University of Wisconsin–Madison

Overview of what is changing for I-9s

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.

Cutover situations
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

Updated: Feb. 28, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/overview-of-what-is-changing-for-i-9s/

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