Reconciliation Processes
If you have Form I-9s within your WorkBright account where Section 2 was completed by virtual inspection of employment eligibility documents with a company admin countersigning Section 2 within WorkBright, your completed WorkBright Form I-9 was compliant during the relaxed guidelines, but you will now need to reconcile with an in-person review of the employment eligibility documentation. Follow the Form I-9 Within WorkBright reconciliation process listed below.
If you have Form I-9s that are not currently within your WorkBright account where Section 2 was completed by virtual inspection of employment eligibility documents with a company admin countersigning Section 2, your completed Form I-9 was compliant during the relaxed guidelines but you will now want to bring that Form I-9 into WorkBright and use the system to reconcile with an in-person review of the employment eligibility documentation. Follow the Form I-9 Outside of WorkBright reconciliation process.
For additional details on the path to reconciliation, click HERE for a flowchart and list of scenarios.
FORM I-9 WITHIN WORKBRIGHT
This process should be used to reconcile any I-9s in which documents were virtually reviewed and Section 2 was counter-signed in WorkBright by the company administrator who reviewed the documents.
Step 1: Determine the reconciliation method
Option 1: Reconciliation with Remote I-9 . This is the most streamlined process as it allows your employee flexibility to complete a new Form I-9 and engage with an authorized representative of their choice to complete a compliant Section 2. You’ll need WorkBright’s Remote I-9 technology activated on your account. Click HERE for instructions on implementing Remote I-9.
Option 2: In-person reconciliation . This will require the employee to present the original documentation that was virtually reviewed to a company representative.
RECONCILIATION WITH REMOTE I-9
Step 1: Select Employees for Reconciliation
You can either use your Staff page to locate individual employees who need reconciliation or you can create a report to generate a group of employees who need reconciliation.
Step 2: Update the Notification Status
Once you have your employee/employees to reconcile, you’ll need to update the Notification Status. You can do this from the individual Employee file, or you can update as a bulk action from the Staff page or from a report.
From the Employee File
Click the ‘Employment’ tab, then click ‘Schedule’.
Select ‘Send Notifications Now’ to enable the employee to receive notifications, and then click ‘Submit’.
From the Staff Page or a Report
Select the employees you’d like to update, then click ‘Bulk Actions’ and then ‘Update Employment Dates’.
Select ‘Send Notifications Now’ to enable the employee to receive notifications and then click ‘Submit’. You do not need to enter/update employment dates.
Step 3: Requesting a New Form I-9 Submission
This can be done either individually in the employee file or using Bulk Actions from a generated report.
From the Employee File
Navigate to the ‘Forms’ tab within the Employee file, click the three dots to the right of the Form I-9 and select ‘Request new submission’. Complete the optional message and click ‘Finish’.
From the Staff Page or a Report
Select the employees you’d like to update, then click ‘Bulk Actions’ and then ‘Request New Submissions’. Search for the Form I-9, complete the optional message and click ‘Finish’.
Step 4: Employee completes a new Form I-9
The employee will complete a new Form I-9 in WorkBright using an Authorized Representative to complete Section 2. Our system will automatically send them reminders on your behalf and you’ll be able to run reports to see who has completed their new Form I-9. For details on the employee Remote I-9 process, click HERE for a video overview.
Step 5: Add Reconciliation Notes
Now that the employee has completed their new Form I-9, you’ll need to make note of the reconciliation flow in the ‘Additional Notes’ section.
Navigate to your I-9 Forms Inbox from the Onboarding menu.
Select the ‘Completed’ tab and then select the box next to those Employee(s) that need to have the Additional Info note added.
Click the ‘Edit Section 2 for (x) selected forms button.
Click the ‘View/Modify Documentation’ button and the submitted documentation will appear.
Click the ‘Add Additional Info Note’ tab and enter these words in the pop-up box:
“This Form I-9 is a COVID-19 flexibilities reconciliation. Original remote inspection was completed on [DATE] and is stored within this employee file.
Physical inspection per the ending of the COVID-19 flexibilities was completed on [DATE] via authorized representative as reflected here.”
Click ‘Save Section 2 Updates’ in the bottom right hand corner to apply the notes to the Additional Info section.
The WorkBright system will populate the notes onto the completed Form I-9:
That’s it! You can rest easy knowing that your I-9s have been physically inspected via WorkBright’s Authorized Representative process and are reconciled to be in compliance.
IN PERSON RECONCILIATION
This process should be used to reconcile any I-9s in which documents were virtually reviewed and Section 2 was counter-signed in WorkBright by the company administrator who reviewed the documents.
Step 1: Arrange for in-person viewing of the documents with your employee.
To reconcile a Form I-9 previously completed under the COVID relaxed guidelines, the same company administrator will need to review in-person the same documents that were originally virtually reviewed.
