Setup Considerations: Form I-9 for Remote Hire

You can use this topic to help make decisions when planning your configuration and use of Forms I-9 for remote hire. It explains:

Why to set it up.

How it fits into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirement and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

With Form I-9 for Remote Hire, you can enable remote employees to designate an external authorized representative to complete Section 2 of the Form I-9, streamlining the remote hiring process.

Business Benefits

Greater flexibility managing and completing Forms I-9 for remote employees.

Employees can designate an external authorized representative to complete Section 2 of the Form I-9.

Use Cases

HR partners or administrators can configure the remote hire process to determine who can specify an external authorized representative to complete Section 2 of the Form I-9.

Employees can specify who will be their external authorized representative.

Questions to Consider

Questions	Considerations
Do you need separate Complete Form I-9 business processes for remote and in-person employees? What if you use the E-Verify integration?	When you use the E-Verify integration, determine whether you want to create a single Complete Form I-9 business process for in-person and remote employees. You'll also need to use condition rules to differentiate between the 2 groups of employees. If you use E-Verify, you'll need to have condition rules to determine if a Form I-9 requires data verification for E-Verify. You can also create 2 separate business processes: One for remote employees and 1 for in-person employees. Your business process for remote employees will also need to use condition rules to determine if a Form I-9 requires data verification for E-Verify.
Who do you want to help guide the remote hiring process?	Workday enables you to determine the external authorized representative relationships that employees can select to complete Section 2 of the Form I-9. Authorized representatives must be external to your organization. Example: Family member, friend, notary. You can also determine a role, such as an HR partner, who can review Section 1 and Section 2 of the Form I-9. This person can edit the external authorized representative's information, send back the form for correction, resend the link, and submit the Form I-9.
Who do you want to enable to select an external authorized representative to complete the Form I-9 for Remote Hire?	You can select the HR Roles Select Authorized Representative check box on the Maintain Form I-9 Settings task to enable HR roles to designate an external authorized representative who can complete Section 2 of Form I-9. Settings apply to all your Remote Forms I-9: If you select the check box, HR roles can designate external authorized representatitves. If you clear the check box, Workday automatically enables employees to designate their own external authorized representative.

Recommendations

When you use the E-Verify
integration, create a condition rule on your Complete Form I-9
business process that uses the

E-Verify Event Created by

report field. The condition rule determines if the Form I-9 requires data verification for E-Verify.

Requirements

No impact.

Limitations

You can only configure the relationship options the employee can select to designate their external authorized representative. When you want employees to use a specific person to complete the employee's Section 2, you can provide that person's information. The employee can enter that person's information when they designate their external authorized representative.

Tenant

No impact.

Security

Domain	Considerations
Process: Remote Form I-9 in the Onboarding functional area.	Provides users access to tasks related to completing a Form I-9 for remote hire.
Purge Person Data in the System functional area.	Provides access to tasks that enable you to purge Form I-9 data and the authorized representative's information.
Set Up: Configure Optional Fields in the System functional area.	Provides access to hide or require select fields on the Form I-9 for remote hire.
Set Up: System in the System functional area.	Secures the task that enables you to create the email template used for the email sent to the external authorized representative.
Set Up: Tenant Setup - BP and Notifications in the System functional area.	Secures the notification settings for email sent to the external authorized representative.
Set Up: Tenant Setup - HCM in the System functional area.	Secures tasks that enable you to configure external authorized representative relationships, email notification text, attestation text, and the Section 2 business name and address.
Worker Data: I-9 Forms in the Onboarding functional area.	Provides access to report fields you can use in custom reports.

Business Processes

You can configure the Manage Remote Form I-9
shared participation step on the Complete Form I-9
business process. If you use multiple Manage Remote Form I-9
and Review Form I-9
steps, the steps must come before your completion step.

Reporting

No impact.

Integrations

The E-Verify
integration enables you to:

Submit Form I-9 data to the E-Verify service for employment eligibility verification.

Receive results for employment eligibility verification, including photos. Department of Homeland Security (DHS) and Social Security Administration (SSA) databases provide some of these results.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.