I-9 HQ Preferences & Settings

Before processing Forms I-9, users will have to configure the Organization Settings available in I-9 HQ. In this article, we cover the settings available.

In this article:
Accessing I-9 HQ Organization Settings 
I-9 HQ Organization Settings
I-9 HQ Form I-9 Settings
Enable E-Verify
I-9 HQ Alternative Completion Type

Accessing I-9 HQ Organization Settings

To begin, click the Administration (settings gear) icon in the upper right corner of the page. Then select Organization Settings. Below are the settings available.

I-9 HQ Organization Settings

General	The General section allows users to update company configurations, which include: Adding a logo Changing organization colors Adding an external employee support contact info Enabling text messaging* Enabling barcode scanning Add custom fields
Data Access Groups	Data Access groups are collections of elements that provide access rights (Locations, Roles) to users. Creating these groups allows for streamlined assignment of user access in the User Management process.
Work Locations	Work Location sections allow users to add new work locations or edit existing locations on the Work Locations tab in Organization Settings. Which include: Designate a primary location Indicate if each location will participate in E-Verify Edit location details Activate/deactivate the location Each location has the option for primary designation or E-Verify enablement (if applicable). Location name is the field that would be visible to employees or users. Location codes are internal codes and are often used for integrations.
Work Location Group	Work Location group allows users to add and edit groups, map locations to groups, or add other groups to create a hierarchy.
Notifications	The Notification section allows customization of email and text messaging that is delivered to new hires during the onboarding process. I-9 HQ provides the initial default messaging and images that employers are welcome to use or customize to fit their needs. Both English and Spanish versions are available. If you intend to modify Spanish versions, your organization is responsible for the interpretation. Customize the Sender Name and email from which welcome and thank you emails are sent. Edit the Welcome Email to change the subject, Message, and/or image. Edit the Thank You Email. The success email confirms the completion of the onboarding packet.
In-App Messages	The In-App Messages section allows users to put their preferred verbiage throughout certain parts of the new hire packet. For example, you can customize the welcome page the new hire lands on or the completion page of the packet. I-9 HQ provides the initial default messaging and images that employers are welcome to use or customize to fit their needs. Both English and Spanish versions are available. If you intend to modify Spanish versions, your organization is responsible for the interpretation. Customize the content of the In-app Messages, which include: Welcome and Completion pages that appear to the employee as they go through the completion of their electronic packet. Assigned Packet: Update the content on the welcome and completion pages. This wording will appear when you send a specific employee their packet. Completion page: You have successfully completed filling out your Form I-9. Quickstart Packet: Update the content on the welcome and completion pages. This wording will appear when you send a QuickStart packet.

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I-9 HQ Form I-9 Settings

General	Manage Form I-9 settings such as document storage preferences, data displays and collection preferences, organization name and address options, and the enablement of internal notes. Document Storage: Enable or disable settings related to storing documents. Indicate if your organization will store electronic copies of employee-presented work authorization documents. Indicate if employees will be able to upload documents and if this is a requirement. Organization Name and Address: Select the organization name and address that will appear at the bottom of Section 2. Internal Notes: Indicate whether internal notes can be added to the employee detail page.
Document Review	Enable I-9 completion methods available for Section 2. Options may vary depending on your contracted package. In-Person Completion Options I-9 Anywhere - Indicate if your organization will utilize the nationwide network of local completers to meet with your new hire in person offsite to complete Section 2. I-9 Anywhere Virtual - Indicate if your organization will utilize an I-9 Anywhere Agent to meet with your new hire virtually via a live video conference to complete Section 2. Virtual Completion Options: Indicate if the employee will meet with someone in your office virtually via a live video conference using the Optional Alternative Procedure to complete Section 2. Completion Timeline: Allow Form I-9 completion after required 3 business days
E-Verify	Enable E-Verify for your organization, if desired. Administrators will need to complete the wizard-based request form to set up a new account. Once the Memorandum of Understanding (MOU) is signed by your company, the E-Verify feature will be enabled for your organization within 2 business days. E-Verify cases will be created for all new I-9s thereafter, and this screen will display your E-Verify account details. TIP: Add your work locations prior to enabling this option.
Data Connections	If your organization is contracted for The Work Number directly with Equifax Workforce Solutions, you may be eligible for this feature. Once enabled, there are settings available that can be modified to drive this feature.
Archiving	Allows you to update settings for incomplete Section 1 and Section 2 records. You can also enable rules for the retention of complete Form I-9 records. More information can be found in the Purge Rules section below.

