First, it is important to note that having a person include copies of their passport, social security card, or other documents does NOT relieve you of your responsibility to review those same documents in person when the employee starts at your company. It simply spares you the trouble of photocopying them.
You can complete Section 2 of an employee’s I-9 from multiple places in your WorkBright account:
Option 1: The “Pending Employer Section” list of your I-9 Forms tab:
The I-9 Forms Section of your WorkBright will sort your active employee’s I-9 submissions according to their completion status: Pending Employer Section, Pending Review of Section 1, Missing or Rejected, Completed, and Paper I-9s (submissions that were completed elsewhere and uploaded).
Every I-9 submission that has been reviewed and approved but not yet countersigned will appear in the “Pending Employer Section” list.
To complete section 2 of an I-9 from this list, check the box next to the name of the employee you'd. like to complete Section 2 for, and then click the blue 'Sign Section 2 for (1) selected form' button. You can find next steps on this process here.
Option 2: Accessing the Approved I-9 Directly From the Employee’s Personnel File:
Option 3: From the Inbox Immediately Following Approval of the submission
Rather than clicking “Accept & Next,” you’ll need to choose “Accept and Stay on Page.” Once approved, the “Complete Employer Section” button will appear.
Once you’ve accessed the I-9 submission you need to countersign, simply click “Complete Employer Section.”
From here, you are ensuring that:
The employee’s start date and the date a company representative reviewed the employee’s documents are reflected accurately. If the review is more than three days beyond the employee’s listed start date, WorkBright will present a warning to the admin that one or more of the dates may require editing:
The documents that the employee uploaded images of are the same document they are presenting to you for review in person. If they are NOT, you can take new images of the documents the employee has in hand and choose “Edit Documentation” to revise Section 2 before signing.
That the document number, issuing authority, and expiration date (if applicable) match the images on file.
Remember, using this process requires an in-person inspection of the documents submitted in Section 1 by the employee. If this process becomes cumbersome, you may want to consider activating WorkBright's Smart I-9 functionality which allows the employee to use an Authorized Representative to complete Section 2.
This patent-pending, audit-ready technology has been shown to reduce administrative burden and speed up the time to completion for the Form I-9.
You can find more information HERE or reach out to ad@workbright.com for all the details!