FAQ: Electronic Form I-9

Is the Social Security Number (SSN) optional?: If an employer participates in E-Verify, employees must provide the SSN. It is the decision of your company to make the SSN required. If you participate in E-Verify, Workday recommends that you add a validation condition to the Complete Form I-9
business process. The validation ensures that the
U.S. Social Security Number
field isn't blank when the employee submits their information. For more information, see U.S. Citizenship and Immigration Services.
Does the Form I-9 in Workday meet USCIS guidelines?: Yes. The electronic Form I-9 satisfies United States Citizenship and Immigration Services (USCIS) requirements. Workday continues to track the USCIS guidance published in the Handbook for Employers (M-274).
Confirm your Form I-9 compliance requirements and processes before enabling electronic Form I-9 business processes. Workday enables you to create a technically compliant Form I-9 and adheres to legal requirements for an electronic Form I-9. However, your organization is ultimately responsible for its Form I-9 compliance.
Can I attach identification documents to the Form I-9 in Workday?: Yes, you can attach documents to:
Section 2 of the Form I-9 until you submit it.
The Complete Form I-9 Section 3
business process.
You can use the
Amend Form I-9
business process to add or delete any attachments to the Form I-9.

When you add or delete attachments through the Amend Form I-9
business process, the
Form I-9 Amended Data
table indicates that a change occurred. It doesn't record specific details. If you want to record additional information, Workday recommends that you enter it in the
Reason for Change
field.
Why can't I see documents that I attached on a Form I-9?: To view Form I-9 attachments, you must be secured to the Worker Data: Form I-9 Attachments
domain. You can enable workers to view attachments on their Form I-9 by securing them on the Self-Service: Form I-9 Attachment in View
domain.
Can I delete Form I-9 data from Workday?: Workday doesn't delete Form I-9 data. Workday provides access to the electronic Form I-9 for all current, active employees.

You can decide whether to purge Form I-9's for workers.

Workday recommends reviewing U.S. Citizenship and Immigration Services (USCIS) requirements for retention of Form I-9 records when determining when and if to purge Form I-9 data from Workday. You may be out of compliance with federal guidelines if you preemptively purge Form I-9 data.
How do I know if an employee needs to complete a new Form I-9 when adding or changing jobs?: Workday delivers a condition rule on the Complete Form I-9
step of the Onboarding
business process that checks if an employee:
Has their primary job located in the United States or U.S. territories.
Doesn't have an in-progress or completed Form I-9.
Employees who meet these conditions receive the
Complete Form I-9
task when Onboarding
is a subprocess for these business processes:
Add Additional Job
.
Change Job
.
Can I correct a U.S. Employment Verification Status for a worker after submission?: Yes. You can only correct the
U.S. Employment Verification Status
when no steps are left in the Complete Form I-9
business process. You must have permission on the Correct
action on the Complete Form I-9
business process security policy.

Concept: Electronic Form I-9 Workflow

Concept: Purging Electronic Forms I-9

Steps: Set Up Electronic Form I-9

Steps: Manage Electronic Form I-9