Form I-9 Workday Guidance

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

Overview

This job aid outlines the responsibilities, tools, and procedures for I-9 Coordinators and I-9 Partners 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.  For more detailed information about what has changed in the processing of the Form I-9, please review Overview of Specific Actions for Form I-9 Processing.

I-9 Coordinator Role

This role performs transactional Form I-9 responsibilities for their assigned supervisory organization, including meeting new hires to complete Section 2, submitting the Final Authorization, completing Supplement B for rehires and reverifications, and entering external records of Form I-9s. 

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

• Department Administrators
• Payroll Coordinators
• Managers
• Student Help

I-9 Partner Role

This is a strategic role that manages the overall Form I-9 process. The primary responsibilities of this role include ensuring institution-wide Form I-9 compliance through audits and reports. This role can amend Form I-9s, initiate the standalone Form I-9 process, and cancel the Form I-9 business processes. I-9 Partners are individuals in OHR Compliance. This role is not assigned to an employee 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.  

Form I-9 Responsibility and Access Chart

The following table further breaks down the responsibility and access based on role to provide a comparison. 

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.

After the 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.

Data from Form I-9s completed outside of Workday can be put into Workday in two ways:

1. Mass conversion of data from HireRight and FormI9.com as part of the Workday implementation (Form I-9s completed on paper will not be converted).
2. Adding data from individual Form I-9s using the Complete Record of External Form I-9 and Complete Record of External Form I-9, Supplement B (formerly Section 3) tasks.

Note: Data from Form I-9s converted into Workday are not a replacement for the original forms. The original forms, whether electronic or paper, are considered the complete Form I-9 and must be retained according to USCIS requirements.

Included in the Workday implementation is a mass conversion of Form I-9 data from records in HireRight and FormI9.com. This includes both Section 1 and Section 2 data, as well as Supplement B (formerly Section 3). Given the number of Form I-9s and the differences between the prior systems and Workday, not all pertinent Form I-9 data can convert into Workday. 

Data not converted includes:

• Paper Forms: Mass conversion of hard copy/paper Form I-9s was determined out of scope for Workday implementation.   
• Form I-9s for Terminated Employees: Workday only allows Form I-9s for active employees. Form I-9s for terminated employees that are within the record retention period or have not been purged will not have data converted.
• Form I-9s for current Contingent Workers: If a current Contingent Worker has a Form I-9 because they were previously an employee, that Form  I-9 data will not be converted.
• Optional data: Not all data points included on the Form I-9 are required for conversion.  The following data points have been excluded as part of the Workday implementation:
  • Employee Address, Email Address, and Phone Number in Section One
  • Alien Registration Number, USCIS Number, I-94 Admission Number, Foreign Passport Number and Country of Issuance in Section One
  • Translator Data
  • Issuing Authority information in Section Two
  • Employer Business Title, Name, and Address in Section Two
  • E-Verify information
  • Attachments
  • Expiration Dates for documents are not required but will be converted where possible
  • Section 3/Supplement B data conversion is minimal with only the Employee Name, Name of Employer or Authorized Representative, and Date of Employer Signature data points converted

Note: Form I-9 data from the HireRight and FormI9.com reports used in the conversion process that do not meet the criteria for conversion or where the conversion into Workday fails, will be collected in Error Reports. Campuses will be provided with the relevant Error Reports and can determine if and how they would like to address the errors.

Those assigned the I-9 Coordinator or I-9 Partner security roles have the ability to create a record in Workday of a Form I-9 that was completed outside of Workday. Two tasks are available to add individual data from an external Form I-9 to a worker in Workday. The available data fields will align with the Form I-9 most recently published by USCIS, but they are not all required to create the record.

The Tasks & Required Data

Complete Record of External Form I-9: Add Form I-9 data from Section 1 and Section 2 of an external form.

At minimum, the following data fields must be populated:

• External Record Source: Options are HireRight, FormI9.com, and Paper
• Section 1: Last Name of Employee
• Section 1: First Name of Employee
• Section 1: Employee Attestation to Citizenship or Immigration Status
• Section 2: At least one document title
• Section 2: Employee's First Day of Employment
• Section 2: Employer or Authorized Representative Signature Date

Complete Record of External Form I-9, Supplement B (formerly Section 3): Can only be used in relation to a complete record of external Form I-9 (which must be loaded/added first).

The only required data field for this task is: Employer or Authorized Representative Signature Date.

Converted Form I-9 data does not have the same functionality as data entered as part of the Complete Form I-9 or Complete Form I-9, Supplement B (formerly Section 3) business processes.

Reports: Converted Form I-9 data can appear in reports but the usability will be determined by what data is included.

Example: If a converted record only includes the Document Title from Section 2 and not an expiration date, it cannot be tracked on the Expiring Form I-9 Documents report for reverification. 

Audits: The Form I-9 data in Workday from an external record is not a complete Form I-9.  Converted data can be viewed and audited internally but would not be sufficient in the case of an external audit.

Supplement B (formerly Section 3): The Complete Form I-9 Supplement B (formerly Section 3) task can be initiated when an external record of Form I-9 has been added to Workday.  However, Workday provides the following note as part of this process:

Sections 1 and 2 shown here are blank because they relate to a Form I-9 that exists outside of Workday for this worker. To proceed with reverification, complete Section 3 and submit. Section 3 will be linked to Sections 1 and 2 of the Record of the External Form I-9 in Workday

The original/complete Form I-9 should always be reviewed before completing Supplement B when Section 1 and 2 are from an external record. 

Amend Form I-9: Amending records of external Form I-9 records are not supported.