--- title: "Legacy Onboarding I-9s" slug: "onboarding-i-9s" description: "Legacy I-9 process in R365 Payroll: enable the I-9 form, complete employee and employer portions, and download PDFs. Updated for 2023 USCIS form." updated: 2025-08-26T16:59:49Z published: 2025-08-26T16:59:49Z canonical: "docs.restaurant365.com/onboarding-i-9s" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Legacy Onboarding I-9s > This article is an overview of the legacy I-9 verification process within R365 Payroll. If **Work Eligibility** is enabled, refer to the [Work Eligibility Overview](/doc/docs/work-eligibility-overview) article. --- ## **Enabling Onboarding Form I-9** The I-9 form is added to the payroll onboarding process when the Form I-9 toggle is enabled on the [Onboarding page](/doc/docs/workforce-settings-onboarding-page). ![A screenshot of a white box Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-z9awi3k0.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) I-9s will be included for all employees who are onboarded to payroll **after** the Form I-9 setting is enabled. I-9s cannot be manually added to employees who were onboarded prior to enablement of the setting. If the Form I-9 setting is disabled, I-9s will not be included for any employees onboarded after the setting is disabled. I-9s will still be accessible for employees who were onboarded while the setting was enabled. --- ## **I-9s in the Onboarding Process** When I-9s are included in the onboarding process, employees will be prompted to complete their portion of the I-9 form, including uploading supporting documentation, as part of the Documents step of payroll onboarding. To complete their I-9, they will be required to agree to e-signatures. Learn more about [employee onboarding on the R365 Mobile App.](/doc/docs/r365-app-employee-onboarding). I-9 forms are considered [signed documents](/doc/docs/workforce-documents-signed-documents-folder) and are stored in the Signed Documents folder on the [Documents Tab](/doc/docs/workforce-employee-records-documents-tab) of Employee Records. If the employee cannot complete their I-9 electronically or declines the e-signature, an admin user can complete the employee portion of the I-9 in the employee's Signed Documents folder. When the I-9 is completed by an admin, the user will be prompted to confirm that they have viewed a signed paper I-9 and be able to upload supporting documentation. Once the employee portion of the I-9 is completed, the employer portion can be completed on the employee's employee record. Completed I-9 forms and supporting documentation are downloadable as a single PDF. > Only I-9s generated after April 2024 can be downloaded. Learn more about the [I-9 form on the Employee Record here](/doc/docs/completing-or-udating-an-i-9-form). --- ## **I-9s in Shared Documents** The details for an I-9 are viewed by opening the I-9 found in the employee's Signed Documents folder on the [Documents Tab](/doc/docs/workforce-employee-records-documents-tab) of their Employee Record. Here, the employee status, employer status, and signature timestamps for the form can be viewed. ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-pfmvhtmk.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) Both **incomplete** and **complete** I-9 forms can be downloaded as a PDF by selecting **Download** from the document menu. ![A close up of a message Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-z6xrqbp3.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) ### **Completing an I-9 Form** Clicking **Edit Form** will open the I-9 Employment Eligibility Verification Form in a sidesheet and allow the user to complete the employer portion of the form. Learn more about [editing an I-9 form here](/doc/docs/completing-or-udating-an-i-9-form). ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-e0wqv2y5.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) If the employee was unable to complete their portion of the form electronically, editing an I-9 form will also allow the user to edit the employee portion of the form. When editing an I-9 on behalf of an employee, the user will be prompted to confirm that they have seen physical supporting documents. The form cannot be saved without this acknowledgement. **![A close-up of a document Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-5dixmwny.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D)** Once both the worker signature and the company signature have been completed, the status of the I-9 document is updated to 'Complete'. ![A screenshot of a document Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-zrmfi4h7.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) --- ## **I-9 Report** The full list of completed and in progress I-9s are found in the Current and Previous (Expired 10/31/2022) I-9 pages in Workforce Reports. Learn more about the [I-9 report page.](/doc/docs/workforce-reports-i-9). ![A screenshot of a computer Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-qrqz5ccd.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) --- ## **Form I-9 USCIS Update 2023** The federal I-9 form was updated in August of 2023. There is an additional report and warnings for employees who submitted their I-9 prior to this date. A new form will need to be created before the expired I-9 can be updated. Creating a new form will create a second I-9 signature request in the employee’s Signed Documents folder. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-3dvgdkj9.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) Completed and pending I-9s associated with the previous version of the form are listed in the Previous (Expired) I-9 report found on the Workforce Reports page. ![A screenshot of a computer screen Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/onboarding-i-9s-image-69e1flh0.png?sv=2026-02-06&spr=https&st=2026-10-26T10%3A03%3A25Z&se=2026-10-26T11%3A03%3A25Z&sr=c&sp=r&sig=l2EccUZLkfg4f2IRYDehIajg0F5Aq8BGXefFsD0PoKE%3D) More information on the changes to the I-9 form from uscis.gov: [https://www.uscis.gov/newsroom/alerts/uscis-to-publish-revised-form-i-9](https://www.uscis.gov/newsroom/alerts/uscis-to-publish-revised-form-i-9) Restaurant365 A database entry that contains detailed info about an employee, including personal details and employment history. Structured documents that provide insights and summaries of various operational metrics and financial data.