(USA) Managing I-9 Information Using Fluid
These topics provide an overview of managing I-9 information using Fluid and discuss how to complete, update, print, and archive I-9 data.
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Page Name |
Definition Name |
Usage |
|---|---|---|
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HC_HR_I9_DB_TILE_FLU (this is the cref for this tile) HC_HR_I9_DB_FL (this is the cref for the component when you select this tile) |
Access the Manage Form I-9 component as an administrator to view your own, employee, and delegated I-9 tasks that are in progress or completed. |
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HR_I9_DB_FL |
View Form I-9s requiring your attention, initiate the processes of the employer's confirmation of the employee's Form I-9, and approve I-9's, if approvals is enabled. |
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HR_I9_DB_FL |
View, review and complete the employer portion of the Form I-9s that have been delegated to you. |
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HR_I9_DB_FL |
View employees that need to complete the I-9 information and send notification to remind them to complete the form. |
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HR_I9_DB_FL |
View completed Form I-9s, initiate the processes of the employer's reverification and rehire of the employee, print I-9's, review document expiration dates, and update E-Verify statuses, if applicable. |
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EOAWMA_TXNHDTL_FL |
Take action on a Form I-9 approval request. |
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Verify/Reverify Form I9 Page - Section 2. Employer Review and Verification |
HR_I9_VERIFY_FL |
(Employer) Complete the Section 2. Employer Review and Verification to complete the confirmation of the Form I-9. |
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Verify/Reverify Form I9 Page - Supplement B, Reverification and Rehire (formerly Section 3) |
HR_I9_VERIFY_FL |
(Employer) Complete the Supplement B, Reverification and Rehire (formerly Section 3) to complete the confirmation of the Form I-9. |
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HR_I9_FILTERS_FL |
Identify search criteria to narrow the search to specific employee I-9 data. |
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HR_I9_EVERIFY_FLU |
Record E-Verify data. |
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HR_I9_DOC_EXP_SCF |
View expiring document details. |
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HR_RUNCTL_I9_FORM |
Generate the Form I-9s in PDF format. |
The Immigration and Nationality Act requires United States employers to complete and store Form I-9. Employers may process paper Form I-9s and store them electronically or complete and retain the Form I-9 solely in electronic format.
PeopleSoft Human Resources enables you to collect, store, and manage all I-9 information in compliance with the Immigration and Nationality Act. This includes employee self service functions to complete and submit the employee I-9 information, and functionality for the employer to complete the required employer sections of the Form I-9. The application provides components to report and process I-9 information, including notification of expiration dates, storing, printing, and archiving.
This example illustrates the process flow for completing the Form I-9 online.
Completing the Form I-9 online requires the following steps:
(Administrator) Configure the I-9 settings using the Work Authorization Setup Page.
Options include:
Set up approvals.
Enable E-Verify tracking.
Determine the maximum number of I-9 submissions rows that should display on the Manage Form I-9 pages.
(Employee) The employee must submit employment verification information on the first day of employment. The employee, preparer, or translator for the employee can fill out the identification and citizenship information on the self service Personal Details - Form I-9, (USA) Employment Eligibility Verification Page, Section 1. Employee Information and Attestation.
(Administrator) After the employee submits this information, the HR administrator will use the Manage Form I-9 Tile to access the following pages:
My Tasks Page: Review pending I-9's and complete section 2 of the Form I-9 required by the employer using the fluid Manager Form I-9 component, accessible through the Manage Form I-9 Tile.
When Approvals are enabled, the administrator will complete section 2 then approve the I-9 request, or push back the request to the employee.
If a new I-9 is needed, the administrator can send notification to the employee or the employee's supervisor to complete a new Form I-9.
Delegated Tasks Page: Review pending I-9's and complete the employer's section of the Form I-9 on behalf of another person, if a delegation exists.
Employee Tasks Page: View employees that need to submit I-9 information. If an employee needs to submit a new or revised I-9, the administrator can send notification to the employee or the employee's supervisor to notify them that they need to complete a new Form I-9.
Completed I-9's Page: Manage the I-9's by viewing completed I-9s. Review and complete supplement B of the Form I-9 required by the employer, if needed. Review expired documents, print batch or individual Form I-9's, and, if enabled, track E-Verify information.
Archive data that is no longer needed.
Administrators use the Manage Form I-9 tile to access the Manage Form I-9 component to view their own, employee, and delegated I-9 tasks that are in progress or completed.
