Setup Considerations: Record of External Form I-9

You can use this topic to help make decisions when planning your configuration and use of records of external Form I-9. 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

You can import critical data and attachments from Forms I-9 created outside of Workday, creating a record of external Form I-9. You can use these records to view important data, making it easier to meet compliance goals. Records of external Form I-9 always have a U.S. Employment Verification status of External Record
.

Business Benefits

Upload paper Forms I-9 and Forms I-9 from legacy systems into Workday, providing greater visibility of data.

Flexibility in entering and uploading external Form I-9 data through tasks or web services.

Use Cases

You have Forms I-9 from these sources and need to transfer the data into Workday:

Paper.

Legacy systems.

Questions to Consider

Question	Considerations
Is it preferable to use the tasks or web services to import data from Forms I-9 created outside of Workday?	It depends on the quantity of Forms I-9 you have. Web services are more suitable for inputting data in bulk, whereas the tasks are more suitable for smaller quantities.

Recommendations

No impact.

Requirements

You need to configure these initiating actions on these business process security policies:

Complete Record of External Form I-9
on the Complete Form I-9
business process.

Complete Record of External Form I-9 Section 3
on the Complete Form I-9 Section 3
business process.

Limitations

You can't amend records of external Form I-9, but you can correct these events:

Complete Form I-9 - External Record

Complete Form I-9 Section 3 - External Record

Tenant

No impact.

Security

These domains in the Onboarding functional area:

Domain	Considerations
Audit: I-9 Forms	Provides access to these reports: Form I-9 Audit Trail U.S. Employees with Form I-9 Expiring Documents
Worker Data: I-9 Forms	Provides access to the View U.S. Employment Verification Status report.

Business Processes

These business processes in the Onboarding functional area:

Business Process	Considerations
Complete Form I-9 in the Onboarding functional area.	Secures a task that enables you to enter critical Section 1 and Section 2 information manually from Forms I-9 created outside of Workday.
Complete Form I-9 Section 3 in the Personal Data functional area.	Secures a task that enables you to enter critical Section 3 information manually from Forms I-9 created outside of Workday.

Reporting

Records of external Form I-9 display in reports such as:

Report	Considerations
Form I-9 Audit Trail	View the audit trail of Form I-9 business processes for 1 or more organizations, locations, establishments, or workers. Details include the business process initiation date, initiator, and status of individual business processes.
U.S. Employees with Expiring Form I-9 Documents	View U.S. employees with expiring Section 2 and Section 3 documents that require renewal.
View U.S. Employment Verification Status	View the employment verification status of employees.

Integrations

Web Service	Considerations
Correct Record of External Form I-9	Enables you to correct a record of external Form I-9. To add an attachment using the web services for correcting information, you must use a partial data sync. To replace or delete attachments, you must use a full data sync.
Correct Record of External Form I-9 Section 3	Enables you to correct a record of external Form I-9 Section 3. To add an attachment using the web services for correcting information, you must use a partial data sync. To replace or delete attachments, you must use a full data sync.
Get External Form I-9	Retrieves the records of external Form I-9.
Get External Form I-9 Section 3	Retrieves the records of external Form I-9 Section 3.
Get External Form I-9 Source	Retrieves the source of the records of external Form I-9.
Put External Form I-9	Creates or updates the record of external Form I-9.
Put External Form I-9 Section 3	Creates or updates the record of external Form I-9 Section 3.
Put External Form I-9 Source	Creates or updates the source of the record of external Form I-9.

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.