Documents Tab - Work Eligibility Folder

In Beta

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

The Work Eligibility folder 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, user can:

The Work Eligibility folder is locked, and cannot be renamed, moved, or deleted.

Security

The following permissions are related to the Work Eligibility folder:

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

Navigate to the Documents tab of the employee’s employee record.
Select the Work Eligibility folder.

Work Eligibility Folder Buttons and Fields

	Button/Field	Description
1	Company Menu	Indicates which legal entity I-9s are currently displayed for. Click to open the drop-down menu of all legal entities available.
2	Navigation Menu	Lists the current folder being viewed and the path to that folder. Click a folder name to navigate to it.
3	New File	Click to select a file for upload. While files can be added to the Work Eligibility folder, they will have no impact on the employee’s I-9. Images of supporting documents should be uploaded directly to the I-9 form. Learn more about completing I-9s on behalf of the employee. Files can also be uploaded by dragging and dropping onto the list.
4	Action Menu	All folder-level actions are disabled in the Work Eligibility folder.
5	Search	Filters the Documents grid for the entered text.
6	Smart Grid Controls	Users can perform the following actions: - Filter column information. - Rearrange table columns. Learn more about working with Smart Grids here.
7	File	Details for the I-9: Name - Name and icon for the I-9. Created On - Date I-9 created. Created By - User who created the file or folder. Status - Status of the I-9. Incomplete - Company signature is not complete. Complete - Company signature is complete. Click the row to open the file.
8	File/Folder Menu	Contains the following options for files: Sign I-9 - Opens the I-9 for employer review and signature. Download - Click to download the PDF version of the I-9. This option is disabled when the employee portion of the I-9 is incomplete. Waive I-9 - Waives the I-9. 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. Clear and Restart - Marks the current version of the I-9 as canceled and restarts the I-9 process with a blank I-9.