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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Complete Form I-9 Business Process

Steps: Set Up Complete Form I-9 Business Process

  • To use the
    E-Verify
     integration, create the integration before you configure the integration steps on the
    Complete Form I-9
     business process.
  • Security: These domains in the System functional area:
    • Business Process Administration
    • Manage: Business Process Definitions
You can set up the
Complete Form I-9
 business process so employees can create an electronic Form I-9 to verify U.S. employment eligibility. You can use the
Complete Form I-9
 business process independently or as an action on the
Onboarding
 business process. You can include integration steps on the
Complete Form I-9
 business process to submit employee data to the
E-Verify
 integration for work authorization.
When it's part of the
Onboarding
 business process, the
Complete Form I-9
 action step must come after the:
  • Name Change
     and
    Contact Change
     tasks complete. When you prepopulate the Form I-9, Workday makes the employee's name and home address available for the Form I-9.
  • Completion
     step on the
    Onboarding
     business process, for faster employment verification, as the integration pauses until
    Onboarding
     is complete.
Workday enables you to create a legal Form I-9 but doesn’t assume responsibility for compliance.
  1. Edit Business Processes.
    Configure the
    Complete Form I-9
     business process in the Onboarding functional area.
    Use this business process step order:
    • When you use the
      E-Verify
       integration, include steps
      a
       -
      j
      .
    • When you enter data into the E-Verify website manually or you don't use E-Verify, include steps
      a
      ,
      b
      , and
      j
      .
    Order
    If
    Type
    Specify
    a
    Initiation
    b
    Action
    Review Form I-9
    c
    U.S. Employment Not Already Authorized? (Workday Owned)
    Service
    E-Verify Initial or Reverification
    d
    E-Verify identifies cases with the same SSN in last 365 days? (Workday Owned)
    Action
    E-Verify Duplicate Case Check
    e
    Close duplicate cases and create a new case at E-Verify? (Workday Owned)
    Service
    E-Verify Close Duplicate and Create New Case
    f
    Case is queued? (Workday Owned)
    Service
    E-Verify Queued Case
    g
    Case requires a photo match? (Workday Owned)
    Action
    E-Verify Photo Match
    h
    Case requires a photo match? (Workday Owned)
    Service
    E-Verify Confirm Photo
    i
    Case requires review of potentially incorrect data? (Workday Owned)
    Service
    Create New I-9 Event for E-Verify Reverification
    j
    U.S. employment eligibility status pending? (Workday Owned)
    Action
    Final U.S. Employment Verification Status
    (Optional) Add an
    Approval
     step after
    b
     and before
    c
     for an additional review of Form I-9 supporting documents.
    The
    Completion
     step must be step
    b
     or the optional
    Approval
     step. Make the
    Approval
     step the business process
    Completion
     step.
  2. (Optional) Select
    Business Process
    Maintain Step Conditions
     from the related actions menu of step
    b
    .
    To require a Social Security Number on Section 1 of the Form I-9, add a row on the
    Validation Conditions
     tab and select
    Create Condition Rule
     on the
    Rule
     prompt.
    Build a condition rule based on this Workday-delivered report field for IDs:
    Source External Field for Condition Rule
    Relational Operator
    Comparison Type
    Comparison Value
    Is Social Security Number Available on Form I-9 Event
    equal to
    Value specified in this filter
    No
  3. Select
    Business Process → Maintain Advanced Routing
     from the related actions menu of the
    Review Form I-9
     step.
    Add a routing restriction to ensure that HR partners aren't assigned to the step for their own Form I-9.
  4. (Optional) Select
    Business Process → Maintain Help Text
     from the related actions menu of the business process.
    Add help text for E-Verify by providing instructions for step
    b
    .
    In the
    Help Text
     column, enter this message:
    When using E-Verify, any document presented for Type B must have a photograph that matches the employee.
  5. (Optional) From the related actions menu of the business process, select
    Business Process → Edit Definition
    .
    When you use E-Verify, click these buttons to configure the integration:
    • Configure E-Verify Initial or Reverification
    • Configure E-Verify Close Duplicate and Create New Case
    • Configure E-Verify Confirm Photo
    On the
    Configure E-Verify Event Service
     page, select the same
    E-Verify
     integration system.
  6. (Optional) Select
    Business Process → Maintain Step Label Override
     from the related actions menu for steps
    g
     and
    j
    .
    When you use E-Verify, specify these step label overrides:
    • Step
      g
      : Photo Match
    • Step
      j
      : Finalize
  7. For E-Verify, inform an HR partner when an employee doesn't have authorization to work. Use the
    U.S. Employment Verification Status
     report field to create a notification rule.