SAP Knowledge Base Article - Public

3067640 - USCIS Form I-9 and E-Verify Frequently Asked Questions - Onboarding

Symptom

Environment

  • Onboarding

Resolution

QUESTION: How can the new hire modify the USCIS Form I-9 Section 1 fields for Apartment number, Other last name, Phone number or Email?

ANSWER: Those fields cannot be directly edited in Form I-9 Section 1. This information is provided during the personal data collection step. To change these values, trigger the USCIS Form I-9 correct data process. The correct data process is triggered by going to the Dashboard, locating and opening the new hire's record, and selecting Actions > Correct Form I-9 Section 1.

 

QUESTION: I have multiple documents to sign, can I choose which one to sign first?

ANSWER: Currently the E-Signature tile leads directly to the first item to be signed, in chronological order. In order to sign all documents, simply use the tile that will lead you to each document one by one.

Alternatively, a way to access specific documents would be to go to the dashboard and select the new hire whose documents you wish to address first.

 

QUESTION: How do we ensure we stay compliant regarding the 3 Business Days rule for the USCIS Form I-9?

ANSWER: Enable the “I9 3 Business Days Trigger” email notification reminder to automatically send an email notification to the corporate representative 2 days after the new hire’s start date. If the I-9 isn’t completed withing the 3 business days, provide a reason for the delay in Manage Data > I9 User Data > Reason for Delay.

 

QUESTION: How do we ensure our process participants enter correct values in USCIS Form I-9 Section 1 and Section 2?

ANSWER: Certain fields, such as document numbers, will not be strictly validated, so the user must pay close attention to ensure they enter correct values. For more information, refer to the USCIS Form I-9 Instructions.

 

QUESTION: How can we skip the e-signature flow for new hires under 18 years old and employees with disabilities (special placements)?

ANSWER: Currently there is no way to skip the e-signature flow, it is required for all new hires.

 

QUESTION: The E-Verify case status for my new hire is not updated, how can I verify the case status?

ANSWER: For certain E-Verify statuses such as Queued, Manual Review, and Referred, the status will not be displayed on the E-Verify Details page. However, these statuses mean the case is being processed by the Department of Homeland Security (DHS). Simply monitor the E-Verify details page regularly for a case status update.

 

QUESTION: How can I get additional information on how to complete the USCIS Form I-9 Section 1 and Section 2?

ANSWER: Please refer to the paper USCIS Form I-9 PDF, which contains help content and instructions for each field.

 

QUESTION:  Are edits to fields like Phone Number and Email Address made in Section 1 of the I-9 saved?

ANSWER: They are only saved on the I-9 and for audit purposes. These changes are not saved in Employee Central. The fields are editable specifically by the employee as per the instruction on the I-9 and can be different from the Employee Central data.

 

QUESTION: Will a new hire know if they successfully completed Section 1 of the I-9?

ANSWER: Yes, new hire will receive a confirmation email. If there's an error in the process, they see an error message instead.

 

QUESTION: What happens if I-9 Section 2 is not completed in 3 Business days?

ANSWER: The out of compliance workflow triggers a warning message if the USCIS Form I-9 is not completed within 3 Federal business days. Hiring managers must acknowledge that the start date is noncompliant and they must provide a reason for continuing the onboarding process and completing the Section 2 of the I-9 beyond 3 Business Days.

 

Question: What field can be edited by the hire for Section 1 of the I-9 that they might have already filled as part of Personal Data Collection?

ANSWER: The Other Last Names Used (if any)Apartment No.Email Address, and Phone Number fields are editable. The rest of the address and name fields are not editable in I-9 Section 1. If the hire sees that data is incorrect the hire should decline when presented for signature and this will trigger a correction flow.  If the hire has signed I-9 Section 1,  the correct data process for I-9 Section 1 (can be done from the dashboard) or Section 2 (by Admin via Manage Data) can be initiated at any time and will ensure the latest data gets picked up from the EC fields which are not editable on the UI.  If there is a discrepancy detected during E-Verify then this can be corrected as well by correcting the I-9.

QUESTION: The new hire did not provide their Social Security Number (SSN) at the time of hire, and we then completed Section 1 and Section 2. How can the new hire update their USCIS Form I-9 to include their SSN?

ANSWER: Once the new hire is hired, they can go to their Employee Profile and update their SSN information. Once that is updated, please initiate Correct Form I-9 Section 1 to recomplete USCIS Form I-9 Section 1 and Section 2.



QUESTION: What should I check if I-9/E-Verify does not trigger?"

ANSWER: Please see table below

Possible issue Solution Related Information
E-Verify is not enabled. Make sure E-Verify/I9 is enabled in compliance settings. Configuring USCIS Form I-9
Configuring E-Verify
E-Verify Account Information is incorrect. Verify Company ID is correct and Account Type is set to Test. Adding Employer to Enroll for E-Verification
Enabling E-Verify Test Account
E-Verify process is not included on Onboarding Process Flows. Update process flows for onboarding and offboarding. Editing the Process Flows for Default Onboarding and Offboarding Processes 
E-Verify MDF object is not synced with Data Base. Run the MDF Object definition to DB sync
job in provisioning.
Go to Provisioning > run the job MDF Object Definition to DB sync > login after 10-15 minutes and you should be able to see the object(s).
Metadata cache is full. Refresh the meta data cache. Go to Admin Center > OData API Metadata Refresh and Export tool, and Refresh the Cache. It’s recommended that you log out from the application and log in back again after refreshing the cache.

Keywords

  • Onboarding
  • Onboarding
  • USCIS Form I-9
  • E-Verify 
, KBA , LOD-SF-OBX , Onboarding 2.0 , How To

Product

SAP SuccessFactors Onboarding all versions