. If the employee provides a birth certificate as a List C document, do not select the country (United States) as the Issuing Authority. Select the State of Issuance.

3. Enter Document Number

4. Enter the Expiration Date (if any).

   1. Do not use the N/A or D/S option. If the document indicates N/A or D/S, use the expiration date from the additional supporting document. 

5. Repeat steps 1 - 4 as necessary.

6. Do not check the “If you used an alternative procedure authorized by DHS to examine documents” box. UW-Madison is not an authorized employer to examine documents remotely. The documents must be examined in-person. There are no exceptions.

7. Enter First Day of Employment.

   Note: If a task is completed after day 3 of employment, an Overdue Reason must be entered. Review the Form I-9 Overdue Reasons Knowledge Base as to which overdue reason to select.

   Note: The start date on the Form I-9 must match Workday. The I-9 Coordinator provides the start date when completing Section 2. If the start date changes after completing the Form I-9, an I-9 Coordinator cannot amend the start date. Amending the start date on the Form I-9 does not amend the start date on the worker's profile. Only the Shared Services Human Resources UW role can amend the start date on the worker's profile. If a start date must be changed after completing the Form I-9, the I-9 Coordinator must:

   1. Notify an I-9 Partner to amend the start date on the Form I-9.

   2. Notify the Shared Services Human Resources UW role to amend the start date on the worker's profile.

8. Click I Agree box for the Signature of Employer or Authorized Representative.

9. Optional: Add Attachments (only for E-Verify documentation).

10. Click Approve.

Complete Form I-9 – Final U.S. Employment Verification Status

Note: This process must be submitted for the Form I-9 process to be completed.

1. From the Workday Home Page, select My Tasks(inbox icon) in the upper right corner and access the Complete Form I-9 task for the selected employee.

2. Select Employment Authorized in U.S. Employment Verification Status.

3. Optional: Enter Final E-Verify Case Number.

4. Review the Form I-9.

5. Click Submit.

Next Steps

By selecting Submit, you have completed the Form I-9 process.

Additional Resources

• Form I-9 Overdue Reasons

• Complete Record of External Form I-9

• Form I-9 and Non-Service Appointments

• Single Task Delegation for Form I-9