Concept: Electronic Form I-9 Workflow

Section 1. Employee Information and Attestation

The employee fills out the form, provides any required or optional data, and selects the appropriate check boxes.
When you want the date of birth and SSN data from the
Complete Form I-9
task to override the employee's profile information, you can select the
Override employee profile Date of Birth and SSN with Form I-9 data
check box on the
Maintain Form I-9 Settings
task. When the employee submits the Form I-9, Workday overrides the SSN and date of birth from the Form I-9 to replace the SSN and date of birth on their HR record.
Selecting this check box doesn't send notifications or acknowledgments of this change.
When you rescind the
Complete Form I-9
business process, these processes are also rescinded.

Preparer and/or Translator Certification

Section 2. Employer or Authorized Representative Review and Verification

Enter documents from
List A
, or
List B
and
List C
, then provide the necessary document details.
Workday filters the selection lists in prompts for Lists A, B, and C based on the citizenship or immigration status the employee selects and provides a validation to ensure accurate data entry.
When the employee provides a Social Security card as a List C document, you must enter the number in List C manually.
When Workday selects the issuing authority that corresponds to a document, you can override this value.
You can send the form back to the employee to enter missing data or make corrections.
Select the
I Agree
check box, which serves as an electronic signature.
You can configure Workday to populate the employer name, title, organization, and address in this section. Workday adds the current date stamp before you approve the form.
If necessary, you can select an
Overdue Reason
.

(Optional) E-Verify Integration

You can configure Workday to send the employee Form I-9 data to E-Verify automatically.
When the original Form I-9 has questionable data, E-Verify requests reverification. Workday displays customized instructions on the
Form I-9 Data Verification
event indicating which items are in question. You can correct supporting document information, but corrections to Section 1 must come from the employee.
You can configure Workday to:
View cases created for an employee in the last 365 days. You can close a duplicate case before creating a new one at E-Verify.
Sync updated case statuses from E-Verify on a recurring basis.
Depending on the documents provided by the employee, E-Verify returns an employee photo for you to verify. E-Verify determines requirements for photo matching. If a photo is missing or doesn't match, you must upload images of your employee's document.
E-Verify might request that you upload front and back images of a document without requiring you to confirm if the photo matches or is missing.
Workday resubmits the information, and E-Verify returns the employment authorization status. When the authorization is:
Successful, Workday closes the E-Verify case and automatically completes the finalization step on the Workday business process.
Unsuccessful, Workday maintains the E-Verify case number so you can resolve the case manually on the E-Verify website. If you configure the integration to sync case statuses and you receive a
U.S. Employment Verification Status
from E-Verify, Workday automatically completes the
Final U.S. Employment Verification Status
step on the business process.
If the E-Verify connection fails, Workday displays a status of
Awaiting E-Verify Submission
. You can click
Retry
to resubmit the information if you have permission on the
Process: Resubmit: Form I-9
domain. If the Form I-9 is overdue, you can enter an overdue reason before you retry the E-Verify submission.

Manual Entry of Final U.S. Employment Verification Status

You can use the
Final U.S. Employment Authorization Status
step to enter employment eligibility details.
When not using E-Verify, you can make an eligibility determination and enter it here.
When E-Verify doesn't immediately return an authorization, Workday pauses the
Complete Form I-9
business process on this step. Workday also displays information from E-Verify so you can manually progress the Form I-9 at the E-Verify website. After resolution is reached with E-Verify, you can record the eligibility status and any additional information here. You can then submit the
Complete Form I-9
business process.
When you select a status of
Employment Not Authorized
or
Verification Not Determined
, Workday automatically rescinds the
Edit ID Information
business process and removes the SSN and Form I-9 List A, B, and C document IDs from the worker record.
When you enter an incorrect eligibility status or E-Verify case number and no steps remain in the
Complete Form I-9
business process, you can change the status or case number using the
Correct
action on the business process.

Forms I-9 with Unsuccessful Verifications