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

Overview

This job aid overviews how to complete Supplement B of the Form I-9 when a Form I-9 has previously been entered into Workday. 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

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.

Form I-9, Supplement B

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.

Form I-9, Supplement B – Reverification if an Authorized Representative is Needed

An I-9 Coordinator cannot send a link to an authorized representative to complete a reverification. A paper Form I-9 reverification must be completed. Schools, colleges, and divisions must create an internal process as to how they will obtain Form I-9s securely if using an authorized representative. Schools, colleges, and divisions are encouraged to provide an authorized representative the Authorized Representative Instructions which are stored in the I-9 Compliance Box Folder. 

1. Once the I-9 Coordinator has securely obtained the paper Form I-9, review the Complete Record of External Form I-9 job aid on the process to enter and upload the employee’s Form I-9 in Workday.

Next Steps

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

Additional Resources

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