Overview
Once you've set up I-9 tasks for your employees, the WX I-9 Center Forms table allows you to keep track of all I-9 statuses. Use this table to view and act on your employee's I-9 forms at all stages of the I-9 workflow - from first submission, to closing out the case.
The I-9 Center worker table and linked I-9 worker profiles make it easy for you to know which actions to take on each of your I-9 cases.
I-9 Center Forms Table Overview
The I-9 Center Forms table, also referred to as the I-9 Worker table, is the main place that you'll go to in order to orient yourself to your company's I-9 forms. This table allows you to view the statuses and next steps for all employee's I-9 forms.
To access this table, click I-9 Center in the sidebar:
Useful actions to take from the I-9 Center table:
The I-9 Center forms table has several actions available to help orient yourself to your company's current set of I-9 forms:
Quick-filter based on I-9 status
At the top of the table, there are six quick-filter buttons that allow you to quickly drill down to I-9's in certain statuses:
Needs Attention: All I-9 forms that need attention in some capacity. This includes, but is not limited to:
Workers who are missing a Start Date value in their profile
I-9s that are due soon or overdue (for Section 1 or Section 2)
Pending E-Verify cases that require user action
Pending Section 1: Workers who have been assigned an I-9 task to complete, but who have yet completed Section 1
Pending Section 2: Workers who have completed Section 1 of their I-9 form, but who have not yet completed Section 2
Depending on which verification methods you have enabled, this may mean that the employee has an On Site or Live Video verification meeting scheduled for the future
Pending E-Verify: I-9 cases that have been submitted to E-Verify, but have not been completed yet. This includes cases that are:
Awaiting submission to E-Verify
Have had Section 2 completed but have not yet been sent to E-Verify
Are awaiting submission of an unsubmitted receipt from the employee
E-Verify: All I-9 cases that are currently with E-Verify, but that need follow-up action of some kind, such as:
Tentative Nonconfirmations
Photo Mismatch or Unconfirmed Data cases
Final Nonconfirmations
Completed: Sections 1 and 2 have been submitted & completed. If your company uses E-Verify, this includes cases that have been closed.
Apply Additional Filters
If you want to apply even more specific filters, the Filters button in the top right of the table has additional I-9-related filters you can use:
Step: Which step in the I-9 flow the worker is in (e.g. 'Pending Section 2', 'Completed')
Expiration: Search based on a certain expiration date value (or, before, or after)
Start Date: Search based on a worker's start date value (or, before, or after)
Section 2 Selection: filter based on which section 2 verification method has been chosen by each employee (Authorized Representative, On-Site Verification, or Live Video Verification)
Rejected:
If true, only shows workers who have a rejected I-9
If false, only shows workers whose I-9 has not been rejected
E-Verify status: The main E-Verify case status (e.g., 'Authorized', 'Mismatch', 'Processing')
E-Verify government status: The case sub-status returned from E-Verify, which is usually more specific than the main E-Verify status (e.g., 'Closed authorized', 'Pending referral', 'Unsubmitted Receipt')
Case Tags: Find workers who have, or do not have, a specific case tag (or set of case tags)
See this section below for more details on adding tags to worker I-9 profiles
Change Which Columns Display
The Columns button in the top right of the table allows you select which columns will display in the I-9 Forms table.
Any configuration made in the Columns activity will apply only to your account.
The First Name, Last Name, and Status columns will always display. In addition, there are six I-9-related columns that display by default, but can be removed: Step, Expiration, Start Date, Section 2 Selection, Rejected, and Case Tags.
Expand the Worker and Worker Custom Attributes groupings to see additional columns that can get pulled in:
Worker options are fields that you'll find in the worker profile, such as Address and Location.
Worker Custom Attributes are attributes that have been created for your company account and that can have values set for each worker.
Note: protected attributes will not be available to pull in as a column
Search
The I-9 Center Forms table allows for you to search based on:
Worker name (first, last, or full)
Applicant ID
E-mail address
View and take action on I-9 forms
The main action you'll take from this table is to view & take next steps on each worker's I-9 form. To do so, click Manage for any worker in the table to open up their I-9 worker profile:
Tags
Depending on the setup of your user permissions, you may see the option to add tags to each worker's I-9 profile:
These are free-text values that are created by someone in your company in the tag manager activity. Tags are meant to help communicate quick facts about the worker and the 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 about something regarding their I-9.
