What is changing
-
Form I-9s will be initiated in Workday as part of the onboarding process.
-
Access to HireRight will be View Only (effective July 17).
-
Proxy Representatives will have to complete a paper Supplement B Reverification.
-
Fewer people will have the security role designation as I-9 Coordinator in Workday.
-
OHR Compliance team will be designated as an I-9 Partner to conduct audits and reports.
What stays the same
-
The USCIS form (Sections 1, 2, and Supplement B guidelines) will not change.
-
The List of Acceptable Documents will not change.
-
Schools/Colleges/Divisions will be responsible for Form I-9s.
How to prepare
-
Update Form I-9 Data (e.g. SSN and DOB mismatches) *expected March 2025
-
Keep track of Reverification windows (30-60-90 days).
-
Pay attention to new hire dates.
| Date | Action | Responsible Party |
|---|---|---|
| If the new hire occurs before July 13 | Form I-9 will be initiated in HireRight |
Employee: complete Section 1 by July 12 I-9 Coordinator: complete Section 2 by July 16 |
| If the new hire occurs on or after July 13 | Form I-9 will be initiated in Workday |
Employee: complete Section 1 in Workday I-9 Coordinator: complete Section 2 in Workday |
Note: If a new hire does not complete Section 2 by July 16, you must contact an I-9 Partner.
Transition period Dates
-
July 12: Last day for new hire to complete Section 1 in HireRight.
-
July 16: Last day for Section 2 or Supplement B to be completed in HireRight.
New schedule/future state
-
July 13: First day Form I-9s can be completed in Workday.
Who to contact for help
If you have any questions about Form I-9s, contact the OHR Compliance team.