Complete Form I-9 Remote

Overview

This job aid overviews the process for a Form I-9 to be completed when the employee is remote and is not able to complete Section 2 with an I-9 Coordinator at UW-Madison. 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: HR Process Coordinator, I-9 Coordinator
• Approver: N/A

Process Considerations:

The following criteria must be met to initiate the Remote I-9 Process:

• The new hire is NOT a student hourly or student assistant.
• The home address is outside of Wisconsin (if a home address is not entered, Workday will consider it an outside of Wisconsin address).

Warning: The Remote I-9 process cannot be initiated outside of this process and, once initiated, the Remote I-9 process cannot be changed to the Standard Form I-9 process.

Note: An Authorized Representative for Section 2 completion must be assigned at the time of hire. Workday uses the term “Remote” for an employee who does not live near or around UW-Madison. It does not mean that the I-9 Coordinator can remotely inspect documents.

I-9 Questionnaire

1. The Human Resources Process Coordinator will receive the I-9 Questionnaire in My Tasks.
2. Select Remote to identify how the new hire will complete their Form I-9.
3. Complete the I-9 Questionnaire to send Section 1 of the Form I-9 to the new hire.

Once the new hire has entered and reviewed the required information into Section 1 of the Form I-9 and submits, the I-9 Coordinator will receive a My Task for the next steps.

Manage Remote Form I-9

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

   Note: The I-9 Coordinator will make the arrangements for the involvement of an Authorized Representative with the new hire. This occurs outside of Workday.

2. Select the Relationship as one of the following options:
   1. College and University Professional Association for Human Resources (CUPA-HR) Representative.
   2. Human Resources Professional.
   3. Notary.

   Note: The Relationship options cannot be modified and there is no “Other” option. The options provided are to emphasize the preference for human resources professionals to complete the Form I-9.

3. Enter Email.
4. Optional: Enter First Name, Last Name, Phone Number, and Message.

5. 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 their own information.

6. Click Next.

This will send an email with a one-time link to the Authorized Representative to complete Section 2 of the Form I-9. When notifying the Authorized Representative, send the Authorized Representative Instructions so the Authorized Representative understands what to complete. The Authorized Representative Instructions are stored in the I-9 Compliance Box Folder.

Authorized Representative Reviewer One-Time Link

1. Optional: Enter First Name and Last Name.
2. Enter Email.
3. Optional: Enter Phone Number and Government ID.
4. Click the I Agree box.
5. Click Next.
6. Enter Section 2 Information:
   1. Select Document Title.
   2. Select/Verify the Issuing Authority.
   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 as necessary.
7. Click Next.

8. Enter First Day of Employment.

   Note: If task is completed after day 3 of employment, an Overdue Reason must be entered.

9. Click I Agree box for the Signature of Employer or Authorized Representative.
10. Enter Title of Authorized Representative.
11. Enter Last Name of Authorized Representative.
12. Enter First Name of Authorized Representative.
13. Enter Employer’s Business or Organization Name.
14. Enter Employer’s Business or Organization Address.
15. Enter City or Town.
16. Enter State.
17. Enter Zip Code.
18. Click Submit.

Note: Employee will be notified in Workday by My Tasks when the Authorized Representative submits Section 2. At the same time, the I-9 Coordinator will receive the completed Form I-9 in their My Tasks for review and approval.

Complete Remote Form I-9

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

2. Review Section 1 and Section 2 of the Form I-9. Send Back the Form I-9 to either the hire to correct Section 1 or the Authorized Representative to correct Section 2.

   Note: An I-9 Coordinator cannot correct Section 2 if an Authorized Representative was used to complete Section 2. The I-9 Coordinator must review the Form I-9 and if a correction is needed, send it back to the Authorized Representative to complete. 

3. Click Next.
4. Click Approve.
5.  In My Tasks, access Complete Form I-9: Final US Employment Verification Status task for the selected employee.
6. Select Employment Authorized in U.S. Employment Verification Status.
7. Click Submit.

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

Next Steps

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