I-9 Pro Feature Guide

Last updated
Save as PDF

Introduction

The purpose of this guide is to help educate Tracker I-9 clients about our new I-9 Pro remote verification solution. This guide provides a description of the feature and instructions for how to start leveraging its capabilities. An FAQ section can be found at the end of the document. Continue reading to learn more.

Background

On 07/25/2023 the Department of Homeland Security (DHS) published a final rule to the Federal Register titled “Optional Alternative 1 to the Physical Document Examination Associated With Employment Eligibility Verification (Form I-9).” The ruling authorizes employers enrolled in E-Verify (or an authorized representative acting on such an employer’s behalf) the option to remotely examine their employees’ identity and work authorization document(s) under a new DHS-authorized alternative procedure. You can access the final ruling here.

In response to the new rule, the Tracker I-9 team has developed a new service offering called I-9 Pro. With I-9 Pro, after an employee completes Section 1 of the Form I-9 they will be able to schedule an appointment to meet virtually with one of Tracker I-9’s own compliance experts who will complete Section 2 of the Form I-9. I-9 Pro provides effortless verification and document inspection while minimizing the burden and cost of new process adoption, enabling employers to capitalize on the DHS rule changes that permit virtual document inspection with ease and efficiency.

I-9 Pro Feature Enablement

In order to take advantage of the I-9 Pro workflow, existing clients will need to reach out to their Tracker I-9 representative and request a new service agreement that describes the terms, conditions, and fees associated with the I-9 Pro service. If you do not know who to contact, please have your authorized administrator reach out to the Tracker I-9 support team by creating a case on the Support Portal.

Note: The scope of services provided by I-9 Pro only include the completion of Section 2. At this time Section 2 amendments, receipt reverifications, reverifications and E-Verify case administration are not supported by I-9 Pro. Also, to take advantage of I-9 Pro the Remote Document Inspection feature and Employer Appoint workflow must also be enabled.

I-9 Pro Workflow Options

There are three ways to initiate an I-9 Pro workflow:

Manually create a new I-9 Pro record directly in the Tracker application.
Change the workflow of an existing, incomplete I-9 record to I-9 Pro directly in the Tracker application.
Create a new I-9 Pro record via the Tracker API, file integration or through one of our partner integrations that support the I-9 Pro workflow. For more information, please speak to your Tracker I-9 representative.

The descriptions and screenshots that follow provide an overview of the steps necessary to complete the I-9 Pro workflow for options 1 and 2 above. It’s important to note that the screenshots below depict views from accessing the Tracker application via a standard desktop or laptop computer.

Note: These changes also apply when accessing the Tracker application from a mobile device or tablet. However, the layout and presentation of information are slightly different since the screen size is smaller.

Option 1: Manually Create a New I-9 Pro Record

A new workflow named “I-9 Pro” has been introduced to the “Create I-9” page under the “Remote” workflows.

Hover over the accompanying tool tip to learn more:

“This option creates a new I-9 Pro record that sends a message to the employee to complete Section 1. It also instructs the employee to schedule an appointment date/time to meet with an I-9 Pro representative via a live interactive video meeting to complete Section 2.”

Note: This radio button is displayed conditionally. It appears when the I-9 Pro feature is enabled and the Worksite on the associated Employee Profile record is E-Verify enabled.

When the Worksite of the associated Employee Profile record does not have E-Verify enabled, the I-9 Pro option is disabled and shows the following tooltip when the I-9 Manager hovers over the radio button:

“The Worksite on the associated Employee Profile record does not have E-Verify enabled. E-Verify is one of the requirements for being able to use the optional alternative procedure to physical documentation examination as authorized by DHS. For this reason, the I-9 Pro radio button is disabled.”

When the I-9 Manager chooses the I-9 Pro radio button, the relevant fields will appear for completing the page.

If the Start Date is before the E-Verify Effective Date of the Worksite indicated on the associated Employee Profile record, then the following error message will be displayed:

“I-9 Pro is not an option since the I-9 will not be subject to E-Verify.”

After the I-9 manager enters valid details and clicks the "Create I-9" button, a confirmation pop-up will be displayed.

Choose "No" to close the pop-up or "Yes" to initiate the I-9 Pro workflow. Another confirmation message will be displayed confirming that the I-9 Pro email has been sent to the employee.

Clicking “OK” navigates the I-9 Manager to the Employee Profile page. The employee will receive an email from Tracker with instructions for completing the Form I-9 and scheduling an appointment to meet virtually with a Tracker I-9 compliance expert who will complete Section 2 of the Form I-9.

Form I-9 Page Changes

Under the Form I-9 page, you will see the following changes displayed for the I-9 Pro workflow.

The I-9 workflow is named I-9 Pro.
The tab name displays as I-9 Pro.
The Action name displays as I-9 Pro Form I-9 Actions.

