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eDocument - I-9 Form

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The I-9 Form is completed for employment eligibility verification. This article outlines the details of the I-9 eDocument, which is valid as of 11/14/2016.

 

Federal PDF Version: https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

Federal PDF Version Instructions: https://www.uscis.gov/system/files_force/files/form/i-9instr.pdf 

 

Employee Fields 

Section 1: Employee Information and Attestation

Below are screenshots of the employee portion of the eDocument with field details.

 

Note: Nothing gets pre-populated in this section as per the instruction released by USCIS. If anything on this section is pre-populated, then this form will be out of compliance.

 

Field Key # Field Description Required Validation Notes
1 Last Name (Family Name) Yes  
2 First Name Yes  
3 Middle Initial  Yes 

Enter "N/A" if employee does not have middle initial

4 Other Names Yes Enter "N/A" if employee does not have other name
5 Address (Street) Yes Address street cannot contain PO Box
6 Apt. Number Yes Enter "N/A" if employee does not have Apt. Number
7 City or Town Yes  
8 State Yes  
9 Zip Code Yes  
10 Date of Birth Yes  
11 Social Security Number Based on value of IsUsingEverify config option 

Field value must be a valid SSN or blank.

If config option "IsUsingEverify" is set to "true" this field is required.

The validation SP also checks to see if there is a duplicate in Avionte. 

12 Email Address Yes Enter "N/A" if employee does not have email address
13 Telephone Number Yes Enter "N/A" if employee does not have phone number

 

 

 

Field Key # Field Description Pre-Populates From Required Validation Notes
14 Resident Type - Checkbox Options N/A Yes One of the four options must be selected.
15 3. A lawful permanent resident - Alien Registration Number/USCIS Number N/A No Required if "3. A lawful permanent resident..." resident type is selected. This value must be 7 or 9 digits. 
16 3. A lawful permanent resident - Number Type N/A No Required if "3. A lawful permanent resident..." resident type is selected.
17 4. An Alien authorized to work - Authorized to Work Until Date N/A No Required if "4. An alien authorized to work until..." resident type is selected. 
18 4. An Alien authorized to work - 1. Alien Registration Number/USCIS Number N/A No

Either:

  • Alien Registration Number/USCIS Number and Number type, or

  • Form I-94, or

  • Foreign Passport Number and country of issuance fields must be completed if "4. An alien authorized to work until..." resident type is selected.  Enter N/A in non-applicable fields.
19 4. An Alien authorized to work - 1. Number Type N/A No
20 4. An Alien authorized to work - 2. Form I-94 Admission Number N/A No
21 4. An Alien authorized to work - 3. Foreign Passport Number N/A No
22 4. An Alien authorized to work - 3. Country of Issuance N/A No
23 Employee Signature  N/A Yes  
24 Date Current Date  Yes  

 

 

Field Key # Field Description Pre-Populates From Required Validation Notes
25 I did not use a preparer or translator  N/A No Employee must select if they have used a preparer or translator 
26 A preparer and/or translator assisted the employee in completing section 1 N/A No
27 Preparer Signature N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
28 Today's Date - Preparer Signature Date N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
29 Preparer Last Name N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
30 Preparer First Name N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
31 Preparer Address N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
32 Preparer City N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
33 Preparer State N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
34 Preparer Zip Code N/A No Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.

 

 

Note: The smart PDF has additional preparer/translator fields (up to 5). Until this is added to standard the paper form (found here: https://www.uscis.gov/system/files_force/files/form/i-9supinstr.pdf) can be completed and attached to employee record in documents section.

 

 

Employer Fields

Below are screenshots of the employer portion of the eDocument with field details. For this eDocument there are two employer sections. The second employer section (Section 3. Reverification and Rehires) is completed if an employee is rehired to the company (2nd Employer Submit). 

 

Section 2: Employer or Authorized Representative Review and Verification

 

 

Field Key # Field Description Pre-Populates From Required Validation Notes
1 Employee Last Name Value entered by employee for Last Name  Yes  
2 Employee First Name Value entered by employee for First Name  Yes  
3 Employee Middle Initial Value entered by employee for Middle Initial  Yes  
4 Citizen/Immigration Status Citizen/Immigration Status selected in employee section. Yes  
5 List A Fields A few document types are populated from eDoc code, and all other fields are manual entry.   Yes

Employer must fill out either List A or (List B and List C). The document title options are determined by what employee selects for resident type.

