Uploading I-9s Created Outside of the Platform

Please note that the features described below are only available to our HR Plus customers. If you would like to learn more about HR Plus, please speak with your Customer Success Manager.

When your employees complete their I-9s outside of the platform, for example in your payroll system, they can still be added to your account by following these instructions. This will ensure that the system reflects their I-9 status in the Work Eligibility Report, the Data Room, and the Document Audit Report.

1. Click on Start New Workflow on your Company Workspace.
2. Click Employee Form I-9 (Upload Only), located in the Human Resources category.
3. Select the employee whose I-9 document you want to upload.
4. On the next page, you'll be prompted to upload a document from your computer, or if the I-9 is already in the Data Room, you can choose to Select Document from Data Room.
5. Enter the Form I-9 details, including Effective Date, Employee Social Security Number, Employee Date of Birth, Employee's First Day of Employment, and Citizenship or Immigration Status
6. Select the verification documents. You can either use a List A document that establishes both identity and employment authorization, or you can use the combination of a List B document, which establishes identity, and a List C document, which establishes employment authorization. An authorized representative of your company must physically examine the identity and employment authorization document(s) presented, in person, by the employee.
7. Upload the verification document(s) and enter the necessary documentation details.

FAQs

Why run the workflow if I already have an I-9?

Once this workflow is complete, your employee’s Form I-9 will be uploaded into the Data Room and the metadata will be properly mapped within the platform. For example, their I-9 information will be added to your Work Eligibility Report. Additionally, your Data Room will be populated with the Form I-9 and the Identity and Employment Eligibility Document. You can find these under the Human Resources folder in the Data Room.

What if my employee doesn't appear in the Select Employee section?

In the first step, you will select the employee for whom you are uploading the Form I-9. If the employee's name does not appear in the list below, they must first be added to the system through the Add Employee workflow. That workflow will ask you to enter details from the Form I-9, and then be prompted to upload the document to verify the Form I-9.

Additional Resources

Form I-9s

Setting up I-9 Approvers

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