Note: Administrators will be able to view and manage I-9 tasks for employees for whom they have access through department security.
Navigation:
The Manage Form I-9 tile is delivered as part of the Workforce Administrator Homepage
This example illustrates the fields and controls on the <Manage Form I-9 tile.
If Approvals is enabled and a delegation is in place for Form I-9, delegation information will also appear on this tile.
Administrators use the My Tasks page (HR_I9_DB_FL) to view Form I-9s requiring their attention, initiate the process of the employer's confirmation of the employee's Form I-9, and approve I-9's, if approvals is enabled.
Navigation:
Select the Manage Form I-9 Tile from the Workforce Administrator Homepage.
This example illustrates the fields and controls on the My Tasks page when approvals is not enabled.
This example illustrates the fields and controls on the My Tasks page when approvals is enabled.
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Field or Control |
Description |
|---|---|
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Filters and Filters Applied icon button |
Select this button to access the Filters Page and enter criteria to narrow the search results. |
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Clear Filters link |
This link appears when you have filters applied. Select this link to remove all filters applied to the I-9 Submission search results. |
I-9 Submissions
Use this section to review employees that have submitted their I-9s and where you need to complete their I-9 verification process.
Note: The maximum number of rows that can appear on this page is defined on the Work Authorization Setup Page in the Result Count Limit field. Use filters to limit the results.
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Field or Control |
Description |
|---|---|
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Due In |
Displays if an I-9 is due in a certain number of days or is overdue. |
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Select to access the Employee Contact page and view the person's name, email, and phone number. You can also select the Notify button to send a notification to the employee. |
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Select to access the Supervisor Contact page and view the supervisor's name, email, and phone number. You can also select the Notify button to send a notification to the employee's supervisor. |
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I-9 Status |
Without Approvals: When Approvals is not enabled for I-9s, the column will display the status of the I-9 submission, such as Submitted. With Approvals: When Approvals is enabled for I-9s, the field will display the Pending Approvals link. Select the link to access the Approval Chain page to view approvers and the request status. Important! You should determine before using Fluid I-9 functionality if you will use or not use Approvals for I-9 reporting on the Work Authorization Setup Page. You should not change back and forth between the two. |
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Actions > arrow button |
Without Approvals: Select this button to access the Verify/Reverify Form I9 Page - Section 2. Employer Review and Verification to complete the employer portion of the I-9 verification. With Approvals: Select to access the Pending Approvals - Form I9 Request Page to take action on the approval request. From the Pending Approvals page you will have access to the Verify/Reverify Form I9 Page - Section 2. Employer Review and Verification where you will complete the employer portion of the I-9 verification prior to approving the I-9 request. |
(Employee Contact Details) icon
(Supervisor Contact Details) iconAdministrators use the Delegated Tasks page (HR_I9_DB_FL) to view, review and complete the employer portion of the Form I-9s that have been delegated to them.
This page will appear for an administrator only if both of following conditions are true:
Approvals are enabled for I-9s on the Work Authorization Setup Page.
Another administrator has created a delegation of his/her Form I-9 to the signed in user.
Navigation:
Select the Manage Form I-9 Tile from the Workforce Administrator Homepage and select the Delegated Tasks page.
This example illustrates the fields and controls on the Delegated Tasks page when approvals is enabled and you have been delegated to review I-9 information.
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Field or Control |
Description |
|---|---|
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Act on Behalf of |
Select a delegator from the list to view the I-9 requests he or she has delegated to you. |
The Delegated Tasks page is similar to the My Tasks Page except it contains only delegated I-9 requests.
Administrators use the Employee Tasks page (HR_I9_DB_FL) to view employees that need to complete the I-9 information and send notification to remind them to complete the form.
Navigation:
Select the Manage Form I-9 Tile from the Workforce Administrator Homepage and select the Employee Tasks page.
This example illustrates the fields and controls on the Employee Tasks page.
This example illustrates the fields and controls on the Employee Tasks page.
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Field or Control |
Description |
|---|---|
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Filters and Filters Applied icon button |
Select this button to access the Filters Page and enter criteria to narrow the search results. |
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Clear Filters link |
This link appears when you have filters applied. Select this link to remove all filters applied to the I-9 Submission search results. |
I-9 Submissions
Use this section to review employees that need to complete their I-9 forms.
Note: The maximum number of rows that can appear on this page is defined on the Work Authorization Setup Page in the Result Count Limit field. Use filters to limit the results.