Note: If the same administrator is not available or if the same documents are not accessible/expired, you’ll need to request a new submission of the Form I-9 from the employee and complete Steps 3 & 4 after the employee completes Section 1 of the new submission.
Step 2: Locate the original Form I-9 in WorkBright.
When your employee is present with you to review the documents in person, navigate to the employee Form I-9 either within their profile or from the I-9 Forms Completed inbox. Click the ‘Redo I-9 Employer Section’ button.
Step 3: Enter late reason and complete in-person review of documents.
Because the re-do of the Employer Section is greater than three days from the Start Date, a late reason will need to be entered. Select ‘Other’ as the reason and enter the following text in the ‘Enter a reason’ box: “COVID Reconciliation - documents virtually reviewed on [DATE].”
Step 4: Certify in-person review.
Once the documents have been reviewed in-person, the Company Administrator completing the review will countersign the Form I-9 and click ‘Finish’.
The WorkBright system will populate the notes on the Additional Information box of the Form I-9 and the updated signature will be applied to Section 2:
That’s it! You can rest easy knowing that you have reconciled the Form I-9 to be in compliance.
FORM I-9 OUTSIDE OF WORKBRIGHT
This process should be used to reconcile any I-9s that were completed outside of the WorkBright system. To use this reconciliation process, you’ll need to have Remote I-9 activated within your system. Click HERE for instructions on implementing Remote I-9.
Step 1: Activate auto-accept of Section 1.
Before you upload completed Form I-9s into your WorkBright account, you’ll want to turn off the step of needing to accept the form upon upload. Complete the following steps:
Navigate to edit your Form I-9 settings by clicking the Onboarding menu at the top and then click the Forms menu on the left:
Locate the Form I-9 and click the down arrow on the far right side and select Edit:
Uncheck the box that requires that submissions be reviewed in the inbox:
Step 2: Upload existing Form I-9
If your employee already exists in WorkBright, you can skip to Step 3. If you have not yet added the employee to WorkBright, you’ll first need to add the employee using either the ‘Add Staff Member’ button or the ‘Import Staff’ functionality available in the upper right-hand corner of the WorkBright platform. When you add the employee as a W2 employee, the Form I-9 will auto-assign to the employee.
Note: Do you have a large number of existing Form I-9s that you’d like uploaded in bulk? We have the ability to help support this upload for an additional fee. Contact ad@workbright.com for additional information.
Navigate to the ‘Forms’ tab within the Employee Profile and locate the assigned Form I-9. Click the three dots to the right of the form to open up a menu and select “Upload”. Follow the steps to upload the existing copy of the Form I-9 completed outside of the WorkBright system.
This will update the employee profile with a completed Form I-9 and provide the original copy in your WorkBright audit trail:
Step 3: Requesting a New Form I-9 Submission
This can be done either individually in the employee file or using Bulk Actions from a generated report.
Note: Be sure when you are importing your staff that you set the employee to receive Notifications so that they receive an email (or text if you have Text Notifications active) to let them know a new form is pending.
From the Employee File
Navigate to the ‘Forms’ tab within the Employee file, click the three dots to the right of the Form I-9 and select ‘Request new submission’. Complete the optional message and click ‘Finish’.
From the Staff Page or a Report
Select the employees you’d like to update, then click ‘Bulk Actions’ and then ‘Request New Submissions’. Search for the Form I-9, complete the optional message and click ‘Finish’.
Step 4: Employee completes a new Form I-9
The employee will complete a new Form I-9 in WorkBright using an Authorized Representative to complete Section 2. Our system will automatically send them reminders on your behalf and you’ll be able to run reports to see who has completed their new Form I-9. For details on the employee Remote I-9 process, click HERE for a video overview.
Step 5: Add Reconciliation Notes
Now that the employee has completed their new Form I-9, you’ll need to make note of the reconciliation flow in the ‘Additional Notes’ section.
Navigate to your I-9 Forms Inbox from the Onboarding tab.
Select ‘Completed’ and then select those Employee(s) that need to have the Additional Info note added.
Click ‘Edit Section 2 for (x) selected forms.”
Click the ‘View/Modify Documentation’ button and the submitted documentation will appear.
Click the ‘Add Additional Info Note’ tab and enter these words in the pop-up box:
“This Form I-9 is a COVID-19 flexibilities reconciliation. Original remote inspection was completed on [DATE] and the original Form I-9 is stored within this employee file.
Physical inspection per the ending of the COVID-19 flexibilities was completed on [DATE] via authorized representative as reflected here.”
Click ‘Save Section 2 Updates’ in the bottom right-hand corner to apply the notes to the Additional Info section.
The WorkBright system will populate the notes onto the completed Form I-9:
That’s it! You can rest easy knowing that your I-9s have been physically inspected via WorkBright’s Authorized Representative process and are reconciled to be in compliance.