Other things to know about tags:
Tags are worker-specific, meaning that 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 each worker's I-9 profile
Once tags are added to workers, you can apply filters to see workers with or without that specific tag:
Notes
The Notes section of a worker's I-9 profile allows you to leave a free-text note directly in the profile. This can be useful to keep track of any actions you've taken with this employee, such as reaching out about an E-Verify status.
While workers won't see any notes that have been added to their profile, any other colleagues at your company who have access to WX will see notes, and who added them.
The Notes section will also automatically display any status changes for the worker's I-9, such as when they complete Section 1, or when the worker updates their profile information while filling out an I-9 task:
Notes that you've added yourself will display along with your name, a timestamp of when it was added, and your assigned job role:
After adding a note, you can edit or delete it by clicking the more actions button:
Other Actions
Actions that are enabled in the I-9 Center depend on the I-9 status of the worker. Here is an overview of which actions are available for each point in the I-9 flow:
Note: if any of these are not available to you, that may be due to your user permission configuration.
Any point in the flow (any I-9 status):
Edit Profile: Edit the worker’s personal information
Take Action on I-9: opens a larger window where you can upload a replacement document, view the audit trail, request re-verification, and complete Supplement B
Restart I-9: Sets the status back to Pending Section 1, and restarts the task in the worker’s portal
Impersonate: Impersonate the worker to view their worker portal
View worker: Open the worker's main profile
Deactivate: If the employee has been terminated from your organization, use this button to indicate the end date for them (with an optional note)
This will add a tag to their profile in WX, indicating that they've been deactivated
After Section 1 has been submitted:
Review the I-9 Section 1 form and supporting documents
Complete Section 2: Complete section 2 of the I-9 form yourself, reviewing the information and documents provided by the employee, and signing off
Supplement B / Reverify: complete the process for rehires, name changes, or expired documentation (outlined here)
Reject the Section 1 form: if an error is found in the section 1 submission, reject the submission and reset the I-9 task back to Pending Section 1 for the employee to redo
This allows you to select from a list of rejection reasons - the reason(s) you select will be included in an email to the employee letting them know about the rejection and the restarted I-9 task
After Section 2 has been completed submitted to E-Verify:
Take Action on E-Verify: Opens the details of the worker's case in a pop-up window, where you can review case details and take action if needed
Rehire (also available if you don't use E-Verify): A quick button to start the rehiring process for the employee, which gives you two options for rehires:
Supplement B: can be used if the rehire date is within three years of the date that their last I-9 form was filed
Reset I-9: if it's been more than three years, you'll need to reset the I-9 completely, and have the employee fill it out again
All actions that are available from within a worker's I-9 profile can also be taken directly from the I-9 Center table using the 'More Actions' button (to the right of 'Manage').
Additional Resources
Summary of redo, restart, etc. actions
A summary of a few of the available I-9 profile actions, with additional details on when to take each action and more details about it:
Action Button | When to Take Action | Description & Details |
Restart I-9 | This can be done at any point in the I-9 flow.
The Restart button is most relevant when an I-9 form has been completed, especially if it has been sent to E-Verify already.
If the I-9 is still Pending Section 2, then use the Reject button (see below). | Selecting Restart will:
If an I-9 has already been submitted to E-Verify:
|
Reject | After the worker submits Section 1, but before Section 2 is complete and the I-9 is sent to E-Verify (Pending Section 2).
This should be used when you've reviewed the Section 1 submission, and have either:
| Selecting Reject will:
Since no case has been submitted to E-Verify yet, nothing will be sent to E-Verify in this workflow. |
Re-verify | When the employee's submitted documents are nearing their expiration date. | This button opens the Supplement B reverification option, where a worker can upload new, unexpired documents to have on file.
No additional information is submitted to E-Verify in this case. |
Re-hire | When a worker is rehired at your organization within three years of their original start date. | This button opens the Supplement B rehire option, where you can complete the rehire flow in one screen.
No additional information is submitted to E-Verify in this case.
Note: a brand new I-9 can also be used for rehires, if your company chooses. These would be sent to E-Verify. |
Related Articles
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