I-9 & E-Verify Job Aid

I-9 & E-Verify Job Aid

I-9 & E-Verify

Job Aid NOTE: WORKDAY IS CONSTANTLY UPDATING THEIR TOOLS, SO THIS JOB AID

MAY NOT REFLECT EXACTLY WHAT YOU SEE IN WORKDAY.


Click the links below to jump to a specific topic:

I-9 & E-VERIFY NEW HIRE EMPLOYMENT AUTHORIZATION

I-9 SECTION 3 UPDATE FOR CURRENT ASSOCIATE LEGAL NAME CHANGES

I-9 SECTION 3 REVERIFICATION PROCESS FOR WORKDAY HIRES AND LEGACY I-9

PROGRAMS (GUARDIAN AND SUCCESS FACTOR) ASSOCIATES


I-9 AND E-VERIFY NEW HIRE EMPLOYMENT AUTHORIZATION

After associates have finished entering their information through Onboarding, HR will be able to fill in Section 2 of the I-9.

1. Go to your Inbox and open the task to complete Section 2 of the I-9.

2. Fill in Section 2 accordingly.

3. Upload a scanned copy of the ID for photo matching if it is a List A document.

4. Click Approve.

5. Review the Section 2 data for accuracy.

6. Click Done.

7. E-Verify will read the

data and create a case

(I-9 Integration).

Note: The four List A

documents that will

trigger photo matching

are the U.S. Passport,

Passport Card, Permanent Resident Card (Form I-551) and Employment Authorization Document (Form I-766). When the

associate presents one of these documents, you must copy the front and back of the document (or, in the case of a U.S.

Passport, copy the Passport ID page and the Passport Barcode page). E-Verify displays the associate’s photo from the document

presented.


8. If E-Verify approves the associate’s work eligibility, it will show a Case Number.

9. If there is a TNC (Tentative Non-confirmation Letter), the picture does not match, or there is any other challenge, the HR Team

will receive an Inbox task. Additional information on TNC letters can be found at the following link:

https://www.e-verify.gov/employers/verification-process/tentative-nonconfirmations/ssa-and-dhs-tncs

10. Contact HR OPs. They will move the case through the E-Verify website.

HR OPS

https://www.e-verify.gov/employers/verification-process/tentative-nonconfirmations/ssa-and-dhs-tncs


11. If the E-Verify case was resolved, HR OPs will provide you with a case number. Then you will go into Workday to change the

verification status and enter the comments.

This item will be available in your Inbox.

NOTE: If you need to amend a finalized I-9, HR Partners can use the Amend Form I-9 task to correct the following:

• Section 1: Employee Information and Attestation

• Section 2: Employer or Authorized Representative Review and Verification

• Both Section 1 and Section 2

• Add, delete or update attachments.

If you have forgotten to attach a photo, you can do that by opening the business process called Amend I-9 and clicking on Attachments.

Use the search bar to find this business process.

Any amendment to the I-9 will require another E-Verify verification.


NOTE: An Overview of the Rules and Responsibilities are below. For complete information on all E-Verify requirements (i.e. Poster

requirements) visit the following page:

https://www.e-verify.gov/e-verify-quick-reference-guide-for-employers.

https://www.e-verify.gov/e-verify-quick-reference-guide-for-employers


Rules and Responsibilities Overview

E-Verify users must follow the guidelines specified in this Rules and Responsibilities Overview.

Employers who participate in E-Verify MUST:

• Follow E-Verify procedures for each employee for whom an E-Verify case is created.

• Notify each job applicant of E-Verify participation by clearly displaying the Notice of E-Verify Participation and the Right to Work posters in English and Spanish. You may also display the posters in other languages provided by DHS.

• Complete Form I-9 for each newly hired employee before creating a case in E-Verify.

• Obtain a Social Security number from each newly hired employee on Form I-9.

• Ensure that Form I-9 List B identity documents have a photo.

• Create a case for each newly hired employee no later than the third business day after he or she starts work for pay.

• Enter the employee’s email address in E-Verify if it was provided on Form I-9.

• Provide each employee with notice of and the opportunity to take action on a Tentative Non-confirmation (TNC).

• Ensure that all personally identifiable information is safeguarded.

Employers participating in E-Verify MUST NOT:

• Use E-Verify to pre-screen an applicant for employment.

• Specify or request which Form I-9 documentation an employee must use, except to specify that any Form I-9 List B document the employee chooses to present must contain a photo.

• Use E-Verify to discriminate against any job applicant or employee on the basis of his or her national origin, citizenship, or immigration status.

