I-9 Employment Eligibility Verification Form

In Beta

This feature is in beta. Contact your CSM to learn more.

The I-9 Employment Eligibility Verification form walks the user through completing the required fields for I-9 verification. Once the form is completed, a PDF version of the form is generated and retained in the Documents tab of the employee’s employee record.

From this form, users can:

Review and sign the employer section after the employee completes and signs their portion
Complete and sign the preparer section if entering Section 1 on behalf of the employee

Security

Permissions related to the I-9 form appear in the permission tree as follows:

Labor

Work Eligibility
- I-9 Form
  - View I-9s
  - Edit I-9s
  - Complete Company Signature

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation

Work Eligibility page:

From the Payroll navigation menu, under Team, select Work Eligibility.
Click the row for the desired I-9 in one of the following statuses:
1. Needs Employee Signature
2. Needs Manager Signature

Documents tab of an employee’s employee record:

Open the desired employee’s employee record.
Open the Documents tab.
Click the Work Eligibility folder.
Click the action menu for the I-9 form.
Select Sign I-9.

Header & Sidebar Navigation

	Button/Field	Description
1	Complete Button	Completes the I-9 after the employer review and signature portion of the form has been completed.
2	Expand / Collapse Button	Expands the sidesheet to fullscreen, or collapses it if already expanded.
3	Help Menu Button	Opens the help menu.
4	X (Close) Button	Closes the I-9 Employment Eligibility Verification form without saving changes.
5	Sidebar Navigation	Lists all sections of the I-9 Employment Eligibility Verification form. The section currently being viewed is displayed in blue text. Click a section title to navigate to that portion of the form.

I-9 Form Sections

The I-9 form follows the federal requirements for I-9 verification. Each section of the form will display appropriate fields and options depending on the selections made on the form.

Section 1. Employee Information and Attestation

Section 1 should be completed by the employee. They can enter and save information without signing, then return to edit and sign when ready. Once the employee signs, Section 1 becomes read-only for both the employee and the employer.

To complete the I-9 Employment Eligibility Verification Form on behalf of the employee, ensure that a paper version of the signed document has been reviewed.

	Button/Field	Description
1	Employee Name	Employee’s legal name.
2	Other Last Names Used	Other legal last names used by the employee.
3	Date of Birth	Employee’s date of birth.
4	U.S. Social Security Number	Employee’s SSN. For privacy, the SSN is hidden by default.
5	Show/Hide SSN Button	Shows the full SSN when it is hidden. Hides the SSN when it is shown.
6	Employee’s email address	Employee’s email address.
7	Citizenship or Immigration status	Employee’s citizenship or immigration status. Only one option can be selected.
8	Signature of the Employee	Employee’s electronic signature. To sign an I-9 Employment Eligibility Verification Form on behalf of the employee, ensure that a paper version of the signed document has been reviewed.

Section 2. Employer or Authorized Representative Review and Verification

	Button/Field	Description
1	List of Acceptable Documents Button	Opens https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents [uscis.gov] in a new tab. This federal site provides explanations of each document type acceptable for lists A, B, and C.
2	Document List Selector	Indicates if documents from List A or from List B and List C will be provided by the employee. Each document used for I-9 verification must be unique. A Native American Tribal document cannot be selected for more than one list (e.g., List A and List C). Duplicate use will result in a validation error.
3	Document Type Selectors	Indicates which document type will be provided for each of the selected document lists. Only documents with a type applicable to the associated list can be selected.
4	Document Fields	Required fields for the selected document type.
5	Document Images	Uploaded images of the employee’s document. When full, click to view the full size image. When empty, click to upload an image. At least one image is required to save the I-9 form. Depending on the document type selected, both front and back images may be required.

Supplement A. Preparer and/or Translator Certification for Section 1

Required if an employer/admin fills in Section 1 on behalf of the employee. The preparer section must be completed before the form can be submitted to ensure legal compliance and proper attribution of form entry.

	Button/Field	Description
1	Preparer and/or Translator Checkbox	Indicates if the employee used a preparer or translator to complete the I-9 form.
2	Preparer and/or Translator Information	Identification information for the preparer/translator: Last name, first name, and middle initial of their legal name Address An address is required when an employer completes Section 1 on behalf of an employee. The form cannot be submitted until all required address fields are filled in.
3	Preparer or Translator Signature	The prepare/translator’s electronic signature.

Button/Field

Description

Preparer and/or Translator Checkbox

Indicates if the employee used a preparer or translator to complete the I-9 form.

Preparer and/or Translator Information

Identification information for the preparer/translator:

Last name, first name, and middle initial of their legal name
Address

An address is required when an employer completes Section 1 on behalf of an employee. The form cannot be submitted until all required address fields are filled in.

Preparer or Translator Signature

The prepare/translator’s electronic signature.

Company Signature

	Button/Field	Description
1	Alternative Procedure Checkbox	Indicates that the company representative (manager) signing the I-9 form used an alternative procedure authorized by DHS to examine the employee’s documents.
2	Company Signature	The electronic signature of the company representative (manager) signing the employee’s I-9 form. The user signing the I-9 form attests: I attest, under penalty of perjury, that (1) I have examined the documentation presented by the above-named employee, (2) the above-listed documentation appears to be genuine and to relate to the employee named, and (3) to the best of my knowledge, the employee is authorized to work in the United States.

Button/Field

Description

Alternative Procedure Checkbox

Indicates that the company representative (manager) signing the I-9 form used an alternative procedure authorized by DHS to examine the employee’s documents.

Company Signature

The electronic signature of the company representative (manager) signing the employee’s I-9 form.

The user signing the I-9 form attests:
I attest, under penalty of perjury, that (1) I have examined the documentation presented by the above-named employee, (2) the above-listed documentation appears to be genuine and to relate to the employee named, and (3) to the best of my knowledge, the employee is authorized to work in the United States.