Form I-9 Workday Guidance

New Terminology

In Workday, there are key terms that have new names. The chart below provides the original term and the new replacement term.

New Workday terminology
Original HireRight Term	New Workday Term
Proxy	Remote
Correct	Amend
Supplement B	Section 3
Delete	Rescind
Proxy Representative	Authorized Representative

I-9 Coordinator Role vs. I-9 Partner Role

This section will provide an overview of the different responsibilities for the I-9 Coordinator and I-9 Partner. For more detailed information about what has changed in the processing of the Form I-9, please review the Overview of Specific Actions for Form I-9 Processing document.

Overview

The I-9 Coordinator role is vital in ensuring compliance with employment verification requirements by facilitating the Form I-9 process. This document outlines the responsibilities, tools, and procedures for I-9 Coordinators to complete their tasks effectively. It also explains the relationship between the I-9 Coordinator role and the I-9 Partner role, as well as when and how to contact OHR Compliance.

I-9 Coordinator Role

I-9 Coordinators may include positions outside of human resources, such as:

Department Administrators
Payroll Coordinators
Managers
Student Help

I-9 Coordinator Responsibilities
1. Complete Section 2 of the Form I-9	Meet with new hires in person to verify their documents and complete Section 2 of the Form I-9. Ensure that all necessary documentation is provided by the employee and reviewed for compliance.
2. Submit the Final Authorization	After completing Section 2, submit the Final Authorization for the Form I-9 process by selecting Employment Authorized.
3. Complete Supplement B for Rehires, Reverifications, and Name Changes	For rehires, fill out Supplement B of the Form I-9 to maintain proper records. For reverifications, ensure that the employees employment authorization is still valid and updated. For name changes, update the employees name if applicable.
4. Entering External Records of Form I-9s	For employees with Form I-9s completed externally in HireRight, enter the Form I-9 data from HireRight into Workday to ensure compliance is tracked. If a paper Form I-9 is needed or on file, the paper Form I-9 should be uploaded to Workday. Instances in which a paper Form I-9 may be used or on file: Supplement B Reverification for an employee who requires reverification of their employment authorization documents but does not live near UW-Madison. An Authorized Representative must complete a paper Form I-9, send it securely to the I-9 Coordinator, and the I-9 Coordinator must upload it to Workday as an external record. Current employees who have a paper Form I-9 in Box. The paper Form I-9 in Box can be uploaded to Workday as an external record so the paper Form I-9 is stored in Workday.
5. Accessing the Form I-9 Compliance Dashboard	The I-9 Coordinator has access to the I-9 Compliance Dashboard where they can track the status of Form I-9s for their assigned supervisory organization.
6. Assigning and Inheriting Roles	The I-9 Coordinator role is assigned at the supervisory organization level. If not assigned to a subordinate organization, the role is inherited automatically by those organizations. The role has transactional access limited to the assigned or inherited supervisory organizations.
7. Amending a Form I-9	The I-9 Coordinator can amend the Form I-9 until it is finalized. This includes a start date, document title, document number, etc. Once the Form I-9 is finalized, an I-9 Coordinator can no longer amend the Form I-9. If a start date changes after the Form I-9 has been initiated, the I-9 Coordinator must amend the start date when completing Section 2. If the start date changes after the Form I-9 is completed, the I-9 Coordinator must notify an I-9 Partner to amend the start date on the Form I-9 and the I-9 Coordinator must notify Shared Services to amend the start date on the worker profile.

I-9 Coordinator Key Tasks and Tools
Inbox Task for Section 2, Final Authorization, and Supplement B	The I-9 Coordinator will receive inbox tasks that prompt them to complete Section 2 and submit the Final Authorization. They will also handle Supplement B Rehires and Reverifications if necessary (e.g., for reverifications, rehires, name changes).
Supervisory Organization Assignment	The I-9 Coordinator role is assigned at the supervisory organization level and can be inherited by lower-level organizations. This ensures that the Form I-9 responsibilities are appropriately distributed.

I-9 Partner Role

I-9 Partners are individuals in OHR Compliance. This role is not assigned to employees outside of OHR.

When to Contact OHR Compliance

There are specific functions that only an I-9 Partner will be able to complete. Contact OHR Compliance if you need support with any of the tasks below.

