Form I-9 Processing

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Overview

Prior to the A&M System launching Workday HR, Payroll and Benefits in December 2017, the Guardian I-9 and E-Verify Compliance System (known as Guardian) was used for employment authorization. From December until July 31, 2018, Workday was the application used by most System Members for employment authorization.

Due to improvements needed in Workday for Form I-9 processes, and the desire for all members to use the same employment verification application, Guardian will be used by all System Members as of August 1, 2018.

Since a Form I-9 for an employee may be located in Workday or in Guardian, actions required during a business process will be based on various factors. You can use this reference guide to learn how Form I-9 processes need to be completed.

Key Points:

• The Complete Form I-9 business process should not be initiated in Workday; all new Forms I-9 should be initiated in Guardian that can be accessed from your SSO menu
• Forms I-9 previously completed in Workday remain in Workday
• The Complete Form I-9 Section 3 business process is available in Workday for rehired employees whose original Form I-9 was completed in Workday Refer to the job aid Complete Form I-9 Section 3 (For Form I-9s in Workday) for step-by-step instructions when applicable. Otherwise, you will complete Form I-9 Section 3 in Guardian
• The Amend Form I-9 business process is not available in Workday
• Completing Section 3 in Workday does not trigger an E-Verify integration
• If an Employee triggers the Complete Form I-9 business process in Workday, the I-9 Partner can cancel this business process
• To view an Employee’s Form I-9 in Workday, navigate to the Worker Profile, select the Action button and select Personal Data > View Form I-9. The View Form I-9 link will only be available for Employee’s whose I-9 is housed is Workday
• Users should always follow applicable federal regulations concerning Form I-9 and E-Verify. All A&M System Members are E-Verify Employers.

Recording Form I-9 Processes Completed in Guardian – Edit Other ID

The I-9 Partner can add or edit an Employee’s Other ID to document in Workday that a Form I-9 was completed in Guardian. The work authorization’s expiration date for a non-immigrant can be included as well. This action would generally occur as part of a business process such as Hire, Change Job, or Add Additional Job.

The I-9 Partner will receive the To Do: Record Form I-9 Completed in Guardian during appropriate staffing events with a prompt and instructions to add these other IDs, “I-9” and “Alien Work Authorization”.

What You Can Expect for Business Processes that include Form I-9

Hire

A.    New Hires

The I-9 Processor will receive a To Do: Complete Form I-9 in Guardian during the Hire business process. The I-9 Processor will need to follow his or her System Member procedures for completing the Form I-9 as needed.

During Onboarding for the Hire business process, the I-9 Partner will receive the To Do: Record Form I-9 Completed in Guardian. This To Do will guide the I-9 Partner to use the Edit Other ID business process to add or edit the Employee’s Other IDs related to Form I-9 and Alien Work Authorization after Form I-9 processes are completed in Guardian.

B.    Rehires

The I-9 Partner will receive the To Do: Complete Form I-9 Section 3 for Rehire. The I-9 partner will need to evaluate if Section 3 of a prior Form I-9 should be completed or if a new Form I-9 is needed.

• If the Employee previously worked at your System Member Company, then Section 3 of the Form I-9 will need to be completed by the I-9 Partner. If the Employee’s prior Form I-9 is in Workday, use the Complete Form I-9 Section 3 business process to update the Form I-9. See the job aid Complete Form I-9 Section 3 on Workday Help for step-by-step instructions. If the Employee’s prior Form I-9 is in Guardian, follow your System Member’s procedures for updating the Form I-9 in Guardian.
• If the Employee did not previously work at your System Member Company, then a new Form I-9 is needed in Guardian. This means the I-9 Partner will need to follow System Member procedures for completing the Form I-9 in Guardian.

IMPORTANT: The Complete Form I-9 Section 3 business process in Workday cannot be completed unless there is already a Form I-9 in Workday for the Employee. If no Form I-9 exists in Workday, you may need to take action on their previously completed paper Form I-9 or online Form I-9 in Guardian.

Change Job

When the Change Job business process results in a new Company for the Employee’s position (e.g. primary position is with TAMUCT, additional job is with TAMU), the I-9 Processor will receive the To Do: Complete Form I-9 in Guardian for Transfer or Additional Job. The I-9 Processor should follow System Member procedures for completing Form I-9 in Guardian.

Once this To Do is submitted, the I-9 Partner will receive the To Do: Record Form I-9 Completed in Guardian. Refer to the previous section on Recording Form I-9 Processes Completed in Guardian – Edit Other ID in this reference guide for further details. For more information on how to Edit Other IDs, see the job aid Edit Other IDs on Workday Help for step-by-step instructions.

Add Additional Job

If the Company assigned to the additional job is different from the Company assigned to the Employee’s primary position, the I-9 Processor will receive the To Do: Complete Form I-9 in Guardian for Transfer or Additional Job. The I-9 Processor should follow System Member procedures for completing a Form I-9 in Guardian.

Once this To Do is submitted, the I-9 Partner will receive the To Do: Record Form I-9 Completed in Guardian. Refer to the previous section on Recording Form I-9 Processes Completed in Guardian – Edit Other ID in this reference guide for further details. For more information on how to Edit Other IDs, see the job aid Edit Other IDs on Workday Help for step-by-step instructions.

Passport and Visa Change

If an Employee’s Visa is changed, the I-9 Partner will receive the To Do: Complete Form I-9 Section 3. This will require the I-9 Partner to verify the location of the Employee’s Form I-9 to determine whether this step will be completed in Guardian or in Workday.

Refer to the Key Points section of this Guide for how to view an Employee’s Form I-9 in Workday if applicable. If applicable, refer to the job aid Complete Form I-9 Section 3 in Workday located on Workday Help.

Personal Information Change

If an Employee’s date of birth or citizenship is changed, the I-9 Partner will receive the To Do: Complete Form I-9 Section 3. In order to complete this step, the I-9 Partner will need to verify the location of the Employee’s Form I-9 to determine whether this step will be completed in Guardian or in Workday. If action is needed in Workday, refer to the job aid Complete Form I-9 Section 3 in Workday located on Workday Help.

Refer to the Key Points section of this Guide for how to view an Employee’s Form I-9 in Workday if applicable. The I-9 Partner should follow System Member procedures for any Form I-9 processes that need to be completed in Guardian.