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I-9 Error Log Member Instructions

Last updated on April 10, 2025

Overview

Overview Guardian I-9 is the system of record for employment authorizations. To support users without direct access and streamline processes for foreign nationals, employment authorization data integrates with Workday.  The I-9 Working Group Members receive error logs from two integrations:  Guardian Termination Error Log (Integration 186) – Integrates termination dates from Workday to Guardian.  I-9 […]

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Overview

Guardian I-9 is the system of record for employment authorizations. To support users without direct access and streamline processes for foreign nationals, employment authorization data integrates with Workday. 

The I-9 Working Group Members receive error logs from two integrations: 

  1. Guardian Termination Error Log (Integration 186) – Integrates termination dates from Workday to Guardian. 
  2. I-9 Error Log (Integration 184) – Integrates I-9 data from Guardian to Workday. 

Guardian Termination Error Log (Integration 186)

About 

Integration 186 sends termination dates from Workday to Guardian.  

  • Runs once a week (Thursday).  
  • Members will receive an error log each time the integration runs. 
  • Members must review logs and manually update records if needed. 

Errors typically occur when

  • The employee already has a termination date entered in Guardian. 
  • The Workday Employee ID (UIN) does not match the Guardian Employee ID (UIN). 

Error Resolution Process

  1. Review the error log spreadsheet. 
  2. Identify records belonging to your member. 
  3. Determine if manual action is required. 

Common Errors & Resolutions

Error Message  Description  Resolution 
Invalid employee ID Value, employee not found  The Employee ID (UIN) could not be found in Guardian.  

This may be due to a typographical error in the Guardian Employee ID, or it could occur if the employee had an I-9 completed outside of Guardian. 

 Check for typos in Guardian Employee ID. If incorrect, update the Employee ID and manually add the Termination Date. 
Employee already terminated  The Termination Date field located in the employee details section of Guardian is not blank. A termination date already exists for the employee.  If incorrect, update the termination date manually. If correct, no action is needed. 

I-9 Error Log (Integration 184) 

About

Integration 184 transfers I-9 data from Guardian to Workday.  

  • Runs twice a week (Monday and Thursday).  
  • Members will receive an error log each time the integration runs. 
  • Updates the I-9 and Alien Work Authorization Expiration Date (if applicable) Other IDs located on the Worker Profile. 
  • The system attempts to reprocess errors for up to 3 weeks before requiring manual correction. 

Errors occur primarily when

  • The Employee ID (UIN) in Guardian is not found in Workday. 
  • The I-9 was completed in Guardian before the Hire event in Workday was completed. 

Error Resolution Process

  1. Review the error log spreadsheet sent to members. 
  2. To search by company/member filter Column C. 
  3. Errors are automatically reprocessed for three weeks before requiring manual correction. 
  4. If unresolved after three weeks, the records will be listed in the email sent to members. Members must manually add the I-9 Other IDs (I-9 ID and AWA ID, if applicable) to the Worker Profile in Workday.

Common Errors & Resolutions

Error Message  Description  Resolution 
Find Existing Other Ids – The following error occurred while calling the retrieve ID web service for John Doe(Texas AM AgriLife Extension Service): Validation error occurred. Invalid ID value.  ’43XXX858′ is not a valid ID value for type = ‘Employee_ID’  This error indicates that the Employee ID (UIN) entered in Guardian does not exist in Workday.  

This may be the result of a typographical error in either the Guardian or Workday Employee ID field, or it may occur because the Hire event for the employee has not yet been completed in Workday. 

 If there is a mistake in the Workday Employee ID field, correct it. Once it is fixed, the system will try to process the record again during the next scheduled update. 

If the mistake is in the Guardian Employee ID field, correct it and then manually update the I-9 Other IDs in Workday. 

If the Hire event has not been completed in Workday yet, the system will continue trying to process the record for up to three weeks or until the Hire is finished and the data goes through. 
The following error occurred while calling the Update ID Web Service for Jane Doe(Prairie View AM University): Validation error occurred. Enter an Issue date that is on or before the expiration date: MM/DD/YYYY.    This error indicates that the dates associated with the employee’s I-9 are not in the correct chronological order based on the I-9 expiration date.  

For example, if the I-9 expired on August 31, 2024, but the reverification was completed on January 5, 2025, the system will flag this as invalid. 

 Members may wait until the record has reached the maximum number of reprocessing attempts. However, it is likely that manual updates will be needed to the employee’s I-9 IDs in Workday. 

Members should review the record and make manual updates if needed. 
Cannot write Alien Authorization because Expiration Date on trigger file is not set  This error typically occurs when the Alien Work Authorization date is either missing or not applicable to the employee.  

In many cases, this is expected—for instance, U.S. Citizens do not have an Alien Work Authorization date and therefore do not require this information. 

 Members should check to see if they need to manually add the AWA Other ID to the Worker Profile. If the Alien Work Authorization Date does not apply, no action is needed.