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Administrator Guide
Last Updated: 2023-06-23
Maintain Form I-9 Settings

Maintain Form I-9 Settings

Security:
Set Up: Tenant Setup - HCM
 domain in the System functional area.
Configure how the electronic Form I-9 displays on your Workday tenant.
  1. Access the
    Maintain Form I-9 Settings
     task.
  2. As you complete the task, consider:
    Option Description
    Default HR Employee Data into Section 1 of Form I-9
    Automatically populates these contact and personal information fields on Section 1 if the data exists on the employee's HR record in Workday:
    • Name
    • Address
    • Date of birth
    • SSN
    • Phone number
    • Email address
    Default HR Employer Name and Title Data into Form I-9
    Automatically populates these employer fields on Sections 2 and 3 if the data exists on the employee's HR record in Workday:
    • Section 2: First name, last name, and title of employer or authorized representative.
    • Section 3: Name of employer or authorized representative.
    Override employee profile Date of Birth and SSN with Form I-9 data
    Automatically populates date of birth and SSN from an employee's
    Complete Form I-9
     event to their profile.
    Assess the impact of selecting this check box. Workday automatically updates employee SSN and date of birth values without notifications or requiring confirmation.
    Electronic Form I-9 Section 2 Business Name and Address
    If you select an option from the
    Default Business Name and Address
     prompt, Workday automatically populates this information into Section 2.
    If you configure values on the
    Select Business Name and Address from List
     grid and select a default, Workday automatically populates this information into Section 2.
    Remote Form I-9 Section 2 Business Name and Address
    If you don't configure this section, Workday automatically populates the authorized representative's company address into Section 2.
    For Remote Forms I-9, the authorized representative refers to the user or role that you configured on the
    Manage Remote Form I-9
     shared participation step in the
    Complete Form I-9
     business process.
    Form I-9 Internal Audit Data
    Include the
    Internal Audit Reason
     and
    Internal Audit Conclusion
     fields. You can optionally display, hide, or require these fields.
    Manage Form I-9 Assignment
    Create reasons for assigning or not assigning a Form I-9 to an employee who already has 1 in Workday.
    Manage Remote Form I-9 Process
    Select
    HR roles select authorized representative
     to give HR roles the ability to designate an external authorized representative who can complete Section 2 of the Form I-9.
    By default, Workday automatically enables employees to designate their own external authorized representative.
    Authorized Representative Relationships for Remote Employees
    Configure options that employees can select as an authorized representative to complete their Form I-9.
    Remote Form I-9 Attestation Text
    Create custom attestation text that authorized representative must attest to before completing Section 2 of the Form I-9.
    Remote Form I-9 Attachment Instructions
    Create custom instructions that display when an authorized representative attaches documents to Section 2 of the Form I-9.
    Remote Form I-9 Email Notification Text
    Create custom text that displays in the email sent to an authorized representative to complete Section 2 of the Form I-9.
    Manage E-Verify Duplicate Case Reasons
    Create reasons for submitting duplicate cases to E-Verify.
    This field is only available to customers who are on E-Verify v30.
    Form I-9 Default Overdue Reason
    Configure the overdue reason that automatically populates on the
    E-Verify - Employment Verification
     integration template when you mass resubmit Forms I-9 to E-Verify.
    Advanced Routing for Amend Form I-9 Business Process
    Select the
    Collect advanced routing fields when Updating Form I-9 Receipts
     check box to add the
    Organization
     and
    Company
     fields to the
    Update Form I-9 Receipts
     task.
    Configure these fields on the
    Amend Form I-9
     business process to route a Form I-9 correctly to E-Verify. When you've 2 or more
    E-Verify
     integrations, the check box enables you to send Form I-9 data to the correct
    E-Verify
     integration.
    Form I-9 Attachment Options
    You can print Forms I-9 and attachments. Select:
    • Ask Before Printing Form I-9 Attachments
    • Always Print Form I-9 Attachments
      . This option also enables you to print attachments when you click the print icon while viewing a worker's Form I-9.
    The maximum number of Form I-9 documents that you can print at one time is 100.
    Form I-9 Language Options in Puerto Rico
    Specifies how the electronic Form I-9 displays for workers located in Puerto Rico.
    Workday displays the Form I-9 in the language that you select, regardless of the employee's preference.
    Sections 2 and 3, the
    View Form I-9 for Worker
     report, and the
    Print Form I-9
     task also display in the language you select.
    When you enable employees to select their language for the Form I-9, you must complete Sections 2 and 3 in their selected language, regardless of your preference.