 

Document Title, Issuing Authority and Document Number are required. 

 

If using List A then employer can select up to 3 documents, but the same document title can't be selected more than one time in List A drop-down. Issuing Authority and Document Number must be filled out for each selected document title.

 

If any fields would not have a value (document not presented or does not have this information) enter N/A.

6 List B Fields Document types are populated from eDoc code, and all other fields are manual entry.  
7 List C Fields  Document types are populated from eDoc code, and all other fields are manual entry. 
8 Additional Information N/A No  

 

 

 

Field Key # Field Description Pre-Populates From Required Validation Notes
9 Employee's first day of employment Current date  Yes This should insert/update Employee > Date (Config Choice Category = EmployeeDate, System Name = hiredate) unless supplier property eDoc_I9Form_InsertHireDate is set to false.
10 Employer Signature N/A Yes  
11 Today's Date Current Date Yes

No validation is done on this, but to be compliant this date should be within 3 days of the Employee's first day of employment. 

 

Example: If the 1st Date of employment is 6/6/2014 then it has to be completed by 11th June or sooner. It just looks at the business days and doesn't count Saturday or Sunday.

12 Title of Employer N/A Yes  
13 Last Name N/A Yes  
14 First Name N/A Yes  
15 Employer Business Name

Employee > Branch > Supplier.StaffingSupplierDesc

Yes  
16 Employer Address 

If exists Employee > Branch > Address then Branch > Address (Street 1 & Street 2)

Else Employee > Branch > Supplier > Address (Street 1 & Street 2)

Yes  
17 Employer City 

If exists Employee > Branch > Address then Branch > Address > City

Else Employee > Branch > Supplier > Address > City

Yes  
18 Employer State 

If exists Employee > Branch > Address then Branch > Address > State

Else Employee > Branch > Supplier > Address > State

Yes  
19 Employer ZipCode  

If exists Employee > Branch > Address then Branch > Address > Zip

Else Employee > Branch > Supplier > Address > Zip

Yes  

 

 

Section 3: Employer Reverification and Rehires

 

Field Key # Field Description Pre-Populates From Required
20 Employee Info from Section 1: Last Name Value entered by employee for Last Name  Yes
21 Employee Info from Section 1: First Name Value entered by employee for First Name  Yes
22 Employee Info from Section 1: Middle Initial  Value entered by employee for Middle Initial  Yes
23 New Name: Last Name N/A No
24 New Name: First Name N/A No
25 New Name: Middle Initial  N/A No
26 Date of Rehire N/A No
27 Document Title N/A No
28 Document Number N/A No
29 Expiration Date N/A No
30 Signature of Employer N/A Yes
31 Today's Date (employer 2nd submit signature date) N/A Yes
32 Name of Employer (Print Name) N/A Yes

 


Processing Method

  • Employee details and EEO are updated (see details in field list)

  • I-9 certification is added/updated to Employee > Certifications with employer signature date as validated date, and the earliest date among ‘An alien Authorization’s expiration date & List A's expiration dates as expiration date of the certification. If no dates are entered in this section then the expiration date is left blank in the certificates section.

 

 

Troubleshooting

If the form will not close, there may be an error in a field that can't be seen without scrolling. Check all fields for error messages. Some fields that require punctuation structure - e.g. Date of Birth 3/29/71 - may have a format error. 

 

 

Additional Notes

  • Document listed in the Document Title of List A, List B and List C is based on the Citizenship Status selected by the employee in Section I. Visit the U.S. Citizenship and Immigration Services website to see the document matrix (https://www.uscis.gov/i-9-central/acceptable-documents/who-issued-document).


  • Employer can submit the eDocument twice (once for initial submit, and once for rehire OR adding E-Verify case number to additional information field). If the I-9 must be completed a third time then a new I-9 must be completed. 


  • For this to work with E-Verify section (in Employee) the system name needs to start with "I9"

 

 


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