• Create an E-Verify case for an employee who was hired before the employer signed the E-Verify MOU, except in certain instances such as employees of federal contractors with the FAR E-Verify clause.

• Take adverse action against or terminate an employee because he or she received a TNC result, unless E Verify issues a case result of Final Non-confirmation.

• Share any user ID and/or password.


I-9 SECTION 3 UPDATE FOR CURRENT ASSOCIATE LEGAL NAME CHANGES

After the associate submits a Legal Name Change with supporting documentation and it is approved by HR Operations, you may

update the associate’s name in Section 3 of his/her I-9 in Workday.

NOTE: I-9s for associates hired prior to Oct. 29, 2018 may be updated where they are currently housed:

Guardian/LawLogix: I-9 Section 3 may be updated online directly within Guardian.

Success Factors: No online features are available. You will need to print the I-9, update section 3 of the hardcopy and

file locally.

To locate the I-9, go to the associate’s profile and click Personal, then Form I-9 IDs, then Form I-9 for [associate name].


Click on Section 3 Reverification.

Fill in the associate’s new name in the boxes noted below. Then check I Agree and click Submit.


I-9 SECTION 3 REVERIFICATION PROCESS FOR WORKDAY HIRES AND LEGACY I-9

PROGRAMS (GUARDIAN AND SUCCESS FACTORS) ASSOCIATES

The following information is intended to assist Sysco broadline HR Partners in monitoring and acting upon I-9 reverifications within

the required due dates in the Guardian/LawLogix, SuccessFactors and Workday programs.

As HR contact information within the Legacy systems (Guardian/LawLogix and Success Factors) no longer has means to receive

automatic updates of HR contacts and in turn ensure notifications are emailed to the current and correct HR team member(s),

HRBPs should ensure that the available dashboard and reverification reports noted below are utilized to ensure compliance.

I-9 records for applicable U.S. locations (those in place when these systems were implemented) may be found in the following

locations:

1. Guardian/LawLogix (www.perfectcompliance.com)

Includes associates hired 11/6/1986 through approximately calendar year 2015. Hard copies of I-9s completed prior to

implementation were electronically uploaded when Guardian was introduced. Following Guardian’s implementation, all new

hire/rehire I-9s were completed online.

• I-9 Updates: Any reverifications, amendments and receipt replacements have since been completed electronically to all hardcopy and

electronically stored I9s in Guardian.

• Current and Future Reverification Due Dates: Although notifications may be automatically provided by Guardian/LawLogix to the HRBP on

record, HRBPs should periodically audit I-9s as well as monitor the Guardian dashboard and reverification report for due dates.

• Terminated Associate I-9s: Provided local HR updates associates’ termination dates in Guardian, the system will schedule those I-9s to be

purged at the appropriate 1 year from termination or 3 years from date of hire, whichever is later.

• Contacts: HR inquiries regarding user access and updates to usernames, passwords and notifications should be directed to Manjula

Swaminathan with Sysco Corporate HR. Inquiries regarding accessing I-9s and running reports should be directed to your Market HR

Operations team member. Questions or issues regarding when/if to reverify, eligible documentation and expiration dates, etc. should be

directed to your Market Legal counsel.

• Job Aid: Click this link for limited information on the I-9 reverification and terminated associate process. Additionally, the detailed user

manual referenced in this job aid can be found in the Help section located on the Guardian/LawLogix home page menu.

2. SuccessFactors

Includes online completion and storage of all new hire/rehire associate I-9s from approximately calendar year 2015 through

10/28/2018. Amendments, reverifications and receipt replacements made through 10/28/19 were also completed electronically.

http://www.perfectcompliance.com/


• I-9 Updates: As of 10/28/19, upon the move of I-9s to Workday, all updates must be completed manually. There is no means available to

make an online update or to upload a manually-updated I-9 to the SuccessFactors program.

• Current and Future Reverification Due Dates: Although notifications may be automatically provided by the Success Factors program to the

HROB (onboarding partner at time of associate’s hire) on record, HRBPs should periodically audit I-9s and regularly run the reverification

report provided in SuccessFactors to ensure compliance. There is no means available to update HR contacts in the SuccessFactors site.

Please see the job aid link below for instructions on running this report and obtaining the I-9 hardcopy for manual update.

• Terminated Associate I-9s: A solution is currently under review to ensure Success Factors I-9s for terminations entered through Workday

can be purged in a timely manner (1 year following termination or 3 years after the date of hire, whichever is later). This document will be

updated once that process is in place.