Employee Journey/Appointment Scheduling

With the I-9 Pro workflow the employee journey conditionally changes. Here is the sequence of events that will take place:

Employee completes/signs Section 1 of the Form I-9.
Employee is navigated to the Employee Document Identification and Upload (EDU) page where they select their identity and work authorization document(s) that they intend to present to one of Tracker I-9’s compliance experts when they meet with them during a live interactive video meeting. The employee is prompted to upload front/back copies of all documents.
Note: The Employee Document Identification and Upload (EDU) feature is an optional/opt-in feature. You can find out more information on the feature here. The only notable differences when using I-9 Pro is:
1. EDU is automatically included as a step within the employee journey. The EDU feature does not need to be enabled. However, to use I-9 Pro both the I-9 Pro and Remote Document Inspection features must be enabled along with the Employer Appoint workflow.
2. Typically, the attachment and forced attachment settings of the Employer that is associated with the Form I-9 determine when an employee is prompted to upload copies of their documents on the EDU page. With I-9 Pro the employee is always prompted to upload front/back copies of ALL documents, even if there is no information on the back of the document.
The employee lands on the Form I-9 Section 1 Complete – Next Steps page where they can view/download a copy of their Form I-9.
The I-9 Pro scheduling application will launch in a separate window where the employee will be able to book an appointment to meet virtually with a Tracker I-9 compliance expert who will complete Section 2 of their Form I-9. On the initial Welcome page, the employee will be presented with scheduling instructions along with information on appointment confirmation and reminders. The employee should click the Next button to proceed.
Note: Pop-up blocker needs to be disabled on the browser that the employee is using to access the I-9 Pro scheduling application. If the scheduling application doesn’t automatically launch then there will be a link on the Form I-9 Section 1 Complete – Next Steps page that the employee will be able to click on to force launch the scheduling application.
On the Service page, the Tracker I-9 Pro Section 2 Verification service will be displayed. The employee should click the Next button to proceed.
Note: The scope of services provided by I-9 Pro only include the completion of Section 2. At this time Section 2 amendments, receipt reverifications, reverifications and E-Verify case administration are not supported by I-9 Pro. Also, to take advantage of I-9 Pro the Remote Document Inspection feature and Employer Appoint workflow must also be enabled.
On the Location page Over Zoom will be displayed. All I-9 Pro meetings will take place virtually via a live interactive video meeting using the Zoom application. The employee should click the Next button to proceed.
On the Schedule Appointment page, the employee will select a date and time to schedule their I-9 Pro virtual appointment. The employee should click the Next button to proceed.
$C:\Users\PAUL~1.MCK\AppData\Local\Temp\SNAGHTML1d4e088.PNG$
On the Your Information page, the employee should enter their First Name, Last Name and Email Address. Providing a Cell Phone number is recommended, but not required. The employee should click the Save button to finalize the appointment.
On the Thank You page the employee will be presented with their appointment details. The employee should close their browser.
The employee will receive a calendar invite for their appointment from noreply@timetap.com. Embedded in the calendar invite is a link that the employee can click on if they need to cancel or reschedule their appointment.
Note: Employees will not be able to cancel or reschedule their appointment if it is within 12 hours of their scheduled appointment time.
The employee will receive an appointment reminder 24 hours from their scheduled appointment. They will have the option to either Confirm or Decline the appointment. If the employee declines, then they will have the option to either Cancel or Reschedule. Rescheduling or Cancelling is allowed up to 12 hours before the appointment start time.
The employee attends the virtual Zoom meeting. The employee must bring their unexpired employment authorization and identity document(s) to the appointment and be prepared to show them to the Tracker I-9 compliance expert on camera. The Tracker I-9 compliance expert will virtually inspect the documents and complete Section 2 of the Form I-9. Once Section 2 is completed, the I-9 Pro workflow is considered complete. The employer is responsible for administering the associated E-Verify case after Section 2 is completed. The employer should closely monitor their E-Verify dashboard and take timely action on cases when appropriate.

Option 2: Change I-9 Workflow to I-9 Pro

Note: At this time, changing workflows can only be done by accessing the Tracker application via a standard desktop or laptop computer.

To convert an incomplete, I-9 record that will be subject to E-Verify to I-9 Pro, an I-9 Manager should take the following steps:

Navigate to the Form I-9 record and launch the Administrative Options menu. Depending on what the current workflow is will determine which page the I-9 Manager will need to launch the Administrative Options menu from (ex., Section 1 page, Remote I-9 page, Employer Appoint page, Employee Appoint page).
Under the REMOTE WORKFLOW options, the I-9 Manager should select Change I-9 Workflow and then Switch to I-9 Pro Workflow.
$C:\Users\PAUL~1.MCK\AppData\Local\Temp\SNAGHTML22005e5.PNG$
The I-9 Manager should confirm or edit the Start Date and Employee Email Address fields and click the Yes button.
The I-9 Manager receives confirmation that the I-9 Pro email has been sent to the employee and clicks the OK button.
The employee will receive an email from Tracker with instructions for completing the Form I-9 and scheduling an appointment to meet virtually with a Tracker I-9 compliance expert who will complete Section 2 of the Form I-9.

Additional Resources:

I-9 Pro Frequently Asked Questions (FAQ)
DHS Alternative Procedure for Document Examination FAQ