eDocument - I-9 Form

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The I-9 Form is completed for employment eligibility verification. This article outlines the details of the I-9 eDocument.

• Federal PDF Version: https://www.uscis.gov/sites/default/files/document/forms/i-9-paper-version.pdf
• Federal Version Instructions: https://www.e-verify.gov/e-verify-user-manual

Employee Fields 

Section 1: Employee Information and Attestation

Below are screenshots of the employee portion of the eDocument with field details.

Note: Nothing gets pre-populated in this section as per the instruction released by USCIS. If anything on this section is pre-populated, then this form will be out of compliance.

Field Key #	Field Description	Required	Validation Notes
1	Last Name (Family Name)	Yes	Employee Last Name (Last Name)
2	First Name	Yes	Enter First Name (Given Name)
3	Middle Initial	Optional	Enter Middle Initial (if any)
4	Other Names	Optional	Enter other last names used (if any)
5	Address (Street)	Yes	Enter Address (Street Number and Name)
6	Apt. Number	Optional	Enter Apartment number, if any
7	City or Town	Optional	Enter City or Town
8	State	Yes	Select State from the drop-down list
9	Zip Code	Yes	Enter Zip Code. Allows a maximum of 6 digits.
10	Date of Birth	Yes	Enter your date of birth as 2-digit month, 2-digit day, and 4-digit year (mm/dd/yyyy).
11	Social Security Number	Based on value of IsUsingEverify config option	Field value must be a valid SSN or blank. No dashes are allowed. It allows only nine numbers, no more and no less. If config option "IsUsingEverify" is set to "true" this field is required. The validation logic also checks if there is a duplicate in Avionte.
12	Email Address	Optional	Enter Employee's Email Address.
13	Telephone Number	Optional	Enter Employee's Email Address.

Field Key #	Field Description	Pre-Populates From	Required	Validation Notes
14	Resident Type - Checkbox Options	N/A	Yes	Check one of the four boxes to attest to your citizenship or immigration status.
15	1. A citizen of the United States	N/A	No
16	2. A noncitizen national of the United States (see instructions)	N/A	No
17	2. A noncitizen national of the United States (see instructions)	N/A	No	If the checkbox is selected, select the dropdown options: Alien Number or USCIS Number and enter the corresponding numbers.
18	4. A non-citizen (other than Items number 2 and 3 above)	N/A	No	If this checkbox is selected, enter the expiration date in the first date field or enter “N/A” in the second text box field. The employee must complete either: Alien Registration Number/USCIS Number and Number type, or Form I-94, or Foreign Passport Number and country of issuance fields
19	Employee Signature	N/A	Yes	Enter Employee Signature.
20	Date	Current Date	Yes	Enter Todays Date of Signature as 2-digit Month, 2-Digit Day, and 4-Digit Year.

The paper form (found here: https://www.uscis.gov/i-9) can be completed and attached to employee record in documents section for the preparer translator which is Supplement A.

Employer Fields

Below are screenshots of the employer portion of the eDocument with field details. For this eDocument there are two employer sections. The second employer section (Section 3. Reverification and Rehires) is completed if an employee is rehired to the company (2nd Employer Submit). 

Section 2: Employer or Authorized Representative Review and Verification

Field Key #	Field Description	Pre-Populates From	Required	Validation Notes
1	List A Fields	A few document types are populated from eDoc code, and all other fields are manual entry.	Yes	Employer must fill out either List A or (List B and List C). The document title options are determined by what employee selects for resident type. Document Title, Issuing Authority and Document Number are required.  If using List A then employer can select up to 3 documents, but the same document title can't be selected more than one time in List A drop-down. Issuing Authority and Document Number must be filled out for each selected document title.
2	List B Fields	Document types are populated from eDoc code, and all other fields are manual entry.
3	List C Fields	Document types are populated from eDoc code, and all other fields are manual entry.
4	Additional Information		No	During the employer’s second submission of the I9 Form, if the option “COVID-19 / Documents Physically Examined” is selected, then the reviewed date for COVID-19 needs to be entered and vice versa.
5	Alternative Procedure checkbox		No	Check here if you used an alternative procedure authorized by DHS to examine documents.
6	Employee's first day of employment		Yes
7	Last Name, First Name and Title of Employer or Authorized Representative		Yes	Enter First Day of Employment as 2- digit Month, 2-digit Day, and 4-digit Year.
8	Signature of Employer or Authorized Representative		Yes	Enter Last Name, First Name, and Title of Employer or Authorized Representative
9	Today’s date		Yes	Enter Todays Date of Signature as 2-digit Month, 2-Digit Day, and 4-Digit Year.
10	Employers’ business or organization name	Employer > Supplier > Full Name	Yes	Enter Employer's Business or Organization Name
11	Employers’ business or organization address, city, or town, state, zip code	Employer > Supplier > Address (Street 1 & Street 2), City, State and Zip	Yes	Employers Business or Organization Address

