Where does the Document Verification occur in the Form I-9 workflow?
The modernized Form I-9 workflow now includes OCR and verification of supporting documents, which occur after the employee selects their documents from Lists A, B, and/or C. For detailed information, visit The Employee Experience.
What documents are included in the OCR/Verification?
List A: Proves identity and work authorization. Examples: US Passport, Passport Card, Permanent Resident Card (I-551), and EAD (I-766).
List B: Proves identity. Examples: Driver’s License Issued by State, State Issued ID Card
List C: Proves work authorization. Examples: US Social Security Account Card
How is a document verified?
WorkBright’s Document Verification employs a wide range of checks to verify documents, and the process varies by document type. Typically, the system will review the document structure and known features for the document type. OCR will review expiration dates (if applicable) if the document appears to be a paper version of a non-paper document, if the barcode data matches the document information, and more. For detailed information, visit What is Verified?
Previously, OCR was only available with the Smart I-9 product. Is that the case with Document Verification (which includes OCR)?
A form of Document Verification will be available to all Growth and Premium Tier customers and will be required for all Form I-9s submitted.
If you'd like to learn more about your Document Verification level, you can reach out to us at [email protected].
Additionally, the Document Verification feature can be turned off for your entire WorkBright account. However, it cannot be disabled on an individual employee basis. This setting applies universally across the account.
Does Document Verification validate the information on the document?
The level of detection and verification will depend on the WorkBright tier that your account is in. Visit What is Verified for more information.
My staff has trouble taking clear, centered photos of their supporting docs, which makes OCR difficult or impossible. Does the new feature deal with that?
Yes! The new Document Verification process will more clearly guide the staff member to take the best possible photo, leading to greater OCR and Verification success.
If OCR detects information that is different from the staff profile, will that data be updated (ie, Social Security Number)
Document Verification is not currently configured to update any portion of the Staff profile or Form I9 fields other than the extracted document data done within the OCR functionality, which will populate into Section 2.\
Does document verification take the place of E-Verify?
No, this feature is intended to indicate that the submitted documents are valid, not to confirm or deny citizenship status or right to work, as E-Verify does.
If the document is not verified, is the staff member’s Form I9 rejected?
No, the Form I-9 rejection is a separate process. Document Verification will ‘flag’ the staff member’s supporting document I-9 submission for review by a company administrator. The admin can then take steps to accept or reject the Form I-9 itself, requiring a new submission or continuing with the onboarding process. We are only providing Document Verification; WorkBright will not determine an employment decision.
Are there plans to expand this feature to include identity verification for the staff member and the Auth Rep?
WorkBright is exploring expanding this feature to include identity verification for various participants in the I-9 workflow. We are considering many variables, including privacy concerns, and will make future decisions about this enhancement in light of those considerations.
What is displayed to the employee if I am in the WorkBright Starter tier?
The WorkBright Starter tier does not include a version of Document Verification. Your employees will still complete Form I-9 using WorkBright's user-friendly process and will use a standard camera or document upload to submit their support documents. There is no upload guidance or document validation of any type within this tier.
Would Document Verification identify the difference between a Social Security Card that is unrestricted vs. one with restrictions that cannot be used for Form I-9?
Yes, Document Verification in the Premium Tier can identify a Restricted Social Security Card and request different documentation. Growth-tier customers with Enhanced Camera functionality will not be able to identify a restricted Social Security card.
What does the process look like for specific documents that are not included in the OCR/Verification?
If an employee selects a document not included in the Document Verification list, they will upload it using the standard upload process.
Would we use Document Verification with Remote Re-verification?
At this time, remote re-verification does not go through Document Verification.
Will Document Verification affect the speed and throughput of the Form I-9?
We have not seen any negative impact on the speed and throughput of the Form I-9 with Document Verification. In fact, we have seen a positive impact from the clear guidance and increased OCR functionality, which streamlines the process for employees completing Form I-9.
Are Document Verification Statuses Reportable?
Document Verification goes through a series of checks to confirm the validity of the documents presented. If there is a failed check, for example, Blur Detection, the document will go into the ‘Unable to Verify’ status, which would require Admin Review. These statuses are reportable, which makes auditing for review a breeze! However, the checks- failed or passed- are not, but they can be reviewed from the individual's I-9.
Do the Document Verification outcomes show up on the Form I-9 dashboards?
Yes, the verification status is shown in the Form I-9 dashboard and on all tabs except Missing or Rejected. In addition, filters are available to narrow down Document Verification outcomes.
What Does a Yellow Triangle Indicator Mean?
A yellow triangle indicator typically signifies an issue with the E-Verify case associated with an employee's document. This could occur if the case is closed with a non-authorization reason. In such cases, the document will not be marked as complete (green checkmark). To resolve this:
Review the E-Verify case details to understand the non-authorization reason.
Take appropriate action based on the information provided in the E-Verify case.
Is there a specific Permission for this feature, and who can approve or decline a verification result?
A Restricted Admin with NO access to the I9 will not see this information at all.
A Restricted Admin without permission to countersign the I-9 will only see the verification results/status, but will have no access to the verification details.
A Restricted Admin with permission to countersign an I-9 will have access to view the status, results, and review the Document as needed.
For more information, visit Managing Verification Results.
Will there be an audit log of the status?
Yes, the Administrator's name and the transaction timestamp will be displayed on the Document Verification slide-out.
Is the review of the verification available in the API?The
API action to review the verification result is not currently available.
Does Spanish translation still work?
If your WorkBright account has multi-language functionality activated, Spanish will be available throughout the onboarding experience
Managing Document Verification Settings
How to Disable the Document Verification Feature
To disable the document verification feature for your entire account:
An admin must access the account settings in WorkBright.
Turn off the document verification feature at the account level.
Once disabled, the feature will be inactive for all employees.
If needed, you can request that the feature be re-enabled in the future.