AdminI-9 verification

I-9 verification

Turn on I-9 verification, request Section 1 from staff, complete Section 2, and download records for inspection.

Collect electronic Form I-9s from hires: staff complete Section 1 on the portal, and you complete Section 2 after you examine their documents. Use I-9 Records for retention, Supplement B, and inspection downloads.

Access you need

  1. Turn on the paid I-9 verification module under Admin → Site Settings → Modules (Staff section). An admin turns it on the same way as W-4 collection. Paying a Billing balance invoice for the add-on also turns the module on.
  2. Grant the I-9 Records permission (Admin category) under Admin → Roles & Permissions to the roles that handle hiring paperwork. Staff Hub alone is not enough. Without this permission, the Staff Hub I-9 column, Request I-9, and Open I-9 records stay hidden even when the module is on.

Open I-9 records

From the Modules card (when the module is on), click Open I-9 records, or open Staff Hub and use an I-9 cell when you have permission. The page title is I-9 Records.

Tabs include Needs action, Complete, Past retention, and All. Toolbar actions include Settings and Download for inspection.

Settings

Under Settings, set Employer name on Section 2, Employer address on Section 2, We use E-Verify, and Keep copies of the documents for every hire, then Save settings.

Request an I-9

Automatically

  1. Open Admin → Staff Hub → Staff Hub Settings.
  2. Under Request an I-9 automatically, pick Application Status values that should trigger a request. Empty control text is By hand only.
  3. Save Settings.

By hand

  1. Select staff on Staff Hub.
  2. Click Request I-9.
  3. Confirm with Request I-9. Only do this after the person has accepted your job offer. Each selected person gets an email asking them to complete Section 1 by their first day.

Track status

When I-9 is visible, the roster shows an I-9 column (or W-4 & I-9 when both are on). Badges include states such as Waiting for Section 1, Section 1 overdue, Ready for Section 2, Section 2 overdue, Complete, Past retention, and Section 1 correction requested.

Complete Section 2

  1. Open the person's I-9 from I-9 Records or Staff Hub.
  2. After you examine their documents, use Sign Section 2.
  3. Use Ask for a Section 1 correction or Cancel this I-9 when needed.
  4. Use Supplement B: reverification and rehire when you rehire or reverify.
  5. Use Download PDF for a single form, or Download for inspection for a package.

What staff see on the portal

Staff get a home card such as Complete Section 1 of your I-9 and open Form I-9, Section 1 to finish and sign their portion.

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