From the I-9 Forms table, you can take action on in-progress and completed I-9 forms as well as action E-Verify case statuses.
To learn basic navigation of the I-9 Forms table, review this article.
Manage Button
To view and action I-9 forms, find the worker in the I-9 Table and click the Manage button to the right of an employee's name. This will open the I-9 Profile for that worker.
The I-9 form (if at least Section 1 has been completed) will be visible in the center of the profile screen. You can scroll through the pages, zoom in and out of the document, download a PDF copy, or physically print the form.
Above the I-9 form you will see numerous buttons and information which will vary based the I-9 completion status. For example, if Section 2 is still outstanding, you will see Complete Section 2 and Reject buttons. If the I-9 has an active case with E-Verify, you will see the E-Verify case status and a Review E-Verify case button.
The More Actions button, Tags section, and Notes section will always be visible (dependent on your permissions) regardless of the status of completion.
Tags
Tags are free-text values created by users in your company’s account. Tags are used to quickly communicate facts about the worker and their I-9 form to others in your company.
For example, your company could create tags to indicate if someone has followed up with a worker via phone call about completing their I-9. Users can select previously created tags or type and hit enter to create a new tag.
Important Notes:
Tags are worker-specific, meaning if they're added to one worker's profile, they won't be automatically added to any other worker's profile.
Anyone in your company will be able to see tags added to a worker's I-9 profile. These are not just visible to you in your account.
Once Tags are created you use them when filtering.
You may or may not have access to Tags based on your user permissions.
Notes
Notes allow you to leave a free-text note directly in the worker’s I-9 Profile. This can be useful to keep track of any actions you've taken with this employee, such as contacting the worker about an E-Verify status.
While workers won't see any notes that have been added to their profile, any other users in your company’s account will see notes, who added them, and on what date.
Notes will also automatically be added when any status changes for the worker's I-9, such as Section 1 completion, or when some actions are taken by a user such as restarting or rejecting an I-9.
Notes that you’ve added can be edited or deleted by clicking the 3 dots button.
More Actions
The options found in the More Actions button will vary based on the I-9 completion status. The following list includes which actions are available for each point in the I-9 process.
Important Notes:
If any of the actions are not visible, it is likely due to your user permissions. Contact leadership at your company for assistance in updating your permissions.
The Edit profile option is missing from the list below as this will be deprecated soon.
Take Action on I-9: Opens a larger window where you can upload replacement documents to the Supplemental tab, view the I-9 form audit trail, request re-verification, process receipts, and even complete Supplement B.
Edit Section 2: Used to update Section 2 especially if the worker provided a receipt during the completion of Section 1. Review more on receipts later in this article.
Supplement B: Used for rehires, name changes, or expired documentation. Learn more about Supplement B in this article.
Reverify: Used to reverify employees’ Section 1 documents if they are going to expire.
Rehire: Provides two options for rehired employees:
Supplement B: Used if the rehire date is within three years of the date that their last I-9 form was filed.
Reset I-9: Used if the rehire date is after three years. This will require the employee to complete a new I-9 form. A note will be automatically created indicating the I-9 was restarting because the employee is a rehire.
Restart I-9: Sets the status back to Pending Section 1 and restarts the task for the employee in their Worker Portal. When using this option, you will select a restart reason which will be visible to the employee when they log into their Worker Portal to redo their I-9. A note will also automatically be created after restarting an I-9.
Applicant profile: For customers also using Fountain Hire, use this to access the worker’s Applicant Profile in the connected Hire account.
Synchronize profile: Available to Administrators only, this can be used for troubleshooting when I-9 data seems to be mismatching. Clicking this will synchronize both data between WorkBright (Fountain's I-9 integration partner) and the I-9 Center.
Impersonate: Allows you to view the Worker Portal as if you were the worker which can be helpful for troubleshooting purposes.
View worker: Flip to the employee’s Worker Profile.
Additional Manage Screen Buttons
Depending on the I-9 status, you will see additional buttons on the manage screen that can be used to action the I-9 form. Those buttons are:
Review E-Verify case: Allows you to review and take action on E-Verify case statuses. Learn more about E-Verify in this article.
