Complete Form I-9, Supplement B (Formerly Section 3)

Overview

This job aid overviews how to complete a Form I-9 Supplement B when the Form I-9 was completed in Workday, when the Form I-9 was completed in HireRight, and when the Form I-9 required an Authorized Representative. Form I-9 Supplement B is used for reverification of an employment authorization document which is expiring, legal name change, or rehiring of an employee within three years of the date the original Form I-9 was completed. 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

The original Form I-9 should always be referenced and reviewed in HireRight. 

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.

For Reverifications -  Not all Form I-9s will convert to Workday from HireRight and any previously completed Supplement B Reverifications that converted cannot be reported on for reverification purposes because data about the documents and their expiration dates are not converting. Therefore, it is important to continue to run reverification reports in HireRight and ensure the Hiring Manager in HireRight is updated because Workday will not send notification reminders when an employment authorization document is set to expire from a converted external record. 

Form I-9 Completed in Workday

1. From the Workday Home Page, search for and select the name of the employee using the search bar.
2. Click Actions.
3. Hover over Personal Data and select View Form I-9.
4. Click Section 3 Reverification.
5. Under Section Supplemental B, Reverification and Rehire (formerly Section 3):
6. If a Rehire:
   1. Enter Date of Rehire.
7. If a Name Change:
   1. Enter Last Name, First Name, and Middle Initial.
8. Enter Last Name, First Name, and Middle Initial.
9. If a Reverification:
   1. Select Documentation Title.
   2. Enter Document Number.
   3. 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.
   4. Repeat steps c – e, as needed for additional documents.

Note: A rehire, reverification, and name change can be completed at the same time.

10. Under Signature of Employer or Authorized Representative:
    1. Click I Agree checkbox for the Name of Employer or Authorized Representative.
    2. Confirm the Name of Employer or Authorized Representative is entered correctly.
11. 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.
12. Click Submit.
    Note: Click Save for Later if you would like to save your current progress before exiting the task.

Next Steps

By selecting Submit, you have completed the Form I-9, Supplement B (formerly Section 3) Reverification process.

Form I-9 Completed in HireRight

If a Supplement B Reverification is Needed

When the I-9 Coordinator receives a notification reminder from HireRight that an employee's employment authorization documents are expiring, the I-9 Coordinator must complete the Supplement B Reverification in Workday. 

Before a Supplement B Reverification is completed in Workday, the I-9 Coordinator must review Workday to determine if there is an external record of the Form I-9 data from HireRight.

• If there is an external record in Workday, a Supplement B Reverification can be completed via the external record.
• If there is not an external record in Workday, it must be completed in Workday before a Supplement B Reverification can be completed. When creating the external record, the I-9 Coordinator must use the Section 1 and Section 2 Form I-9 data in HireRight. The I-9 Coordinator should include all relevant Form I-9 data such as document title and document expiration date. Once the external record is completed, the Supplement B Reverification with the updated employment authorization can be completed via the external record. Review the Complete Record of External Form I-9 Knowledge Base for instructions on how to enter an external record. 

If a Supplement B Rehire is Needed

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.

Additional Resources

• Form I-9 Workday Guidance
• Complete Record of External Form I-9