I-9HQ New Hire Experience

ClearCompany’s onboarding system integrates with I-9HQ to provide organizations with an advanced I-9HQ and E-Verify solution. This guide provides walkthroughs for new hires completing Section 1 of an I-9.

In this article:
I-9HQ Section 1 - New Hire Experience
Considerations
Additional Resources

I-9HQ Section 1 - New Hire Experience

Once the new hire packet has been sent with the I-9. The new hire will be able to complete Section 1.

1. The new hire will receive the email notification with a link to the packet. They can click Complete New Hire Packet. This link will be applicable if a packet is initiated from I-9HQ directly.
   
2. Click Get Started on the New Hire Packet welcome screen. Depending on how you send the Section 1 request, employees may have to enter their work location and/or hire date prior to accessing their personal information page.
   
3. They will be prompted to fill in their personal information, On the personal information, your employee will be asked to key in items such as their name, SSN, date of birth, address, phone, and email. Information used in this section will populate at the end of the process fl ow where your employee can determine whether or not to use that information to complete Section 1. When ready, they can click Continue. 
   
4. After continuing past the personal information screen, your employee can begin completing their Form I-9 through a simple Guided Walkthrough or by manually fi lling out the form. They may also access the Form I-9 instructions, if desired. Click Guided Walkthrough to be taken through the Form I-9 steps and follow the prompts in the Guided Walkthrough. They will be prompted to provide:
   
   • Citizenship Status
     
   • Minors are presented with the checkbox to confirm they will have the necessary documents.
   • Enter any preparers or translators assisting with the Form, if applicable.
5. Once the above has been provided, click Continue. The information that was provided will be displayed.
6. Check the box to fill in Section 1. A sample I-9 will display.
   
7. If any edits need to be made, the pencil icon can be clicked.
8. They will then sign Section 1.
   
9. When done, they click Finish and Submit.
   
10. After completing Section 1, employees will land on the congratulations page where they can view acceptable documents for completing Section 2, add start dates to their calendar, or view employer-specifi c messaging, if applicable. The new hire will see a completion page if Section 2 is completed at their organization’s office.
    
11. Depending on configuration enhancements made by the User Admins, new hires have the ability to upload images of their work authorization and identification document(s) after they sign Section 1. The new hire will land on a ‘Document Selection’ page immediately following their Section 1 signature page. On this page they can select from List A, List B or List C documents that are required for inspection during the virtual document review.
12. When the employee selects their document, they will be presented with an interface page to upload digital images of the document(s). Once the employee uploads the front and back (depending on the document 22 presented and E-Verify) of the images of their documentation they will click “Continue” to proceed with the next steps.

Considerations

• Remote completer options must be enabled and/or contracted for by your organization to be available for selection.
• You may select one or more ways that the new hire can select to have their Section 2 completed. If only one option is selected, it will dictate how Section 2 is completed. If multiple options are checked, new hires will be given the options after they sign Section 1.
• Once an I-9 initiated from I-9 HQ has been sent, it will appear in the Onboarding Packet Sent task category. This allows users the ability to monitor and resend packets, if necessary. In the event you sent a packet to a new hire using the incorrect email address or phone number, you can go into the task and resend or copy the packet link and provide it to the employee.
• An additional email will be triggered to the designated email address that was input on the personal information page. This provides a link to upload supporting documentation if the new hire was unable to at the time of completing Section 1, along with providing their start date and location.

Additional Resources

I-9HQ Migration & Best Practices
I-9HQ Custom Roles & User Management