Complete Section 2: Used to complete Section 2 as the employer.
Reject: Used to reject Section 1 of the I-9 while completing Section 2 if you see that the information or documents are inaccurate, do not match the employee, are not genuine, or the documents are expired. You will select a rejection reason which will be visible to the employee when they log into their Worker Portal to redo Section 1. A note will also automatically be created after rejecting an I-9.
Deactivate: Used if the employee was terminated. This allows you to enter their employment end date and add an optional note. A tag will also be automatically created and added to the I-9 profile.
Once Deactivate is clicked, it will be replaced by a Reactivate button which can be clicked to reactivate the worker. A tag will also be automatically created and added to the I-9 profile.
Tip!
All actions that are available from within the Manage screen can also be taken directly from the I-9 Forms Table by clicking the 3 dots button to the right of the Manage button.
Resolving Receipts
Another action that can be taken related to I-9s is if your employee provided a receipt instead of an actual document when completing Section 1. This typically occurs if the worker has their document lost or stolen and has received a temporary receipt while waiting for the new document.
Although legitimate document receipts can be used when completing Section 1, receipts are not accepted by E-Verify. When a worker provides a receipt, their completed I-9 will not be sent to E-Verify, and the worker will sit in the Pending E-Verify tile on the I-9 Forms table. The worker will have 90 days past their start date to provide the actual document for the receipt to the company they were hired for. The worker will receive automated email notifications reminding them they must bring in the actual document within the 90-day timeframe.
When the actual document is received, the employee will present the document to an appropriate Fountain user and the user will complete the following steps in the I-9 Center:
In the I-9 profile, click More actions, and then Edit Section 2.
Click Edit Documentation.
Uncheck the box by "My document was lost, stolen, or damaged and this is a receipt for a replacement".
Select the document expiration date (if applicable).
Click Save Changes. An E-Verify case will be automatically created.
Exit out of the More Actions screen.
Click More actions, and then Take action on I-9.
Click the Supplemental tab.
Click + Add file and upload images of the new document.
What if the worker accidentally checked the receipt box when completing Section 1? Simply follow steps 1 through 6 above! The receipt label will be removed and the E-Verify case will be automatically created.
Summary of Actions
Review the table below for a summary of the main actions that can be taken on I-9 forms including additional details on when to take each action:
Action | When to Take Action | Description & Details |
Reject | This option is only available after the worker completes Section 1 but before Section 2 is complete
Fountain recommends using reject if you've reviewed Section 1 and have either found an issue with the information entered or with worker-provided documents OR the employee has informed you that they've entered incorrect information | Rejecting the I-9 will:
|
Restart I-9 | This action can be taken at any point in the I-9 process. However, Fountain suggests using Restart after Section 2 has been completed especially if the form has already been sent to E-Verify
| Restarting the I-9 will:
If the I-9 form has already been sent to E-Verify, the additional information will be true:
|
Reverify | Action is taken if the employee's submitted documents for Section 1 are nearing their expiration date. | Choosing the Reverify option under the More Actions button will open a screen where the user will click the Reverify documentation button, and then add the new document information including the new document number, and new expiration date.
The user should also upload a copy of the new, unexpired documents to the Supplemental tab in the Take action on I-9 screen. |
Rehire | Action is taken when a worker is rehired at your company.
The user will choose between the Supplement B option or Reset I-9.
| Choosing the Rehire option under the More Actions button will open a screen where you can choose to complete Supplement B or Reset I-9 (Essentially restart the I-9)
If you choose Reset I-9 a new E-Verify case will be created for this employee after the I-9 is completed. |
Resolving Receipts | Action is taken if a worker has provided an acceptable receipt in lieu of the actual document when completing Section 1. | Users must uncheck the receipt checkbox, add the new expiration date (if applicable), and upload copies of the actual document in order for the E-Verify case to be created.
Workers will receive automated reminders if they provide a receipt during the I-9 form completion process. |
Related Articles
⬅️ Previous article: Completing Section 2 as an Employer
➡️ Next article: Supplement B