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
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.
Current I-9 - Same Location
If the new employee has a Current I-9 at the Location Manager’s location but in a different Occupation Class, the screen will appear like the image below.
Clicking the employee’s name will display the Occupation Class of the other I-9. At this time the Location Manager should contact her supervisor to determine if a new I-9 is needed. Because the current I-9 is already associated with the same Location, there should be no reason to create a new I-9.
Non-Current I-9 or Rehire
If the new employee has an I-9 on file from a previous employment within the Texas A&M University System, the screen will appear like the image below.
Clicking the employee’s name will display the Job Details for the other I-9. Clicking the ‘Rehire the Employee’ button will open a new window that allows the new hire date to be entered. Once the date has been entered, the Location Manager has the option to ‘Create New I-9’ or ‘Add Section 3 Rehire’. She should contact her supervisor to determine which option to choose.
If the ‘Add Section 3 Rehire’ option is chosen, a new window will open with the Section 3 displayed. The Location Manager should update the Box B with the rehire date and electronically sign with her password. Once Section 3 has been approved, the option ‘Create New I-9’ may still be available. If the updated I-9 has the correct Business Unit and Location, there is no need to create another I-9.