Overview of Specific Actions for Form I-9 Processing
This Knowledge Base reflects the significant changes in Form I-9 processing in Workday.
Review the chart to see what the current action (HireRight) will now be in Workday. Note the final column which designates the security role that can complete each action. For information on the I-9 Coordinator and I-9 Partner security role, review Form I-9 Workday Guidance.
Note: The chart uses the term "sup org", which means supervisory organization. Workday functionality is based on supervisory organizations.
| Action | HireRight Process | Workday Process | Change | Security Role in Workday |
|---|---|---|---|---|
| Initiating a Form I-9 | Any I-9 Coordinator can initiate a Form I-9. | A Form I-9 is initiated as part of the onboarding process. | Only I-9 Coordinators within their sup org can complete Form I-9s, unless delegated. | I-9 Coordinator |
| Standalone Form I-9 | Any I-9 Coordinator can initiate a Form I-9. | I-9 Coordinators cannot initiate a standalone Form I-9. | I-9 Partners can initiate the standalone Form I-9 process for employees who need a Form I-9, including those hired in Workday without an initiated Form I-9 process. | I-9 Partner |
| Correcting or Amending a Form I-9 | Any I-9 Coordinator can correct (amend) a Form I-9. | I-9 Coordinators cannot amend (correct) a Form I-9 after the Form I-9 has been completed. | I-9 Partners can amend a Form I-9. | I-9 Partner |
| Viewing Form I-9s across campus | Any I-9 Coordinator can view all Form I-9s across campus. | I-9 Coordinators cannot view all Form I-9s across campus. |
I-9 Coordinators will only see Form I-9s for their sup org in Workday and have View Only access to Form I-9s in HireRight. Contact an I-9 Coordinator in the sup org to confirm a Form I-9 is on file. |
I-9 Coordinator |
| Supplement B Reverification for an employee outside Madison area | An I-9 Coordinator can send a link to a proxy representative to complete the Supplement B Reverification electronically. | Workday does not allow a link to complete the Supplement B Reverification. Workday uses the term remote and Authorized Representative. | A paper Supplement B Reverification must be completed by an Authorized Representative. The I-9 Coordinator must create an External Record and upload the paper Supplement B to the External Record (see next line). | I-9 Coordinator |
| Creating a Record | There is no process for creating an External Record. | I-9 Coordinators can create an External Record of Form I-9 data. | An External Record of Form I-9 data can be entered in Workday. | I-9 Coordinator |
| Uploading a Paper Form I-9 | There is no process to upload a paper Form I-9. | I-9 Coordinators can upload a paper Form I-9. | Paper Form I-9s can be uploaded. | I-9 Coordinator |
| Form I-9 Compliance Dashboard | There is no Form I-9 Compliance Dashboard. |
I-9 Coordinators will have a Form I-9 Compliance Dashboard showing Form I-9s within their sup org. |
There will be a Form I-9 Compliance Dashboard to provide a visual of Form I-9 compliance. | I-9 Coordinator |
| Access | I-9 Coordinators receive access by submitting a New User Request Form to OHR Compliance. | I-9 Coordinators receive access by being assigned or inheriting the security role. | The I-9 Coordinator security role is assigned at the sup org 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. | I-9 Coordinator |
| Training | All I-9 Coordinators are required to register and pass a quiz to gain access to HireRight. | I-9 Coordinators will not be required to register and pass a quiz to gain access to Workday. | There will no longer be a training to gain access. The HireRight training expires July 13, 2025. | I-9 Coordinator |
| New User Request Form | Supervisors are required to submit a form to OHR Compliance if a new I-9 Coordinator needs access. | A form is not required as the I-9 Coordinator role is assigned or inherited. | While the form is not required to gain access to Workday, if a new I-9 Coordinator requires View Only access to HireRight, the form must be submitted to OHR Compliance. |
I-9 Coordinator |
This chart outlines the key differences between HireRight and Workday with the Form I-9 business process to assist I-9 Coordinators in understanding each system's functionalities.
| Action | HireRight Process | Workday Process |
|---|---|---|
| Initiating a Form I-9 Process | 1. Login into HireRight. 2. Select Manage I-9 Forms. 3. Invite Employee - sends Section 1 to New Hire for completion. |
1. Onboarding is automatically initiated during the Hire Business Process. 2. Wave One tasks are sent to and completed by the New Hire. 3. Wave Two tasks, including Complete Form I-9, Section 1, automatically sent to New Hire. |
| Completing Section 1 | New Hire is guided through multiple screens to enter information in Section 1. | New Hire reviews Section 1 information that is auto filled based on worker profile (name, address, SSN, DOB) and completes remaining fields. |
| Section 2 Available | I-9 Coordinator receives an email when Section 1 is submitted. | I-9 Coordinator receives Section 2 in their My Tasks and notification is also sent by email. |
| Scheduling Section 2 Meeting | Occurs outside of HireRight. | Occurs outside of Workday. |
| Completing Section 2 | 1. Login into HireRight. 2. Select Manage I-9 Forms. 3. Select Pending Employer tab and clock on the employee record. 4. Click on Verify I-9 Docs. 5. Review Section 1; can send back to New Hire if needed. 6. Meet with employee to complete Section 2 to inspect documents in-person. |
1. Login to Workday. 2. Open task. 3. Review Section 1; can send back to New Hire ID needed. 4. Meet with employee to complete Section 2 to inspect documents in-person. |