How to Create a Custom Audit Note

Goal

One important aspect of I-9 best practices is for an employer to conduct an internal audit of their Forms I-9 to discern if they have any identifiable compliance issues. If a compliance issue exists, the employer should remediate the issues whenever possible and append an audit note to the Form I-9 explaining the issue and any corrective action taken.

A custom audit note can be created at any time for any I-9 record. There are no limits to the number of custom audit notes that can be added to an I-9 Record. Custom Audit Notes can be useful when conducting an Internal Audit, or when it is necessary to annotate why a change was made to a record. 

User access to audit notes is based on permission level:

• Advanced Users - Can view, create, edit, and delete audit notes
• Intermediate Users - Can view and create audit notes
• Basic Users - Can view audit notes only

Steps

1. Search for the employee and open the employee’s Form I-9 record.
2. Navigate to the Summary tab within the Form I-9.
   
3. Click Create Custom Audit Note button.
   
4. Select the appropriate Audit Batch from the drop-down list, or accept the default selection.
5. Select an audit result radio button, either Audited Without Correction or Audited Correction Needed.
   1. Select Audited Without Correction if no changes were made to the Form I-9.
   2. Select Audited Correction Needed if changes are needed to one or more Form I-9 fields.
6. If "Audited Correction Needed" was selected and the corrections have been made, click Check if Corrected check box.
7. Enter an Internal Note that describe the action taken or circumstances surrounding the audit. These notes appear on the Audit Batch report and can be used to explain why a Form I-9 had issues and the steps taken to address those issues.
8. Click Save button.
   Note: Clicking Cancel returns the user to the Summary tab without saving changes.
9. Once the audit note is saved, it appears in the View Existing Audit Notes table.
   

Other Actions

• Click the View link in the Action column to display the existing audit note.
  • You may edit the audit note and click Save.
  • You may delete the audit note by clicking Delete.