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Automatic W-4 & I-9 Restarts for Rehires
Automatic W-4 & I-9 Restarts for Rehires
Updated over 3 weeks ago

If you are utilizing the I-9 Center as a PAPI-integrated stage in your application process, you can prompt rehired workers to re-complete their W-4 and I-9 forms in the stage by resetting their partner integration status.

This will ensure a smooth rehire process by allowing compliance checks to be re-triggered automatically. Returning employees will therefore follow the correct process without relying on human oversight. The rehire's original I-9 form will also be automatically saved in the I-9 Center adhering to federal guidelines.

Learn more about the PAPI stage integration by reviewing the Getting Started with I-9 Center article.

Initial Configuration

To turn on automatic I-9 form restarts for rehires, follow the steps below in Fountain's Worker Experience platform:

  1. In the left sidebar, click I-9 Center and then Settings.

  2. Under the I-9 and W-4 profile automatic restart section, toggle on Automatically restart I-9 forms for rehire and Automatically restart W-4 for rehire. Changes will save automatically.

  3. Click your company logo in the bottom left corner of the sidebar and then Settings.

  4. Click the Workforce tile.

  5. Toggle on Reactivate employees.

    1. Enabling this setting will change workers with a terminated status to pre-hire when they are readded into Fountain.

  6. Click Save.

Required Hire Rule Stage

For the automation to occur as intended, you will need to create a Rule stage in Fountain Hire that appropriately tags applicants with the Data Key of Rehire = true or false. This is what triggers the Rehire status in the I-9 Center and resets the forms automatically. To create the rule, follow the steps below:

  1. Contact your Fountain Customer Success contact or [email protected] to ensure the Worker Experience Rehire Data key is added to your Fountain Hire account.

  2. Navigate to the Workflow Editor of an Opening that is linked to the workflow that contains the I-9 Center PAPI stage.

  3. Click Add Rule in the top left corner.

  4. Type a title for the stage and place it prior to the PAPI I-9 stage.

  5. Build the rule as seen below:

  6. Click Save Changes in the top right corner.

Learn the basics of Fountain Hire Rule stages by reviewing this article. Learn more about Fountain Hire Data Keys in this article.

Viewing Rehire Status

To view rehire status, follow the steps below in Fountain Worker Experience:

  1. Click Workers in the bottom left side panel.

  2. Find the worker and click their name to open their Worker Profile.

A Rehire label will be found under their name.

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