Functions that only an I-9 Partner will be able to complete
Amending a Form I-9	If an error has been made or an update is required on the Form I-9 such as a start date, document title, document number, etc. The most common reason to amend a Form I-9 is the First Day of Employment (start date). This process does not amend the start date on the worker's profile. Only a Shared Services security role can amend the start date on the worker's profile. The I-9 Coordinator must notify an I-9 Partner to amend the start date on the Form I-9 and the I-9 Coordinator must notify Shared Services to amend the start date on the worker profile.
Canceling a Form I-9	If a new hire will no longer be in the position, or if a paper Form I-9 is being completed, the Form I-9 business process must be canceled.
Initiating a Standalone Form I-9	This is for cases where an employee is hired in Workday but their onboarding (and Form I-9 process) was skipped, or when a Form I-9 must be completed for an employee who does not have one on file. Note: The Form I-9 process should be initiated through the onboarding system to avoid manual errors. A standalone Form I-9 should only be initiated if the onboarding process has not been completed, and this should occur on a very infrequent basis.

The I-9 Coordinator is a critical role that supports the Form I-9 verification process. By performing tasks like completing Section 2, submitting Final Authorization, and entering external Form I-9 records, the I-9 Coordinator helps ensure compliance. The I-9 Partner role, designated for OHR Compliance personnel, manages overall compliance across the university.

Form I-9 Reports in Workday

The following reports can be used to ensure compliance with Form I-9s.

I-9 Authorization Status (UW): Report identifies the Authorization Status for Form I-9, including the workflow steps in progress and who owns the next step.
I-9 In Progress Status (UW): Identifies in progress Form I-9s and includes worker name, hire date, due date and who is responsible for the next step.
I-9 Questionnaire Responses (UW): This report provides questionnaire results from the Form I-9 questionnaire answered during the hire process.
I-9 Section 1 Overdue (UW): Identifies overdue Form I-9s with incomplete Section 1 and includes worker name, due date, and days past due.
I-9 Section 2 Overdue (UW): Identifies overdue Form I-9s with incomplete Section 2 and includes worker name, due date, days past due, and the I-9 Coordinator assigned.
I-9 Section 1 Still In-Progress (UW): Identifies Form I-9s that have a Section 1 status of in progress and includes worker name, date of hire, due date, and status description.
I-9 Section 2 Still In-Progress (UW): Report identifies Form I-9s with Section 1 with a completed status and Section 2 with a status of in progress.
Audit Form I-9
Audit Form I-9 Receipts
Form I-9 Audit Trail: View the audit trail of Form I-9 business processes for one or more organizations, locations, establishments, or workers. Details include the business process initiate date, initiator, and status of individual business process steps.
Form I-9 Internal Audits
Form I-9 Process Status: This report provides a count of Form I-9 business processes in various statuses.
U.S. Electronic Form I-9 Verifications
Mass Print Form I-9 for Workers: Prints all Form I-9 documents for worker. Facets you can select for the report are location, supervisory organization, worker is active, and worker has Form I-9.
Expiring Form I-9 Documents (UW): This report is used to track expiring documents on the Form I-9.
U.S. Employees with Form I-9 Expiring Documents: View U.S. employees with expiring Form I-9 Section 2 and Supplement B documents that require reverification.
U.S. New Hires Missing an Electronic Form I-9
Most Recent Form I-9 Validation (UW): This report is used for validation of the most recent Form I-9s attached to a worker.

Guidance for Processing Form I-9s between HireRight and Workday

After we transition to Workday, there may be Form I-9s in HireRight that require completion in Workday. The following scenarios provide information as to how to handle these unique situations and ensure compliance and proper processing of Form I-9s.

Workday cutover scenarios
Scenario	Process Steps
Audit Reveals Missed Rehire from Form I-9 in HireRight for an Active Appointment	Email OHR Compliance at hrcompliance@ohr.wisc.edu to initiate a standalone Form I-9 in Workday using the rehire date that was missed. Use the overdue reason of: Audit Revealed that New Hire Was Not Run. Add the termination date to the Form I-9 in HireRight corresponding to the previous positions termination date.
New Hire	A Form I-9 is initiated in Workday as part of the onboarding process.
Supplement B Reverification Needed from Form I-9 in HireRight	If the I-9 data from HireRight did not convert to Workday, an external record must be completed in Workday. Once this has been completed, a Supplement B reverification can be initiated. If the I-9 data from HireRight did convert to Workday, a Supplement B reverification can be inintiated. If an employee is outside of Madison and an Authorized Representative will be needed, a paper Form I-9 must be used and the I-9 Coordinator must upload the paper Form I-9 and create an external record in Workday.
Rehire Needed Due to Break-in-Service and Form I-9 in HireRight is within USCIS Guidelines	Email OHR Compliance at hrcompliance@ohr.wisc.edu to initiate a standalone Form I-9 in Workday using the rehire date. It is recommended to complete a new Form I-9 because it will allow for the continuity of record keeping. Add a termination date on the Form I-9 in HireRight corresponding to the previous positions termination date.

Updated: Apr. 21, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/form-i-9-workday-guidance/