How to validate a new employee’s Form I-9:
Click on the “Approvals” icon in the upper right corner of the page.
Click on “I-9 Section 2” to the left of the name to be validated in the “Approvals Pending (Available to You)” section.
Click on “Grab.”
Click on “I-9 Section 2” to the left of the name to be validated in the “Approvals Pending (Assigned to You)” section.
Click on “Next” to go to the Employment Eligibility Verification page.
When an employee is completing the onboarding, they will have an option to upload a copy of their ID documents, which will appear on the Employment Eligibility Verification page.
- If the employee DID upload their ID documents, please follow the instructions in the
ID DOCUMENTS WERE UPLOADED section below.
- If the employee DID NOT upload their ID documents, please follow the instructions in the
NO ID DOCUMENTS WERE UPLOADED section below.
ID Documents Were Uploaded Instructional Video
Please review the ID documents and then scroll to the bottom of the window to record the ID information.
- Confirm that the document the employee listed in “Document Title” filed matches the ID that was uploaded. If needed, please select a different document from the “Document Title” field to correspond to the uploaded ID.
- If the uploaded ID doesn’t appear in the list of available documents in the “Document Title” field, please click on the “Back” button to return to the previous page, and then click on the red “Deny” button to return the Form I-9 to the employee. The employee will then need to upload the correct ID in the correct list and resubmit it so that you can continue with the I-9 validation process.
- If the employee uploaded a Permanent Resident Card or an Employment Authorization Card, please see the note about document numbers at the end of these instructions under the heading “IMPORTANT NOTE ABOUT DOCUMENT NUMBERS.”
- Then fill in other required fields as applicable.
- When finished, click on “Next.” If more than one ID document was provided, repeat these steps for the second document.
Click on “Next” unless special instructions need to be noted.
Mark the signature box, then fill in all the required fields on certification page. Upon completion, click on “Next” at the bottom of the page.
Review the completed I-9, then click on “Submit.”
Click on “Done” to complete the validation.
ID Documents Were Not Uploaded Instructional Video
- Choose a document from “Document Title” drop down menu.
- If the employee provided a Permanent Resident Card or an Employment Authorization Card, please see the note about document numbers at the end of these instructions under the heading “IMPORTANT NOTE ABOUT DOCUMENT NUMBERS.”
- Then fill in other required fields as applicable. If more than one ID document was provided, repeat steps 1 and 2 for the second document.
- When finished, click on “Next.”
Click on “Next” unless special instructions need to be noted.
Mark the signature box, then fill in all the required fields on certification page. Upon completion, click on “Next” at the bottom of the page.
Review the completed I-9, then click on “Submit.”
Click on “Done” to complete the validation and then you are required to upload a copy of the employee’s ID Documents.
Follow the instructions at this link (https://education.rminc.com/supervisor-topics/employee-documents/) to upload a copy of the ID’s.
IMPORTANT NOTE ABOUT DOCUMENT NUMBERS
The document number on a Permanent Resident Card or an Employment Authorization Card is not the employee’s Alien number or USCIS number. The document number is three letters followed by ten digits and can be found as indicated in the red boxes on the examples below.
On a Permanent Resident Card, the document number only appears on the back side of the card. On an Employment Authorization Card, the document number appears on both sides of the card.
