There are a few instances where an employee will have more than one Form I-9 in Guardian I-9. For example, a full-time budgeted employee at TEES might also be employed as a wage employee at TAMU. Both members are required to verify employment authorization because each is considered a separate employer as a federal contractor and with a Federal Employer Identification Number (FEIN).
For TAMUS, Guardian I-9 is configured as a single employer account so there is an extra step involved to make sure that each Form I-9 has the correct FEIN associated with it. The instructions below are for the Location Manager role.
Determining If the New Employee Already Has a Form I-9
The Location Manager will become aware of an existing Form I-9 when creating a new Form I-9 for the employing Location. After searching for the employee’s SSN, the message, “The employee already exists in this system.” will appear. There are three scenarios that can create this message and each one is handled differently.
- Current I-9 - Different Location
- Current I-9 - Same Location
- Non-Current I-9 or Rehire
Current I-9 - Different Location
If the new employee has a Current I-9 at a different location, the screen will appear like the image below.
Clicking the employee’s name will display the Business Unit and Location of the other I-9. At this time the Location Manager should contact her supervisor to have the employee’s Job Details updated with the new Location, Occupation Class and Business Unit. (This may require contacting the other location’s Guardian Administrator)
Once the employee’s information in Guardian has been updated with the new information, the Location Manager will have the option “Create New I-9” as shown below.
Creating the new I-9 will be the same except that the Hire Date from the other I-9 will appear in the Certification part of Section 2 of the new I-9. It is important to change this date to the new hire date of the employee’s new location.
