This document provides Human Resource Partners (HRPs) directions on how to complete Supplement B of Form I-9. Supplement B of Form I-9 is completed when reverification of an employee’s eligibility to work in the US is needed, the employee has changed their legal name, a receipt was used during the initial completion of the I-9 (validate within a 90-day period), and/or rehiring an employee within 3 years of the initial completion of their I-9.
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· Workday has a dash in I-9; searching for I9 will not return any results.
· Supplement B of the I-9 must be completed by the department on behalf of the employee. Employees cannot complete their own Supplement B.
· When rehiring an employee within 3 years of the initial completion of the I-9, Supplement B may be completed in lieu of a new I-9.
· For reverifications, you will need reverification document information (title, number, and expiration date) and a digital copy of document(s) to complete the I-9 process.
· For legal name changes, you will need the new legal name of the employee and a copy of the Social Security Card to complete the I-9 process.
· For rehires, you will need the rehire date of the employee to complete the I-9 process.
· To upload documentation directly into a worker’s profile view the Uploading Documents to Worker Profile in Workday Knowledge Base Article.
1. Log into Workday using your CNetID and password.
2. Using the global navigation bar at the top of the page, search for and select the Complete Form I-9 Section 3 task.
3. The Complete Form I-9 Section 3 dialog box will appear.
4. To find the employee, use the Hamburger Menu (the icon with three dots and three dashes) located to the right of the Worker Form I-9 prompt box, or type the worker’s name directly into this field, and press Enter. Choose the appropriate record and select OK.
a. If there are no results, the employee does not have an electronic I-9 in Workday. In this case, the employee will need to initiate the Complete Form I-9 process in Workday.
5. Scroll down to Supplement B, Reverification and Rehire and complete the appropriate fields depending on why the form is being completed.
a. For rehires, enter the Date for the Date of Rehire at the top of Supplement B.
b. For legal name changes, complete the following fields:
i. Last Name (Family Name)
ii. First Name (Given Name)
iii. Middle Initial
c. For reverifications, enter information for the document or receipt that establishes continuing employment authorization.
i. Select the Document Title and enter the Document Number and Expiration Date (if any). If the document presented is a receipt, check the corresponding box.
6. Go to the Signature of Employer or Authorized Representative section, review information for accuracy, and edit if needed. Check the I Agree box.
7. Attach the required supporting documentation in the Attachment section at the bottom of the screen. Start uploading documents either by choosing Select Files and selecting the appropriate file from your computer, or by dragging and dropping the file into the gray box. To insert additional documents, select Upload and add the files. If incorrect documents were mistakenly uploaded, select the Trash Can icon.
8. A dialog box will pop up with the next task (Load Documentation for Section 3 of I-9) to complete. Select To Do.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page, and then select the Load Documentation for Section 3 of I-9 task on the left side of the screen.
b. If all required documentation has already been attached in the previous step, simply select Submit to complete the process.
c. If required documentation was not attached in the previous step, then select the Maintain Worker Documents button to upload the worker’s documentation.
i. In the Maintain Worker Documents dialog box, use the Hamburger Menu to the right of the Worker prompt box to find the employee, or type their name directly into this field, and select OK.
ii. Select the Add button at the top of the page to upload file(s) by using the drag-and-drop feature, or by browsing for the file on the computer.
iii. Once documents are uploaded, indicate the appropriate Document Category, and select OK. Possible document categories include I-9 Documentation, Social Security Card, or Foreign Nationals. If desired, enter a brief Comment to provide more details.
9. Return to My Tasks, find the Load Documentation for Section 3 of I-9 task, and select Submit to mark this step as complete.
10. The process will go to the Payroll Administrator for review.