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Enabling E-Verify

Company Administrators must set up their E-Verify account in the Organization Settings. While you may create I-9s prior to this time, any I-9s completed prior to the enablement of your new E-Verify account will not be sent to E-Verify.

This is a three-step process:

1. Request an E-Verify account by entering specific information about your organization. It will also ask you to review/add any E-Verify locations you may have during this process. Once this information is received, I-9 HQ will request a new E-Verify account on your behalf. Your E-Verify section will show as ‘in progress’ at this time.
2. A Memorandum of Understanding (MOU) will be sent to the person you indicated as the MOU signer during the enablement process. This person will need to electronically sign the MOU before E-Verify will approve and assign an account.
3. Once the MOU is signed, I-9 HQ will enable your account with your client code and MOU signature date. Your status will change from ‘Pending Approval’ to ‘Enabled’ in the E-Verify section, and you will be able to view the details used for your account creation. All I-9s completed after this point will automatically be sent to E-Verify, unless it’s housed in a location that you did not enable for E-Verify.
4. Please allow 2-3 business days for this full transaction to occur. The timeline for this process may vary based on the timeframe in which the MOU signer signs the MOU. To expedite this process, please ask your MOU signer to be on the lookout for this request, if the MOU signer is not you. Please note that verbiage on the MOU is directly from E-Verify and cannot be changed.

E-Verify

To get started:

1. Click Settings, then Organization Settings.
2. Click Form I-9.
3. Click E-Verify.
4. Click Enable E-Verify.
5. Click Continue on the pop-up window.
6. Provide the Federal Employer Identification Number (FEIN), then click Continue.
7. Provide a Category, then click Continue.
8. There are questions that would need to be answered to move forward:
   • How many employees does your organization have?
   • What is the estimated number of I-9s processed annually?
   • When ready, click Continue.
9. Provide the primary point of contact. If the person who will be signing the MOU is different, click the toggle to provide the MOU signer information. The signer is the person who acknowledges that your organization has permission to process Form I-9s through E-Verify.
10. Choose or add locations that will process through E-Verify.
11. When ready, click Submit.
12. A confirmation window will appear, alerting the user that the MOU will be sent and has to be signed.

Multiple FEIN

1. Click Settings, then Organization Settings.
2. Click Form I-9.
3. Click E-Verify.
4. Click Additional E-Verify Account (MOU).
5. To add another E-Verify Account (MOU) fill out the fields:
   • FEIN
   • E-Verify Company ID
   • MOU Signature Date
   • Number of Employees
   • Estimated Annual Number of I-9s
   • Company Category
   • Add E-Verify Locations
   • Add an E-Verify Point of Contact: First Name, Last Name, Phone, Email.
   • E-Verify MOU Signer agreement.

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I-9 HQ Alternative Completion Type

The I-9 HQ Alternative Completion Type offers organizations greater flexibility in completing the Form I-9 process by enabling remote document verification through a secure virtual option. This feature is designed for employers who participate in E-Verify and are in good standing, providing them with the ability to conduct Section 2 document inspection via live video conferencing.

By leveraging the I-9 Anywhere Virtual Completion option, organizations can streamline compliance, support remote or distributed teams, and maintain adherence to federal requirements. Once enabled in organizational settings, this option empowers employees to connect with an authorized I-9 Anywhere Virtual Completer, ensuring a compliant and convenient experience for both employers and employees.

Note:

I-9 HQ Anywhere has an additional cost, reach out to your Account Manager to learn more.

Enabling I-9 Anywhere Virtual

In order to use the I-9 Anywhere Virtual completion option, an administrator at your organization must set the I-9 Anywhere Virtual completion feature toggle to Yes in Organization Settings.

1. Click Settings, then Organization Settings.
2. Click Form I-9.
3. Click Document Review.
4. Users can enable
   1. I-9 Anywhere - Indicate if your organization will utilize the nationwide network of local completers to meet with your new hire in person off-site to complete Section 2.
   2. I-9 Anywhere Virtual - Indicate if your organization will utilize an I-9 Anywhere Agent to meet with your new hire virtually via a live video conference to complete Section 2.
5. Once the Virtual Completion setting is set to Yes, click the pencil icon to define which of the Work Locations can leverage the alternative procedure to examine documents using your organization's chosen method/process to facilitate live video interactions.

Change I-9 Completion Type

1. Locate the employee record by using the search bar or navigating to Tasks.
2. Click the employee record to open the Tasks Summary Panel. Click View Profile.
3. Click Form I-9.
4. Click the 3 Dots on the right-hand side.
5. Click Change I-9 Completion Method.