Creating & Verifying I-9 Forms in Onboarding

Our Onboarding module takes the stress of paperwork out of the onboarding process by automating tasks and collecting new hire information online. The result? A better experience for your new hires, and less work for your Admin team.

Why Create An I-9 Onboarding Step?

Under Federal law, all US employers must properly complete Form I-9 for each individual they hire for employment in the United States, as well as verify the identity and employment authorization of each person they hire. 

Fortunately for you, this is easy to do in your HRIS Portal! When adding an employee through Onboarding, our system can automatically generate your new hire's Form I-9 through the I-9 Verification step.

Top Tip: Need to create an I-9 for an existing employee in the system? This can be done using an I-9 Verification Workflow.

Step-By-Step Instructions

To begin, launch the Onboarding module in your HRIS Portal.

Then, select Administration > Onboarding Templates.

Your Default system template will have the I-9 step in the onboarding package:

However, if you are not using the Default template, you can add the I-9 step manually. To do so, select the Onboarding Template you would like to edit and click Add New Step.

Then, select Data as your Step Type and I-9 as the Data Type from the drop-down menu. If you would like, add a Description, and change the Step Order if needed. Then, click Save to save your I-9 step.

Once saved, the I-9 step will appear in your Onboarding Template:

Top Tip: Note that although this step appears blank in the Onboarding Template itself, this section will populate with the appropriate I-9 Data Entry fields during the Onboarding process. The employee view will be:

Verifying I-9 Forms

Once an employee has completed their I-9 Form in Onboarding, you will need to complete an employer-side verification. Our system will send you a notification email and create a task in your My Tasks module when you have an I-9 Form for review.

To begin the I-9 verification process, launch the Onboarding module in your HRIS Portal.

Then, select User Management > Employee Onboarding Status.

Here, you will find a list of all new hires who are in the Onboarding process (Incomplete tab) or who have completed onboarding (Complete tab).

Find the appropriate employee's onboarding package and select Complete Employer Side next to their completed I-9 step.

This will open a pop-up for you to complete your employer verification. Begin by filling out all the information in the Employer Info tab.

Next, click on the Identity Documents tab. Here, you will be asked to record either:

• The information of the employee's List A document, or
• The information of the employee's List B and List C documents.

You can learn more about the USCIS I-9 verification document requirements here.

Top Tip: Use the File Upload section to upload copies of these documents for your records!

Finally, click the Signature tab to complete your attestation and e-sign the Form I-9. Then, click Finish.

This will generate your Form I-9 as a PDF. You can select Click here to view it to view and save the PDF immediately. Additionally, you will be able to view the completed I-9 at any time from the employee's digital file cabinet.