Resolving Common Errors on Form I-9
Form I-9 errors can occur during the employment verification process, including incorrect entries, document mismatches, or submission errors. This guide provides actionable steps to address these issues effectively.
Correcting Employee Information
Misspelled Names
If an I-9 form was completed with a misspelled name:
Reject the current I-9 submission.
Update the employee’s name in their staff profile or instruct the employee to correct it upon their next login.
Request a new I-9 submission, ensuring the correct name populates in Section 1.
Errors in Section 1
To correct mistakes in Section 1 of the I-9 form:
Click the 'Request New Submission' button in the system.
This action allows the employee to restart and complete a new version of the form.
Resolving Document Verification Issues
Incorrect Document Assignments
If a document, such as an Employment Authorization Document (EAD), was incorrectly listed (e.g., as a List C document instead of List A):
Reject the current I-9 submission.
Request a new submission with the correct documentation.
Receipt Errors
If an employee submitted a receipt but did not mark it correctly:
Follow the guidance in the article 'Accepting a Receipt as Documentation on the Form I-9.'
This guide explains how to manage corrections and supplemental documentation for receipts entered incorrectly.
Authorized Representative Mismatches
To resolve mismatches entered by an Authorized Representative:
Reset the employee’s I-9 Section 2/3 process.
Have the Authorized Representative re-verify the correct document details and upload accurate images.
Ensure the representative carefully reviews the document type and numbers before resubmitting.
Updating the Phone Number for the Authorized Representative
If only the phone number for the authorized representative needs to be updated, the new hire can make this change directly in their I-9 form. Here’s how:
Navigate to the I-9 form in the WorkBright system.
Scroll to the bottom of the screen.
Select the option labeled “click here if you need to choose a different person and start over.”
Update the authorized representative’s information, including the phone number.
Admin Actions for Error Resolution
Incorrect Remote Verifier Information
If the remote verifier's information was entered incorrectly during Section 2 remote verification, the submission must be rejected. Follow these steps:
Access the WorkBright admin portal.
Locate the submission with the incorrect verifier information.
Reject the submission to allow the new hire to redo the process with the correct details.
For detailed instructions on rejecting a form submission, refer to the WorkBright admin help center.
Restarting Remote I-9
If the Authorized Representative entered incorrect information (e.g., their name instead of the employee’s):
Navigate to the onboarding page and select the employee.
Click 'Restart Remote I-9 '.
The employee will receive an email notification and see the task on their dashboard to redo the Authorized Representative portion.
What Should I Do If I Selected 'Restart Remote I-9' Instead of 'Remote Reverify'?
When managing the I-9 verification process, selecting the correct option is crucial to ensure smooth processing. If 'restart remote I-9' is selected instead of 'Remote Reverify,' it triggers a specific sequence of actions that cannot be undone. Below is a detailed explanation of the consequences and the steps to resolve this issue.
Consequences of Selecting 'Restart Remote I-9'
When 'restart remote I-9' is chosen, the I-9 process is reset entirely. This action sends the form back to the employee, requiring them to begin the remote verification process from scratch. As a result, the original I-9 submission cannot be reverified, and the employee must complete a new I-9 form. This is because the restart process invalidates the previous submission and initiates a new workflow.
Steps to Resolve the Issue
If you have mistakenly selected 'restart remote I-9' instead of 'Remote Reverify,' follow these steps to correct the situation:
Notify the Employee: Inform the employee that they will need to complete a new I-9 form due to the restart process.
Provide Instructions: Ensure the employee understands how to access and complete the new I-9 form.
Monitor the Process: Track the employee's progress to ensure the new I-9 form is completed and submitted correctly. Unfortunately, there is no way to revert the process once 'restart remote I-9' has been selected. The only solution is to submit a new I-9 form.
Preventative Measures and Best Practices
Always double-check entries before submission to minimize errors.
Provide clear instructions to employees and Authorized Representatives to ensure accurate completion of the form.
Double-check that the correct option ('Remote Reverify') is selected before proceeding.
Provide training to administrators on the differences between 'Restart Remote I-9' and 'Remote Reverify.'
Implement a confirmation step in your workflow to reduce the likelihood of accidental selection.
Ensure the authorized representative or remote verifier details are accurate and up-to-date.
By following these steps, you can efficiently resolve common I-9 errors and maintain compliance with employment verification requirements.