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How do I process the paperless I-9?

The AdvanStaff HR Cloud manages the critical onboarding process for all worksite employees. Everything from payroll, W-4 tax withholding enrollment, I-9 completion, direct deposit enrollment, benefit enrollment, distributing handbooks, policy acknowledgement, etc is all handled in a paperless process accessible from any type of browser-enabled desktop, tablet, or mobile device.

All forms completed are securely stored electronically within the Document Management System for archiving. Data is seamlessly transferred to the AdvanStaff HR Cloud HRIS for access and active management.

I-9 Approvals

This guide will help managers manage the electronic onboarding process.

Once the employee has completed all required onboarding forms and submitted their section for manager review, the hiring manager will receive an “Action Required” email notifying them to complete the I-9 Section 2.

Section 2 of the I-9 must be completed within 3 days of the employee’s hire date by federal requirement.

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Hiring Managers are required to approve the I-9

Hiring managers (or Section 2 I-9 Approvers) can view pending approvals by logging in to the Manager Portal. When approvals are pending, a red notification check mark appear on the upper right portion of their screen. Managers should click on that check mark to access the “Approvals Pending” screen.

I-9 Section 2 instructions for I-9 approvers:

  1. Click on the I-9 Section 2 for the employee under Approvals Pending (Available to You) screen
  2. Click “Grab” to put it in their own queue (Once “grabbed” no one else will have access to that form to approve)
  3. Click on the I-9 Section 2 in Approvals Pending (Assigned to You)

Section 1, review with the employee.

If something is incorrect, click “Deny” to allow the employee to edit the I-9 Section 1 on their side. The employee will need to log back into the Employee Portal to edit their I9 Section 1.

Once complete, the employee can click “Next.” This is where the I-9 Section 2 Approver enters the Identification document(s).

Section 2, certify the documents

The last page is the I-9 Section 2 Certification screen. Be sure to check the box to electronically sign the I-9.

The approver will be required to enter:

  • Their position/Job title
  • Last name – use your full legal last name
  • First name – use your full legal first name

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If you have any questions about the I-9 approval process please contact your dedicated HR specialist or open a ticket for manager training. We are here to help!

Watch the Paperless I-9 Manager Training Video