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Administrator Guide
Last Updated: 2023-10-20
Concept: Electronic Form I-9 Section 3

Concept: Electronic Form I-9 Section 3

You can use the
Complete Form I-9 Section 3
 task to complete a Section 3 for:
  • Updating an employee's legal name.
  • Rehires.
  • Reverifying expiring documents.
When you complete Section 3, you can add attachments. To delete attachments, you can access the
Amend Form I-9
 task.
You can't amend Section 3 data after you submit the task in Workday.

Form I-9 Section 3 for Rehires

You can assign relevant security groups to the
Complete Form I-9 Section 3 as Sub of Hire
 initiating action on the
Complete Form I-9 Section 3
 business process security policy.
You can enable rehires to complete Section 3 by adding the:
  • Complete Form I-9
     action step on the
    Onboarding
     business process.
  • Complete Form I-9 Section 3
     action step on the
    Hire
     business process.
When you add the
Complete Form I-9 Section 3
 action step on the
Hire
 business process, this automatically includes the Workday owned
Form I-9 Rehire
 condition rule. If you don't configure the
Complete Form I-9 Section 3
 action step on the
Hire
 business process, the
Complete Form I-9
 task always initiates and assigns a new Form I-9 to rehire employees.
The
Form I-9 Rehire
 condition rule applies when:
  • You rehire employees within 3 years of completing their original Form I-9. Workday uses the employer or authorized representative's signature date as the completion date.
  • Complete their original form using the Workday electronic Form I-9, revision 2013 or later, or have a Record of External Form I-9.
  • Employees have a U.S. employment eligibility status of
    Employment Authorized
     or
    External Record
    .

Form I-9 Section 3 for Reverification of Expiring Documents

You can reverify expiring documents for employees who have:
  • An existing electronic Form I-9 in Workday.
  • A U.S. employment eligibility status of
    Employment Authorized
     or
    External Record
    .
If you’re reverifying an expiring Form I-9 document for an employee who presents you with a receipt, you can select the
Document presented is a receipt
 check box. When you receive the actual document, you must complete the
Complete Form I-9 Section 3
 task for them again.
To view employees and their Form I-9 documents with expiration dates, you can access the
U.S. Employees with Form I-9 Expiring Documents
 report.

Revisions of Form I-9 Section 3

The information that Workday displays when you complete or view a Form I-9 Section 3 depends upon the Form I-9 and the Form I-9 Section 3 revisions. This table explains what you see in Workday based on the Form I-9 revision year.
Form I-9 Revision
Form I-9 Section 3 Revision Year
Complete Form I-9 Section 3 Task
View Form I-9 for Worker Task
2009
N/A
N/A
N/A
2013
2016
N/A
Workday displays the 2016 Form I-9 with a:
  • Blank Section 1 and Section 2.
  • Completed Section 3.
  • Link to the 2013 Form I-9.
2013
2017
Workday displays the 2017 Form I-9 with a blank Section 1 and Section 2. You can complete a 2017 Section 3.
Workday displays the 2017 Form I-9 with a:
  • Blank Section 1 and Section 2.
  • Completed Section 3.
  • Link to the 2013 Form I-9.
2013
2019
Workday displays the 2019 Form I-9 with a blank Section 1 and Section 2. You can complete a 2019 Section 3.
Workday displays the 2019 Form I-9 with a:
  • Blank Section 1 and Section 2.
  • Completed Section 3.
  • Link to the 2013 Form I-9.
2016
2017
Workday displays the 2016 Form I-9 with a completed Section 1 and Section 2. You can complete a 2017 Section 3.
Workday displays the 2017 Form I-9 with a completed:
  • Section 1 and Section 2.
  • 2017 Section 3.
2017
2019
Workday displays the 2017 Form I-9 with a completed Section 1 and 2. You can complete a 2019 Section 3.
Workday displays the 2017 Form I-9 with a:
  • Completed Section 1 and 2.
  • Completed 2019 Section 3.
  • Link to the 2017 Form I-9.
2019
2023
Workday displays the 2019 Form I-9 with a completed Section 1 and 2. You can complete a 2023 Section 3.
Workday displays the 2019 Form I-9 with a:
  • Completed Section 1 and 2.
  • Completed 2023 Section 3.
  • Link to the 2019 Form I-9.
Record of External Form I-9
2017
Workday displays the 2017 Form I-9 with a blank Section 1 and Section 2. You can complete a Section 3 reverification.
Workday displays the 2017 Form I-9 with a:
  • Blank Section 1 and Section 2.
  • Completed Section 3.
  • Link to the Record of External Form I-9.
Record of External Form I-9
2019
Workday displays the 2019 Form I-9 with a blank Section 1 and Section 2. You can complete a Section 3 reverification.
Workday displays the 2019 Form I-9 with a:
  • Blank Section 1 and Section 2.
  • Completed Section 3.
  • Link to the Record of External Form I-9.
Record of External Form I-9
2023
Workday displays the 2023 Form I-9 with a blank Section 1 and Section 2. You can complete a Section 3 reverification.
Workday displays the 2023 Form I-9 with a:
  • Blank Section 1 and Section 2.
  • Completed Section 3.
  • Link to the Record of External Form I-9.