Yes, the WorkBright Form I-9 can be completed without having a Social Security Number. The employee will select the “I don’t have an SSN yet, but I have applied for it” checkbox when initially completing their profile.
Once the employee has entered and confirmed all of their personal information and indicated that they have applied for their SSN when first signing in, they will see the Attention: Awaiting SSN alert at the top of their dashboard.
The employee can choose to begin their I-9. If they have selected to submit the Social Security Card, they will want to upload a copy of the receipt they received when applying for their card. When they begin the document verification process, they will want to upload a copy of the receipt and select the issuing authority.
The receipt will not be able to be verified as we currently do not verify receipts. The window will change and then present the option to select ‘I’m Submitting a Receipt’. Click this, and it will move to the next step.
They will need to select the “My document was lost, stolen, or damaged and this is a receipt for a replacement.” checkbox. They will then need to enter “N/A” for the document number. Enter the date the receipt expires. If the receipt does not show an expiration date, enter 90 days from the staff member's Start Date.
When they finish the I-9, the employee will receive a notification that they have indicated on their profile that they have applied for a Social Security Number. When they receive their SSN, they will want to log into their account and update the SSN in their profile & settings with the correct number, and uncheck the applied for box.
The employee’s submission will be displayed in the Needs Attention section under Alerts on the Dashboard.
You will also see them in the “Awaiting SSN’ tab in the I-9 Forms Inbox under Onboarding.
To update their profile with the new SSN, they will need to log in and navigate to their Profile & Settings tab via the 'click here' link on their dashboard or by clicking their name in the top right and clicking Profile & Settings.
From there, they will want to scroll down to the SSN portion, uncheck the box, enter their new SSN, and click "update profile" to save the change.
When the SSN is added, the I-9 will re-render with the new SSN included. If the I-9 has been countersigned and completed and the receipt box has been checked, an E-verify Case will not be created, and you will want to follow the receipt workflow here to submit it to E-verify. If the receipt box has not been checked, the I-9 will submit a case to E-verify and return a Submission Error (missing SSN). When the SSN is updated, it will update the E-verify case and return a status from there.
You can also make edits to section 2 if you need to edit the documentation or the SSN. Click here for instructions on how to make edits to section 2.