Supplement B, Reverification and Rehire (formerly Section 3)

Note: Supplement B can only be opened once the I-9 is filled out in its entirety by both employee and employer

Field Key #	Field Description	Pre-Populates From	Required	Validation Notes
12	Last Name	This is the employee’s information from section 1, read only/not editable-Populate from Section 1. If Section 1 changes, these fields should also change.	Yes	Supplement B. Reverification and Rehire. Employee information from Section 1. Last Name (Family Name).
13	First Name	This is the employee’s information from section 1, read only/not editable-Populate from Section 1. If Section 1 changes, these fields should also change.	Yes	Employee information from Section 1. First Name (Given Name).
14	Middle Initial	This is the employee’s information from section 1, read only/not editable-Populate from Section 1.  If Section 1 changes, these fields should also change.	No	Employee information from Section 1. Enter the Middle Initial (if any).
15	Date of Rehire (if applicable): Date		No	Enter date as 2-digit Month, 2-digit Day, and 4-digit Year.
16	New Name (if applicable): Last Name		No	Enter Last Name (Family Name)
17	New Name (if applicable): First Name		No	Enter First Name (Given Name).
18	New Name (if applicable): Middle Initial		No	Enter Middle Initial.
19	Document Title		No	Enter the Document Title
20	Document Number (if any)		No	Enter the Document Number (if any)
21	Expiration Date (if any)		No	Enter Expiration Date as 2 digit Month, 2 digit day, and 4 digit Year
22	Signature of Employer or Authorized Representative		Yes	Enter Signature of Employer of Authorized Representative.
23	Today's Date (mm/dd/yyyy)		Yes	Enter Todays Date of Authorized Representative Signature as 2-Digit Month, 2-Digit Day, 4-Digit Year
24	Name of Employer or Authorized Representative		Yes	Enter Name of Employer or Authorized Representative.
25	Additional Information (Initial and date each notation.)		No
26	Check here if you used an alternative procedure authorized by DHS to examine documents.		No	Enter 'X' or leave it blank.

Processing Method

• Employee, Address, Contact Method and EEO information from the I9 form are mapped to the application on eDoc completion.
  
  
• For the middle name, if the employee does not already have the middle name in the profile, the middle name will get updated to the application on eDoc completion.
  
  
• If the supplier property “eDoc_I9Form_InsertHireDate” is true, then the Hire date from the I9 form is mapped to the application on eDoc completion.
  
  
• I-9 certification is added/updated to Employee > Certifications with employer signature date as a validated date, and the expiration date for the option “A noncitizen, other than items 2 and 3 above authorized to work” as the expiration date of the certification. If no dates are entered in this section, then the expiration date is left blank in the certificates section.
  
  
• If the SSN entered is a duplicate for a supplier, then it will error out as “Duplicate SSN found. Please have the employee verify the SSN”. 

Troubleshooting

If the form will not close, there may be an error in a field that can't be seen without scrolling. Check all fields for error messages. Some fields that require punctuation structure - e.g. Date of Birth 3/29/71 - may have a format error. 

Additional Notes

• Document listed in the Document Title of List A, List B and List C is based on the Citizenship Status selected by the employee in Section I. Visit the U.S. Citizenship and Immigration Services website to see the document matrix (https://www.uscis.gov/i-9-central/acceptable-documents/who-issued-document).
  
  
• Employer can submit the eDocument twice (once for initial submit, and once for rehire OR adding E-Verify case number to additional information field). If the I-9 must be completed a third time then a new I-9 must be completed.
  
  
• For this to work with E-Verify section (in Employee) the system name needs to start with "I9"