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Field or Control |
Description |
|---|---|
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Sub Filters |
When multiple rows are present with different statuses, Sub Filters buttons will appear in the sub header below the I-9 Submissions header. The following buttons appear when I-9s with these statuses exist:
Select a button to view employee rows with that status. |
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Due In |
Displays if an I-9 is due in a certain number of days or is overdue. |
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Select to access the Employee Contact page and view the person's name, email, and phone number. You can also select the Notify button to send a notification to the employee and remind them to complete their I-9 information. |
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Select to access the Supervisor Contact page and view the supervisor's name, email, and phone number. You can also select the Notify button to send a notification to the employee's supervisor and let them know their employee needs to complete the I-9 information. |
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I-9 Status |
This column displays the status of the I-9 submission for the employee. Values include Not Started and Pushed Back. |
Administrators use the Completed I-9's page (HR_I9_DB_FL) to view completed Form I-9s, initiate the processes of the employer's reverification and rehire, print I-9's, review document expiration dates, and update E-Verify statuses, if applicable.
Navigation:
Select the Manage Form I-9 Tile from the Workforce Administrator Homepage and select the Completed I-9's page.
This example illustrates the fields and controls on the Completed I-9's page when E-Verify is not enabled.
This example illustrates the fields and controls on the Completed I-9's page when E-Verify is enabled.
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Field or Control |
Description |
|---|---|
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Filters and Filters Applied icon button |
Select this button to access the Filters Page and enter criteria to narrow the search results. Note: You can also enter sub filters on the Filters page for this page. |
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Clear Filters link |
This link appears when you have filters applied. Select this link to remove all filters applied to the I-9 Submission search results. |
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Print Form I-9 button |
Select this button to run the Print Form I-9 process in batch form from the Print Form I-9 Page. |
I-9 Submissions
Use this section to review employees that completed their I-9 verification process.
Note: The maximum number of rows that can appear on this page is defined on the Work Authorization Setup Page in the Result Count Limit field. Use filters to limit the results.
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Field or Control |
Description |
|---|---|
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Select to access the Employee Contact page and view the person's name, email, and phone number. You can also select the Notify button to send a notification to the employee. |
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Select to access the Supervisor Contact page and view the supervisor's name, email, and phone number. You can also select the Notify button to send a notification to the employee's supervisor. |
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E-Verify |
This column is available when E-Verify is enabled on the Work Authorization Setup Page. Displays a link showing the last case status that was entered for this person. If no E-Verify data has been entered, the field displays the Update Status link. Select the link to access the E-Verify Case Status Page and view or record E-Verify data. |
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Select this icon to print the individual employee's Employment Eligibility Verification form. |
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Document Expiration |
This column is available when there are individuals where their documents are expiring soon. Indicates if there is a document that is expiring or has expired. Select the link to access the Expiring Documents Page and view details about the document. |
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Actions > arrow button |
Select to access the Verify/Reverify Form I9 Page - Supplement B, Reverification and Rehire (formerly Section 3) and complete the employer portion of the I-9 verification prior to approving the I-9 request. |
(print) iconUse the Pending Approvals - Form I9 Request page (EOAWMA_TXNHDTL_FL) to take action on a Form I-9 request.
Navigation:
Select the Actions > arrow for an employee row on the My Tasks Page.
Select the Form I9 Request type from the Pending Approvals fluid page then select the transaction request row for the employee.
This example illustrates the fields and controls on the Pending Approvals - Form I9 Request page.
Approval Options
The approval options on this page are common to all fluid approval transactions, as described in the documentation for the Pending Approvals - <Transaction Details> Page.
Important! You cannot approve an I-9 request until the employer's section 1 or supplement B section is completed. Select the View/Complete Section 2 link and complete the employer portion of the form.
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Field or Control |
Description |
|---|---|
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Approve and Pushback |
Use these buttons to take action on the requested approval. Note: You must complete the employer portion of the I-9 verification prior to approving the I-9 request. |
Request Summary
The summary fields on this page provide information about the transaction you are being asked to approve.
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Field or Control |
Description |
|---|---|
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Submission Type |
Displays if it's a new submission or a rehire. |
Actions
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Field or Control |
Description |
|---|---|
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View Form I-9 link |
Select to view the Employment Eligibility Verification in a read only PDF format. |
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View/Complete Section 2 link |
Select to access the Verify/Reverify Form I9 Page - Section 2. Employer Review and Verification and complete the confirmation of the Form I-9. Note: You must complete the employer portion of the I-9 verification prior to approving the I-9 request. |
Attachments
This section is available if the employee added attachments while submitting the I-9 verification.
