eDocument - I-9 Form

Overview

Updated 06/23/2021

The I-9 Form is completed for employment eligibility verification. This article outlines the details of the I-9 eDocument, which is valid as of 11/14/2016.

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
2	First Name	Yes
3	Middle Initial	Yes	Enter "N/A" if employee does not have middle initial
4	Other Names	Yes	Enter "N/A" if employee does not have other name
5	Address (Street)	Yes	Address street cannot contain PO Box
6	Apt. Number	Yes	Enter "N/A" if employee does not have Apt. Number
7	City or Town	Yes
8	State	Yes
9	Zip Code	Yes
10	Date of Birth	Yes
11	Social Security Number	Based on value of IsUsingEverify config option	Field value must be a valid SSN or blank. If config option "IsUsingEverify" is set to "true" this field is required. The validation SP also checks to see if there is a duplicate in Avionte.
12	Email Address	Yes	Enter "N/A" if employee does not have email address
13	Telephone Number	Yes	Enter "N/A" if employee does not have phone number

Field Key #	Field Description	Pre-Populates From	Required	Validation Notes
14	Resident Type - Checkbox Options	N/A	Yes	One of the four options must be selected.
15	3. A lawful permanent resident - Alien Registration Number/USCIS Number	N/A	No	Required if "3. A lawful permanent resident..." resident type is selected. This value must be 7 or 9 digits.
16	3. A lawful permanent resident - Number Type	N/A	No	Required if "3. A lawful permanent resident..." resident type is selected.
17	4. An Alien authorized to work - Authorized to Work Until Date	N/A	No	Required if "4. An alien authorized to work until..." resident type is selected.
18	4. An Alien authorized to work - 1. Alien Registration Number/USCIS Number	N/A	No	Either: Alien Registration Number/USCIS Number and Number type, or Form I-94, or Foreign Passport Number and country of issuance fields must be completed if "4. An alien authorized to work until..." resident type is selected.  Enter N/A in non-applicable fields.
19	4. An Alien authorized to work - 1. Number Type	N/A	No
20	4. An Alien authorized to work - 2. Form I-94 Admission Number	N/A	No
21	4. An Alien authorized to work - 3. Foreign Passport Number	N/A	No
22	4. An Alien authorized to work - 3. Country of Issuance	N/A	No
23	Employee Signature	N/A	Yes
24	Date	Current Date	Yes

Field Key #	Field Description	Pre-Populates From	Required	Validation Notes
25	I did not use a preparer or translator	N/A	No	Employee must select if they have used a preparer or translator
26	A preparer and/or translator assisted the employee in completing section 1	N/A	No
27	Preparer Signature	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
28	Today's Date - Preparer Signature Date	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
29	Preparer Last Name	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
30	Preparer First Name	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
31	Preparer Address	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
32	Preparer City	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
33	Preparer State	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.
34	Preparer Zip Code	N/A	No	Required if "A preparer and/or translator assisted the employee in completing section 1" checkbox is checked.

Note: The smart PDF has additional preparer/translator fields (up to 5). Until this is added to standard the paper form (found here: https://www.uscis.gov/system/files_force/files/form/i-9supinstr.pdf) can be completed and attached to employee record in documents section.

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	Employee Last Name	Value entered by employee for Last Name	Yes
2	Employee First Name	Value entered by employee for First Name	Yes
3	Employee Middle Initial	Value entered by employee for Middle Initial	Yes
4	Citizen/Immigration Status	Citizen/Immigration Status selected in employee section.	Yes
5	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. If any fields would not have a value (document not presented or does not have this information) enter N/A.
6	List B Fields	Document types are populated from eDoc code, and all other fields are manual entry.
7	List C Fields	Document types are populated from eDoc code, and all other fields are manual entry.
8	Additional Information	N/A	No

Field Key #	Field Description	Pre-Populates From	Required	Validation Notes
9	Employee's first day of employment	Current date	Yes	This should insert/update Employee > Date (Config Choice Category = EmployeeDate, System Name = hiredate) unless supplier property eDoc_I9Form_InsertHireDate is set to false.
10	Employer Signature	N/A	Yes
11	Today's Date	Current Date	Yes	No validation is done on this, but to be compliant this date should be within 3 days of the Employee's first day of employment.  Example: If the 1st Date of employment is 6/6/2014 then it has to be completed by 11th June or sooner. It just looks at the business days and doesn't count Saturday or Sunday.
12	Title of Employer	N/A	Yes
13	Last Name	N/A	Yes
14	First Name	N/A	Yes
15	Employer Business Name	Employer > Supplier > Full Name	Yes
16	Employer Address	Employer > Supplier > Address (Street 1 & Street 2)	Yes
17	Employer City	Employer > Supplier > Address > City	Yes
18	Employer State	Employer > Supplier > Address > State	Yes
19	Employer ZipCode	Employer > Supplier > > Address > Zip	Yes

Section 3: Employer Reverification and Rehires

Field Key #	Field Description	Pre-Populates From	Required
20	Employee Info from Section 1: Last Name	Value entered by employee for Last Name	Yes
21	Employee Info from Section 1: First Name	Value entered by employee for First Name	Yes
22	Employee Info from Section 1: Middle Initial	Value entered by employee for Middle Initial	Yes
23	New Name: Last Name	N/A	No
24	New Name: First Name	N/A	No
25	New Name: Middle Initial	N/A	No
26	Date of Rehire	N/A	No
27	Document Title	N/A	No
28	Document Number	N/A	No
29	Expiration Date	N/A	No
30	Signature of Employer	N/A	Yes
31	Today's Date (employer 2nd submit signature date)	N/A	Yes
32	Name of Employer (Print Name)	N/A	Yes

Processing Method

• Employee details and EEO are updated (see details in field list)
  
  
• I-9 certification is added/updated to Employee > Certifications with employer signature date as a validated date, and the earliest date among ‘An alien Authorization’s expiration date & List A's expiration dates 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.

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"

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