Complete Record of External Form I-9

Overview

This job aid overviews the process for the I-9 Coordinator or I-9 Partner to enter an employee’s Form I-9 and/or Form I-9, Section 3/Supplement B in Workday which was previously done on paper or in another electronic system. 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 Partner, I-9 Coordinator
• Approver: N/A

Process Considerations

This is not a replacement of the Form I-9. This process is used to enter data into Workday for record purposes.

Note: Do not make copies of an employee's acceptable document(s) and do not upload acceptable document(s) to Workday.

Note: If an external record includes the document expiration date, the I-9 Coordinator will receive notification reminders from Workday when an employment authorization document is set to expire. Workday will send notification reminders when an employment authorization document is set to expire from a converted Section 2 external record if the document expiration date converted to Workday. If the Section 2 document expiration date did not convert or there was not an expiration date provided, Workday will not send a notification reminder. 

Note: A Supplement B Reverification that converted from HireRight to Workday cannot be reported on for reverification purposes. It is a converted external record that does not include expiration dates. Workday will not send notification reminders when an employment authorization document is set to expire from a converted Supplement B external record. 

Complete Record of External Form I-9 Section 2

1. Search for and select the Complete Record of External Form I-9 task from the search bar.
2. Enter Worker.
3. Click OK.
4. Select the External Record Source.
5. Enter the Last Name.
6. Enter the First Name.
7. Select the Employee Attestation to Citizenship or Immigration Status.
8. Under Section 2: (Note: Enter the documentation from List A OR a combination of documentation from List B or List C.)
   1. Select Document Title.
   2. Select Issuing Authority.
   3. Enter Document Number.
      1. If the document number is starred out, begin a Section 2 Correction in HireRight to see the full document number, then close the HireRight Correction tab.
   4. Enter Expiration Date.
      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 a – d as needed for additional documents.
9. Enter Employee’s Original First Day of Employment.
10. Enter Employer or Authorized Representative's Original Signature Date.
11. Optional: Enter information about the Employer or Authorized Representative.
12. If using a paper Form I-9, upload the paper Form I-9 as an attachment as part of the external record. By uploading the paper Form I-9 in Workday, the paper Form I-9 no longer needs to be stored in Box or another location.
    1. If using the Form I-9 from HireRight to create the external record, download the Form I-9 from HireRight and upload it in Workday as an attachment. 
13. 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 submitted the Complete Form I-9 – External Record for the employee.

Next Steps

By selecting Submit, you have submitted the Complete Record of External Form I-9, Section 3, for the employee.