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Field or Control |
Description |
|---|---|
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Attachments |
Select to access the Attachments page and view the attachments. |
Approver Comments and Approval Chain
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Field or Control |
Description |
|---|---|
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Approver Comments |
Enter any comments related to the approval action you take. |
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Approval Chain |
Select to open the Approval Chain page, where you can review information about all approvers for the transaction. |
Employers use the Verify/Reverify Form I9 page (HR_I9_VERIFY_FL), Section 2 Employer Review and Verification portion to complete the confirmation of the Form I-9.
Navigation:
Select the View/Complete Section 2 link on the Pending Approvals - Form I9 Request Page when approvals is enabled.
Select the Actions > arrow button on the My Tasks Page for an employee row when Approvals is not enabled.
This example illustrates the fields and controls on the Verify/Reverify Form I9 page, Section 2. Employer Review and Verification in fluid (1 of 3).
This example illustrates the fields and controls on the Verify/Reverify Form I9 page, Section 2. Employer Review and Verification in fluid (2 of 3).
This example illustrates the fields and controls on the Verify/Reverify Form I9 page, Section 2. Employer Review and Verification in fluid (3 of 3).
Use this page to complete the employer sections after the employee, preparer, or translator has completed and submitted the Form I-9.
Section 1. Employee Information and Attestation
This section displays the data entered and submitted by the employee, preparer, or translator on the (USA) Employment Eligibility Verification Page, Section 1. Employee Information and Attestation. Expand or collapse this section to view or hide the information.
Section 2. Employer Review and Verification
The sections and fields that are available for entry correspond to the citizenship status and the minor and specials placement details selected by the employee on the form. The page populates the following fields based on the options selected by the employee:
If the employee selected Special Placement for his or her signature, then the List B – Identify section has the field value of Special Placement in the Document Title field, and the List C – Employment Authorization section fields are available for entry.
If the employee selected Minor Under Age 18 for his or her signature, then the List B – Identify section has the field value of Individual under age 18 in the Document Title field, and the List C – Employment Authorization section fields are available for entry.
The employer representative needs to complete one of the following options:
List A - Identity and Employment Authorization
List B - Identity AND List C - Employment Authorization
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Field or Control |
Description |
|---|---|
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Document Title |
Record the type of documentation provided by the employee. There are separate fields for each document type (A, B and C). |
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Issuing Authority |
Enter the name of the agency that issued the document. |
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Document Number (if any) |
Enter the number of the actual document. |
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Expiration Date (if any) (mm/dd/yyyy) |
(Optional) Record the expiration date, if any, of the document. |
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Additional Information |
Record any additional information required to complete Section 2, or any updates that are necessary once Section 2 is complete. |
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Check here if you used an alternative procedure authorized by DHS to examine documents. |
Select this check box if you used an alternative procedure authorized by DHS to examine the documents. |
Certification
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Field or Control |
Description |
|---|---|
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Signature of Employer or Authorized Representative |
Select the name of the employer representative who is submitting the data. The drop-down value displays the name of the person logged into the system. |
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Last Name, First Name and Title of Employer or Authorized Representative |
Displays the name and job title of the employer representative who is submitting the data. |
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Employer’s Business or Organization Name |
Displays the organization’s name. |
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Employer’s Business or Organization Address, City or Town, State, Zip Code |
Displays the current organization’s address. |
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Submit button |
Select this button to save and submit the information you entered. When you select this button, the system will prompt you to perform a validation check. Select Yes to perform the check. |
Employers use the Verify/Reverify Form I9 page (HR_I9_ADMIN_SEC2), Supplement B, Reverification and Rehire (formerly Section 3) portion to complete the confirmation of the Form I-9.
Navigation:
Select the Actions > arrow button on the Completed I-9's Page for an employee row.
This example illustrates the fields and controls on the Verify/Reverify Form I9 page, Supplement B, Reverification and Rehire (formerly Section 3) (1 of 2).
This example illustrates the fields and controls on the Verify/Reverify Form I9 page, Supplement B, Reverification and Rehire (formerly Section 3): (2 of 2). Although not shown here, you can add the following Date of Rehire information up to three times online.
Use this page to complete the employer sections after the employee, preparer, or translator has completed and submitted the Form I-9.