• Contacts: Access to SuccessFactors is a single sign-on process and does not require an additional username and password outside of

your network username and password. Updates to HR Partner contacts to receive reverification notifications or the inability to access

SuccessFactors should be directed to [email protected] or (281) 584-1190. Inquiries regarding how to access I-9s or run

reports not addressed in the job aid below should be addressed to your Market HR Operations team member. Questions or issues

regarding when/if to reverify, eligible documentation and expiration dates, etc. should be directed to your Market Legal counsel.

• Job Aid: Click this link for instructions on running the reverification report and the process for obtaining associate I-9s.

3. Workday

Includes all new hires and rehires since Workday launched on 10/29/18. Sections 1 and 2 are completed online in Workday

upon hire.

• I-9 Updates: Receipts for originals, amendments, reverifications and legal name changes are all completed within Workday.

• Current and Future Reverification Due Dates: HR Partners may verify I-9 due dates through the US Employees with Form I-9 Expiring

Documents – SYY Report and the Audit Form I-9 Receipts report.

• Contacts: Direct any questions regarding the I-9 process or reports within Workday to your Market HR Operations team member.

Questions or issues regarding when/if to reverify, eligible documentation and expiration dates, etc. should be directed to your Market

Legal counsel.

• Job Aids: Visit www.syscoworkday.com for all Workday job aids.

mailto:[email protected]

http://www.syscoworkday.com/


JOB AID GUARDIAN LAWLOGIX

www.perfectcompliance.com

Upon logging into Guardian/LawLogix, you will be taken to the Dashboard page. The menu on the left offers a Help option for

accessing user guides. It also offers a Reports option for retrieving specific associate I-9s, running reports, etc.

Pending I-9 reverifications can be found on the Dashboard page or upon completion of a standard report.

http://www.perfectcompliance.com/


Accessing User Guides

1. Click Help from the menu on the left.

2. Click User Guides and Tutorials.

3. You will see a list of user guides and tutorials on a variety of topics.

I-9 Section 3

Click I-9 Section 3 under Getting Started for detailed instructions on the process for identifying needed reverifications and

expiration dates, locating an associate’s I-9, completing Section 3 and uploading supporting documentation.


Reports

For instructions on running various standard reports for

I-9 audit and to identify reverification expiration dates,

click Reports Overview under Advanced Features.

Updating Employment History

Upon termination, employment history for associate

I-9s stored in Guardian should be entered by an HR

Partner. The termination date will allow Guardian to

automatically delete the I-9 upon the completion of 1

year from termination or 3 years from the date of hire,

whichever is later.

For instructions on updating employment history after

termination, click Updating Employment History

under Getting Started.

Note: Rehires should not be updated from the records

in Guardian (or SuccessFactors). A new I-9 should be

completed during the Workday Onboarding process.


JOB AID - SUCCESS FACTORS

To run the I-9 Reverification Report:

1. In SuccessFactors, click the Home drop down menu in the upper left, then Onboarding Dashboard and then Reports.

2. In Reports, go to the Advanced Reports tab and locate the I-9 Reverification Report-08th Jan 2019.

3. Click the report name to download to Excel using the option To Excel.


4. If you see this message after clicking the To Excel option, click OK to continue.

5. The system will download the file. Click Open once the download is complete (in the bottom left corner of your browser).


6. After you open the report:

• Filter the report by location (column titled Div Code) and select your location.

• Filter by documents requiring reverification (I9 Citizen Status Desc and I9 List A Doc Title columns)

• Sort by I9AilienWorkUntilDate.

7. After you have identified any I-9s requiring reverifications and have reviewed appropriate documentation provided by the

associate, you will need to print a hard copy of the I-9 for a manual update to the I-9’s Section 3.

Steps to Open/View/Download and Print an I-9 in SuccessFactors

1. Log into Success Factors.

2. Click the Home drop down menu in the upper left, then Onboarding Dashboard and then Document Center.


3. Type in the First Name and Last Name (the PII data has been masked in the screen shot below) and click Submit.

If you have a scenario where there is more than one version of the I-9 for an employee,

use the Next Page or Previous Page arrows to locate the correct version.


4. Use the Print, View or Download buttons to print, view or download the file.

As SuccessFactors has no means of electronically updating or storing revised I-9s, a manual update should be made to a hardcopy

of I-9s in need of a Section 3 reverification or to those to which updates are needed for Section 2 receipts provided upon hire.

Manually updated I-9s should be confidentially stored in a designated location for access upon a Sysco or government

agency audit.

Additional Note: More information will follow on how/if eligible terminated associate I-9s will be purged from the Success Factors system.

In the meantime, no action is required by field location HRBPs.

I-9 & E-Verify Job Aid

Documents

Transcript of I-9 & E-Verify Job Aid