In order to send I-9 tasks to your workers via Fountain’s I-9 Center, an Administrator will first need to connect an existing E-Verify account (for customers using E-Verify) and then set up the I-9 task flow.
Need help with setup? Reach out to your Fountain Customer Success contact or support@fountain.com for assistance.
E-Verify Setup
If your company plans to utilize any of the following features, then you will need to have your own E-Verify account with web services enabled [1]:
Remote verification of documents (over video)
E-Verify case creation
Important Notes:
If you do not plan on using remote video verification or E-Verify, you can still take advantage of the Fountain I-9 Center functionality. However, you will only be able to use Fountain’s standard in-person document verification for Section 2 completion. Learn more about Section 2 options in this article.
If your company is already using Fountain Hire, you can choose to be your own employer agent and create a new E-Verify account, or you can use your existing E-Verify account which means Fountain will act as the employer agent. If you have questions, contact your Fountain Customer Success contact for more information.
To connect your E-Verify account to the I-9 Center, follow the steps below:
First, you need confirm that you have web services enabled in your existing E-Verify account. Log in to your E-Verify account via this link.
Click on your name in the top right corner.
Click on Company Account and then Company Profile.
Scroll down and find the Company Access and MOU section which is under “My Company is Configured to”.
Confirm if “Use Web Services” is listed.
If this is not listed, your company will need to create a new E-Verify account with Web Services enabled. Go to this link and follow the instructions to create an account.
Complete and submit the WorkBright-enabled new customer intake form.
If your company has multiple EINs, you can specify that on this form.
If your company is using multiple brands, you should also indicate this on the form.
The Subdomain field will appear in the URL that your employees see. Fountain recommends putting your company name in this field.
WorkBright support will create your company accounts in E-Verify, which will initiate the Memorandum of Understanding (MOU) which will be sent to your indicated company contact.
If your company is using multiple brands, you will be expected to sign a MOU for each brand.
My company does not yet have an E-Verify account but we want to use E-Verify. What should we do? Simply go to the E-Verify website and follow the instructions to create an account. Be sure to select "Web Services - Employer" as the account type during account creation.
I-9 Form Worker Task Flow
After you have connected your E-Verify account if your company is using E-Verify, the next step is to create the I-9 form worker task flow. If your company is NOT using E-Verify, you can start with this step. This task is created via an onboarding flow.
To create the I-9 task, follow the steps below:
Click Onboard in the sidebar on the left.
Click Add Flow in the top right corner.
Type a Flow Name and Flow Description as well as select the Task flow type. Click Next.
Click + Add a task and select I-9.
Type a Title, which will be visible to workers in their Worker Portal, and adjust the Estimated task completion time if desired (the default time is ten minutes).
Select how your workers will complete Section 2. There are three options you can choose from: On-Site Verification, Live Video Verification, and/or Authorized Representative. Learn more about Section 2 completion options in this article.
You can choose one or multiple options.
If you choose multiple options, your workers be able to choose with method they prefer to use.
If you have a preferred completion option, click the checkmark icon to highlight to your workers.
Some verification methods will have additional setup steps. Learn more here.
If desired, you can add additional tasks to this flow by clicking + Add a task. When all tasks have been added, click Next.
Assign the segment of workers that will receive this task or assign individual workers. Click Next.
Customize any notifications, set a deadline to complete, set reminder messages, and/or a redirect URL.
Click Publish and send notifications to finish.
You can use segments to create different I-9 task flows for different segments of your employee population. For example, if you would like to offer the Authorized Representative Section 2 completion option for one of your locations but not another, then create two flows (one for each location).
Additional Resources
Click the image below to try a step-by-step walkthrough of sending and completing I-9 Center tasks from an administrator and worker point of view.
Click the tile below to launch the Uncover Fountain's I-9 Center microcourse in a new browser tab.
Sources
[1] Creating an E-Verify account to connect to WorkBright: informational article from WorkBright, our I-9 partner, on E-Verify account setup
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