I-9 Common Tasks
Initiate an I-9:
1) Select “Initiate an I-9” from the main dashboard menu options.
2) Search for existing employee (always select this option first to verify if there is already an I-9 in the system, if there is already an I-9 in the system, please refer to the rehire or reverify flowcharts for further directions).
3) If no existing I-9 is in Compli-9 for the employee, go back to “Initiate an I-9” and choose “Add a new employee.”
4) Enter employee information. If you have the employee ID, please enter it. To generate a user name, use the “Use Email Address” option. Select Next when you are done.
5) Ensure the email information is correct. Ensure the “Disable user credentials” box is not checked. Select “Email Credentials and Passphrase”. This will now send a passphrase and the log in information to your employee. They now need to do section 1.
Reset Passphrase (if your employee has been locked out or cannot find their passphrase):
1) Select “Employees” from the main dashboard menu options.
2) Search for your employee.
3) Click Select next to your employee’s name.
4) From the “Credentials” tab, verify that the email appears in both the Email address and Username field and are identical. Ensure the “disable user credentials” box is not checked.
5) Select “Reset Passphrase and Send Email”. Your employee has now been sent a new Passphrase. Note, this option does not create a new I-9 initiation or record. If you need a new I-9 initiated, please see above. The username and weblink will NOT be sent to your employee again.
Check for overdue I-9s:
1) From the main Dashboard page (or selecting the Dashboard button), select the “Overdue I-9 Verifications” link.
2) In the search fields along the top, click the “initiated by” field and search for your first name.
3) Any I-9s you initiated that are overdue will appear. See below for how to then view the records to verify how to proceed.
To see your overdue/duplicate employee records:
1) Select the “Employees” option from the main Dashboard menu
2) Search for the employee.
3) Select the employee.
4) You should be taken automatically to the “I-9 documents” page. From here you can see all the I-9 requests/records for the employee. From the “Status” header the record will say either:
- “New” means an I-9 was initiated for the employee but nothing has ever been entered on it. Neither section 1 or 2 has been completed. Either the I-9 needs to be completed or it is an accidental request or duplicate that needs to be voided from the system.
- “Employee Signed” means the employee has logged in and completed Section 1. Now, you as the employer, must complete Section 2 in order to finish the I-9. The employee must bring his/her original documents to you. Do not copy and save the documents.
- “Employer Signed” means Section 2 is done and the I-9 record is completed.
- “Scanned” means that this I-9 record is Historical (transferred from Hireright) and is complete but as an image only.
5) Keep in mind your employee can have several of these options appear. If there is a “new” status and an “Employer Signed” status that most likely means the “new” status is a duplicate request. Compli-9 will keep thinking the “new” needs to be completed which will create the overdue notice. Please void out any extra “new” statuses.
To Void an I-9 (due to error or to remove duplicate requests out of the system)
1) Select the “Employees” option from the main Dashboard menu.
2) Search for the employee.
3) Select the employee.
4) You will be taken automatically to the “I-9 Documents” page. From there, select the “Void I-9” option. Follow the prompts to void the I-9. The record will still appear in compli-9 but will now show that it was voided.
To rehire or reverify an employee (Please refer to the “Rehire” and “Re-verification” flowcharts for instructions on when and why to use these two options.)
1) Select the “Employees” option from the main Dashboard options.
2) Search for the employee.
3) Select the employee.
4) You should be taken directly to the I-9 documents tab.
5) Select the “Re-Verify” link from the options.
6) Select the option you wish to perform. Either “Complete Section 3 on the existing Form I-9” which can be used for existing Compli-9 I-9s. Or “Initiate a new I-9” which you will need to do for existing Historical I-9s.
7) If you choose “Complete Section 3 on the existing form I-9” you will have the option of “New Name” “Rehire” or “Re-verification of work authorization.” Choose the appropriate option or options.
- New Name (change in legal name…not actually required for anyone who changes their name fyi)
- Rehire (if the person has an existing Compli-9 I-9 and has had a break in service and is being rehired)
- Re-verification of work authorization documents (for internationals who have updated their documents like I-20s, DS-2019s, -I797s). Please note that US citizens’ documents do not expire as far as I-9s are concerned. Passports, Driver’s Licenses, SSNs, etc never need to be re-verified.
8) Follow the prompts according to your selection.
- Rehires will only need the new date of rehire, note to make sure their documents are still current if they are an international.
- Re-verifications will bring up the list A or List C documents. Enter the new information/expiration date. Changes of status may require you to choose a different list A or C document to verify.
Common Errors:
If, while attempting to initiate a new I-9 for an employee, you receive the following error when trying to create a user name: “A valid username is required” and the email address is highlighted yellow, this means the employee already has a record in the Compli-9 system. Return to the “Initiate an I-9” option from the Dashboard. Make sure to use the “Find an existing employee” option. This will allow you to find the current employee record and initiate an I-9 from there. However, it is important then to make sure that a new I-9 is actually needed. If one already exists in the system, you might not need to initiate a new I-9.
If, while attempting to initiate a new I-9 for an existing employee, the system will not allow you to complete the initiation, most likely there is a termination date entered in Compli-9. Search for the employee, select the “Personal Data” tab. Look for the hire date and termination date fields. If a date is entered into the termination field, delete the date and save the page and continue. Now you will be able to initiate an I-9 off their existing record.