Create Journey Tasks for I-9 Process

You're creating an I-9 verification task for new hires in your organization based in the USA. HireRight is your third-party service provider for the I-9 verification process.

The I-9 form has two sections that need to be validated by both employee and employer in HireRight. Additionally, the I-9 verification status is available once the two sections are completed. So, you create three tasks for each of the sections and assign it to the respective task performers.

You need these details for the task:

• Integration code obtained during the setup process. You can't create the tasks without this code.

• HireRight user accounts for HR representatives to verify documents, generate the web link, and check the processing status.

• To transfer the completed I-9 form into Document Records, configure a document type and associate it to the I-9 Verification Status journey task. Additionally, the transfer must be enabled and configured on the HireRight side first.

Create I-9 Task for New Hire

1. In the Setup and Maintenance work area, go to the Checklist Templates task.

2. On the Create Checklist Templates page, on the General tab select the journey category and enter relevant details.

3. Click Save and then click the Tasks tab.

4. Click Add and enter details of the first task as detailed here. For other fields, use default values.

   Field	Value
   Name	Initiate I-9 Verification Process
   Description	Optional
   Status	Active
   Preceding Task	Leave blank
   Required	Yes
   Target Duration	1 day
   Task Performer	Employee
   Owner	Area of Responsibility, HR representative
   Action Type	I-9 Verification
   I-9 Section	I-9 Section 1- Employee
   I-9 Configuration	Integration code from setup
   Attachments	Selected
   Comments	Selected
   Notes	Complete this task before the end of the first day.

5. Click Save.

When this task gets assigned, new hires use their single sign on to go to the HireRight site and verify or update their details. The I-9 status in the HCM Work Relationship section won’t be updated after the new hire completes Section 1 as they don’t have the necessary privileges.

Line managers can do this task only when the employee completes the section 1 task.

1. In the Task tab, enter these details for the second task. For other fields, use default values.

   Field	Value
   Name	Verify Employee Details for I-9 Verification
   Description	Optional
   Status	Active
   Preceding Task	Initiate I-9 Verification Process
   Required	Yes
   Target Duration	6 days
   Task Performer	Line Manager
   Owner	Area of Responsibility, HR representative
   Action Type	I-9 Verification
   I-9 Section	I-9 Section 2 - Employer
   I-9 Configuration	Integration code from setup
   Attachments	Selected
   Comments	Selected
   Notes	Verify employee's details.

2. Click Save.

If the task to complete I-9 Section 2 is configured with Line Manager as performer, the I-9 status in the HCM Work Relationship section may not be updated after they complete Section 2 as they might not have the necessary privileges. However, if a HR representative completes I-9 Section 2 and has the necessary privileges, then the I-9 status in the HCM Work Relationship section is updated.

Create I-9 Task for HR Representative

HR representatives can review the I-9 verification status any time.

1. In the Tasks tab, enter these details for the third task. For other fields, use default values.

   Field	Values
   Name	Review I-9 Verification Status
   Description	Optional
   Status	Active
   Preceding Task	Leave blank
   Required	Yes
   Target Duration	10 days
   Task Performer	Line Manager
   Owner	Area of Responsibility, HR representative
   Action Type	I-9 Verification
   I-9 Section	I-9 Section Verification Status
   I-9 Configuration	Integration code from setup
   Attachments	Selected
   Document Type	Completed I-9 Form
   Comments	Selected
   Notes	Check employee's I-9 verification status.

2. Click Save.

When you verify the completed form, you need to click Upload to Document Records to move the completed form to Document Records.

Here are some points to consider:

• It's recommended to configure I-9 Verification Status process task with performer as HR Representative as part of your template. This enables the HR representative to view the I-9 status of the new hire in Journeys at any point during the I-9 process.
• If there's no document type configured in the I-9 Verification Status task, then Upload to Document Records won't be visible.
• If Section 1 and Section 2 of the I-9 Form aren't complete, then Upload to Document Records won't be visible.
• If there's a document type configured in the I-9 Verification Status task and this feature isn't enabled from HireRight, Upload to Document Records is visible but displays an error when the task performer clicks it.
• When you use the Auto update status and task status option for Update Status in HR, the completed I-9 form isn't automatically moved to Document Records. To move the completed I-9 to Document Records, you need to configure the I-9 Verification Status section task and the task performer, usually a HR Representative needs to manually perform the Upload to Document Records action.
• Only users with the PER_EDIT_WORK_RELATIONSHIP_DATA and PER_CHANGE_WORKER_ASSIGNMENT_DATA data privilege can update the I-9 status from the journey.
• After the user marks the journey tasks corresponding to Section 1, Section 2, and the I-9 Verification Status as complete, the statuses are updated. Performers of Section 1 and Section 2 should mark the task complete only after completing the corresponding sections in HireRight.
• When the I-9 Verification Status task is marked as Complete, the appropriate I-9 verification status is updated in the Work Relationship section if the user completing it has the necessary privileges.
• If the E-verify process is enabled from HireRight, the appropriate status is updated in the Work Relationship section.
• If Update Status in HR is set to Yes in the Checklists Integrations configuration page, the I-9 Status, e-Verify Status, and I-9 Expiration values are automatically updated based on the response sent from HireRight.