Section 1. Employee Information and Attestation:
This section displays the data entered and submitted by the employee, preparer, or translator on the (USA) Employment Eligibility Verification Page, Section 1. Employee Information and Attestation. Expand or collapse this section to view or hide the information.
Section 2. Employer Review and Verification:
The Verify/Reverify Form I9 Page - Section 2. Employer Review and Verification sections and fields that are available for entry correspond to the citizenship status and the minor and specials placement details selected by the employee on the form.
Supplement B, Reverification and Rehire (formerly Section 3)
This supplemental section is available when you have a rehire or a reverification and need to request that the employee submit a new form.
If an employee is rehired within three years of termination, or if the original document has expired, employers may reverify or update the original I-9 after it is submitted. A Form I-9 can only be updated or reverified one time.
If new information needs to be entered and actual documentation information already exists, all fields above this section will be display only and the employee and employer must complete a new Form I-9. The administrator can send an email notification to the employee requesting a new Form I-9 from this page. The administrator is able to view all forms completed by employees, including history.
Note that you can add the following field information up to three times.
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Field or Control |
Description |
|---|---|
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Date of Rehire (if applicable) (mm/dd/yyyy) |
Displays the most current rehire date by default in this field. |
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New Name (if applicable) |
Displays the employee's current name if it is different from the name initially saved on the form. |
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Document Title |
Enter the type of documentation being reverified or for the employee being rehired. |
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Document Number (if any) |
Enter the number of the actual document. |
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Expiration Date (if any) (mm/dd/yyyy) |
(Optional) Record the document expiration date, if any. |
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Signature of Employer or Authorized Representative |
Select the signature of the employer or representative to confirm that the employee is authorized to work. The drop-down menu value displays the name of the person logged into the system. |
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Check here if you used an alternative procedure authorized by DHS to examine documents. |
Select if you used an alternative procedure authorized by DHS to examine the documents. |
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Submit button |
Select this button to save and submit the form. |
Use the Filters page (HR_I9_FILTERS_FL) to identify search criteria to narrow the search to specific employee I-9 data.
Navigation:
Select the Filters button on any of the Manage Form I-9 pages.
This example illustrates the fields and controls on the Filters page from the Completed I-9's page.
Enter criteria to narrow the search results for the employee I-9 rows. Filter fields include:
Employee ID
Name
First Name
Last Name
Middle Name
Business Unit
Department ID
Location Code
Supervisor ID
Reports To
Job Code
Sub Filters
Note: This section is available when accessing the Filters page from the Completed I-9's Page only.
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Field or Control |
Description |
|---|---|
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Type |
Select the type of completed I-9s you want to view. Value include:
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E-Verify Status |
This field is available when Enabled E-Verify is selected on the Work Authorization Setup Page configuration. Select the E-Verify status rows you want to view. |
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Document Expiry Status |
Select to view those with one of the following document expiration statuses:
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Use the E-Verify Case Status page (HR_I9_EVERIFY_FLU) to record E-Verify data.
Navigation:
Select the link for an employee row under the E-Verify column on the Completed I-9's Page.
Note: The column and link is only available when E-Verify has been enabled on the Work Authorization Setup Page.
This example illustrates the fields and controls on the E-Verify Case Status page.
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Field or Control |
Description |
|---|---|
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Case Number |
Enter the 15-digit alphanumeric E-Verify case identification number provided by the E-Verify system. |
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Case Status |
Enter the current state of the E-Verify case as indicated in the E-Verify response. |
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Status Description |
Enter the detailed description of the current status from the E-Verify response to provide additional context about the case's progress. |
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Case Closed? and Case Closed Date |
Select this check box if the E-Verify case was officially closed, as specified in the E-Verify response. When selected, the Case Closed Date field appears. Enter the date on which the E-Verify case was officially closed, as specified in the E-Verify response. |
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Response Date |
Enter the date on which the E-Verify response was received. This information is primarily for your organization's tracking purposes. |
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Comments |
Add any additional comments about this entry. This is also for your organization's tracking purposes. |
Case Status History
This section appears when you have entered previous case information and displays the case information from each entry.
Use the Expiring Documents page (HR_I9_DOC_EXP_SCF) to view expiring document details.
Navigation:
Select the Expired link in the Document Expiration column for an employee row on the Completed I-9's Page.
This example illustrates the fields and controls on the Expiring Documents page.
See the product documentation for PeopleTools: Data Management, "Using PeopleSoft Data Archive Manager."