As updates to Employment Authorization Document (EAD) and Temporary Protected Status (TPS) policies continue to evolve, it can be difficult to know what actions are required, and for whom. At WorkBright, we’re here to make compliance easier. We help you identify affected employees and offer tools and services that simplify the process, reduce manual effort, and ensure you stay compliant with confidence.

In this article, we will go over:

Who is this for?

This is for you if you are a company that hires staff with an Employment Authorization Document (EAD) or a Temporary Protected Status (TPS).

What do you need to do?

First things first, you want to make sure you are informed about the status of your team. Knowledge is power, and we want to help you identify the staff that you have that may be affected so you can make the best decisions for you and your team.

With the power of WorkBright's OCR+ (Optical Character Recognition) or Document Verification, we are able to scan the documents and pull a large percentage of the information needed to report on these Staff members.

Note: Technology isn’t always perfect! We aren’t seeing a 100% return rate of all EAD documents, so you’ll want to also create a custom field to report on any that the OCR+ functionality didn’t capture or to gather information on team members who submitted an EAD document prior to this enhanced scanning. This will be covered later in the article.

What action you will need to take is ultimately up to you and your company. In the last section of this article, we will go over some paths you can take with the information from the report.

Why do you need to do this?

You may need to take action on this to stay compliant with the many changes that are happening with the Employment Authorization Document (EAD) and Temporary Protected Status (TPS).

To build this report, you will first click on “Reports” in your navigation bar.

On the Reports Screen, you will click on “New Report”.

Once you have opened your new report, you will start to populate the output data you will need.

Go to Output Data on the sidebar. And click on the dropdown menu in “Add a Field”

You are going to select “Form Fields” from the dropdown.

This will open up a section titled “1. Select a form” that will have a dropdown to select which form you will be pulling information from.

Click open the dropdown and select “Form I-9”

Once Form I-9 is selected, you will open up a new section, “2. Select a form field”.

Note: the dropdown may have already been preset to Form I-9, but you will need to select it from the dropdown to open step 2.

Click open the dropdown for “2. Select a form field” from this dropdown that you will want to select and add to your filter:

You will need to add each option one at a time. Once you have selected an option, it will be automatically added to the Output Data.

Once you have added all of the I-9 Data points, you can add in any additional fields that you might find helpful. We recommend adding:

Once all of the fields have been selected, you will see them populated in a section labeled “Selected fields”.

If you have fields added in error, you can click the x in the far right of that field to remove it from the list.

We recommend rearranging the fields to change the order and visibility of your output data to the order shown below.

To rearrange the fields, you click and drag the field to the spot you want. The other fields will move around the field you are moving in.

8 and 9 are not required fields, but are recommended as they can be helpful. If you wish to remove a field, just click on the grey x to the far right of the field in question.

Now that you have completed our Output Data, let’s move to the Filters. You need to add a Filter for “Documentation: Document Title (Form I-9)”

To add this, you click on “Add filter.”

A new dropdown will appear labeled “Select a Field.” Click to open the dropdown. There will be two options to find “Documentation: Document Title (Form I-9)”

Option 1:

Search for the title “Documentation: Document Title (Form I-9)”, select the option, and it will populate in your filters.

Option 2:

From the dropdown menu, select Forms, then select Form I-9.

From Form I-9, you will scroll down until you find “Documentation: Document Title (Form I-9)” and select the option, and it will be added to the filter.

Once “Documentation: Document Title (Form I-9)” has been added to the Filters, you will go to the next dropdown to the left.

Click open the dropdown and update the selection by clicking Contains.

It will look like this.

In the final section to the far left, you will need to type in “Employment Auth”

Once you have filled in this row of filter options, it should look like this.

Once you have filled out all these sections, your report will look like this.

Now that this has all been updated, you may click on “Run Report”.

Your results should look something like this.

You can add as many filters as you see fit that help you narrow down your results and navigate through this data.

Adding filters for EAD Category and/or EAD Country may be helpful if you need to narrow your search via these data points.

Now that you have finished creating your report, don’t forget to save and name it. Click “Save” in the top right corner to do this.

Now that you have the report built out and can see the staff that may be affected, let's add them to a group specifically for these staff members so you can more easily manage them as needed.

You can create a group by going to “Settings” in your navigation bar.

Click on “Groups” on the left-hand bar.

From this page, click on “New Group”.

This will open a window where you can name this new staff group. We suggest something simple that you will remember, and that is specific to the group you want. In our example, we used the name “EAD / TPS”; use this or something similar for yours.

Once you click “Submit” to create this new group, you will see it populated on your Staff Group page.

Now that you have the group made, you can go back to the report you just created.

Run the report again. Once our results populate, you can take the steps to add all these staff to our new group.

First, let's select all the staff by using the dropdown to the left of your first column, in this case, our WorkBright ID.

From that dropdown, select "All".

This will highlight all the staff and allow you to use the “Bulk Actions” feature.

Click “Bulk Actions” to open the dropdown window and select “Add Staff to Group”.

A pop-up window will appear for you to select your group. Click on the dropdown labeled “Select a group” and select the name of the group you just created, in our case “EAD / TPS”, then click “Add to group” to add the selected staff to your group.

Once this is done, these staff will be added to the group, and you can navigate these staff to take action in the ways that fit your needs.

As mentioned above, there may be EAD cards that the OCR+ technology was unable to capture the EAD category and/or country code from, and you may have active team members who have submitted their EAD or TPS prior to this enhanced functionality. For these staff members, you will need to create a custom field or form field so you can report on these fields.

In this article, you will go over different paths of action you can take depending on what suits your needs best. Once you have decided on the best action and added or received the correct information, we can proceed to update the initial report.

As you can see from the results we pulled from the initial report, we have several staff who were added before they could be checked by OCR+ or Docverification. So with the help of either a custom field or form field, we will be able to update this report and get a complete picture of the needed.

Just as we did with the initial report, we will want to update our output data.

If you went the route of using Custom Fields, click the dropdown and select “Staff Custom Fields”.

From here, select the custom fields that correspond to the custom fields you made to collect this data.

If you went the route of Form Fields, you will select “Form Fields” from the dropdown.

Next, find the Form(s) from the next dropdown “Select a form”.

Use the next dropdown to select the form fields that you want to add to the Output Data.

Now that you have added the Output Data you need, you can add the filters. This is optional if you want to refine your data, but not needed.

You will want to add the same data points that you used in the output data in the filter. The dropdowns are organized in a like fashion, so they will be easy to navigate.

Note: depending on the data point that you are using, your filter may have different sub-filters.

See an example of what this report could look like below. Here we have the data populated from our initial report, and we added in the Output Data from Staff Custom Fields labeled “Form: EAD Category” and “Form: EAD Country”. In our filters section, we will use “Start Date in addition to our other fields to refine the results.

As you can see, the majority of information has been populated thanks to our system. In the cases where it does not populate, as you can see in row two, we will add the information into the custom fields we created.

To do this, click on either the first or last name of the staff member in the row you are correcting. This will take you to their staff profile.

First, you will need ot look at their documentation to get their EAD Category and Country. You will find this in the staff members' Form I-9 on their supporting documents.

Once you have that information, you will go back to the “Overview” tab and click the “Edit” button in the Custom Data section. Find your custom fields and update them.

Once saved, they will be added to the user's profile and the report. As you can see, indicated here with “Data”. For any other results that you need to update, repeat the steps above.

Now you have it—a robust report for your EAD and TPS staff members. If you have any questions, please feel free to reach out to our support team.