Work Eligibility allows employers to track and retain employee I-9s within R365. Only locations connected to R365 Payroll can participate in I-9 verification, as the verification process requires that the employee is onboarded to payroll.
When I-9 verification is enabled for a location, all onboarded employees will have an I-9 created in R365. The I-9 process, including due dates and signature status, is monitored on the Work Eligibility page.
When an I-9 is created, the employee is prompted to complete their portion of the I-9 as part of onboarding in the My Pay section of the R365 Mobile App. If the employee is unable to complete the I-9, or refuses to use an electronic signature, the employer can complete the I-9 on their behalf.
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.
After the employee has completed their portion of the I-9, the employer can review and sign the I-9.
I-9s cannot be deleted. If the I-9 for an employee is on file outside of R365, the I-9 in R365 can be waived.
Since federal law requires a physical or electronic copy of the employee’s I-9 form to be on file, users who waive the I-9 in R365 must acknowledge that the form has been reviewed and is stored outside of R365.
If the I-9 for an employee has been partially completed, fully completed, or waived, and needs to be cleared so that the employee can re-enter all information, the I-9 can be cleared and restarted.
If the I-9 for the employee cannot be signed and is not on file outside of R365, the employee can be separated directly from the Work Eligibility page.
Once completed, a full PDF version of the I-9 can be viewed and downloaded from the employee’s Work Eligibility folder.
Using I-9 Verification
Work Eligibility Page
The Work Eligibility page lists all I-9s for employees who have been onboarded to payroll after I-9 verification was enabled.
From this page, users can:
I-9 Employment Eligibility Verification Form
The I-9 Employment Eligibility Verification form walks the user through completing the required fields for I-9 verification.
From this form, users can:
Employee Record Documents Tab - Work Eligibility Folder
The Work Eligibility folder in the Documents tab of employee records contains the employee’s I-9 Employment Eligibility Verification form.
When an employee is onboarded to payroll and I-9 verification is enabled for their work location, the Work Eligibility folder is added to the Documents tab of their employee record. The employee will have a Work Eligibility folder for each legal entity that they are onboarded to where one or more of the associated locations have I-9 verification enabled.
From this folder, users can:
Upload additional files
The ‘Work Eligibility’ folder is locked, and cannot be renamed, moved, or deleted.
Enabling I-9 Verification
Onboarding Page
The Onboarding page displays the work eligibility rules for all legal entities. Work eligibility rules determine if I-9 verification is enabled for the locations linked to the associated legal entity.
From this page, users can:
All legal entities for the R365 instance are listed on the Onboarding page. I-9 verification requires that employees are onboarded to a legal entity with R365 Payroll enabled.
Work Eligibility Rules
A work eligibility rule contains the I-9 verification settings for each location linked to a single legal entity.
From here, users can:
