I-9HQ offers a suite of reports with a range of different reporting options. Reports are available to users whose role includes report access and will only contain data from locations the user is assigned to. Some reports are only available to employers who subscribe to The Work Number, the Equifax employment verification service.
In this article:
I-9HQ Reports Overview
Reports Available
Accessing Reports
I-9HQ Reporting Actions
Additional Resources
I-9HQ Reports Overview
To access the reports page from the Quick Actions menu, users need to have the appropriate user role. In addition to the Standard Reports that are available to all employers, additional reporting options may be available based on your setup.
Considerations
- All reports can be scheduled to download as soon as available, run at a later date, or set to run in a recurring pattern at a user’s choosing.
- A user will receive an email notification when their report is ready to be downloaded, and a link to access the application to view the report.
- Downloaded reports will be delivered to the user in .xls or .zip format, depending on the amount and type of content within.
- Report Delivery Methods - there are two ways to obtain Reports from the system:
- Manually download the file directly from the user interface.
- Use the SFTP method to export the report directly to the established SFTP account. Additional setup is required for this feature to be enabled.
Reports Available
View details related to billable events.
Filters:
- One-Time-Only: Date Filters
- Recurring: Frequency, Date Filters, End-Date
Available Fields:
- Event ID
- Product
- Employer
- Event
- Line of Service
- Event Description
- Event Time
- First Name
- Last Name
- SSN (Last 4 Digits)
Provide employers with insights into the locations that are created against their employer. This report will provide users a list of all Locations created under a specific employer. The user can select from generating Active, Inactive or both into the report results.
Filters:
- One-Time-Only: Location Status
- Recurring: Frequency, Date Filters, End-Date, Location Status
Available Fields:
- Location Code
- Location Status
- Location E-Verify Enabled (Yes/No)
- Location Name
- Location Address Line 1
- Location Address Line 2
- Location City
- Location State Code
- Location Country Code
- Location Primary (Yes/No)
View all company, or specific location(s), I-9s completed during a certain time period.
Filters:
- One-Time-Only: Date Filters, Locations, I-9 Status, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, I-9 Status, Employment Status
Available Fields:
- Work Location
- First Name
- Last Name
- SSN (Last 4 Digits)
- Hire Rehire Date
- Reverification Rehire Date
- Hire Date
- Projected Start Date
- Termination Date
- Completion Method
- I-9 Status
- E-Verify Case Number
- E-Verify Initial Case Status
- E-Verify Initial Updated Date
- E-Verify Last Updated Date
- E-Verify Final Case Status
- Reverification Due Date
- Certifier
- Section 1 Signed
- Section 2 Signed
- User Defined Field Name 1
- User Defined Field Value 1
- User Defined Field Value 2
- User Defined Field Name 2
- I-9 Entry Type
- Doc List A Title
- Doc List B Title
- Doc List C Title
- Other Doc
- Initiated by First Name
- Initiated by Last Name
- Initiated Date
View a summary of all I-9s completed during a certain date range.
Filters:
- One-Time-Only: Date Filters, Locations, I-9 Status
- Recurring: Frequency, Date Filters, End-Date, Locations, I-9 Status
Available Fields:
- Location Name
- Total Forms
- Total - Paper Forms
- Total - Electronic Forms
- Total - Remote Transactions
- Total - Historical Forms
View a summary of all E-Verify cases during a specific timeframe.
Filters:
- One-Time-Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Employment Status
Available Fields:
- E-Verify Case Creation Date
- E-Verify Case Number
- Doc List A Title
- Doc List B Title
- Doc List C Title
- Last Name
- First Name
- SSN (Last 4 Digits)
- Hire/Rehire Date
- E-Verify Initial Result
- E-Verify Case Closure Reason
- E-Verify Closure Code
- Current E-Verify Status
- E-Verify Case Creator
- E-Verify Company ID
View a list of pending E-Verify cases by location.
Filters:
- One-Time-Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Employment Status
Available Fields:
- Region Name
- Area Name
- Location Name
- Last Name
- First Name
- SSN (Last 4 Digits)
- E-Verify Case Status
- E-Verify Case Creator
- E-Verify Case Creation Date
- E-Verify Case Number
View employee document expiration and extension details. This report will also display the number of days until a document is expected to expire.
Filters:
- One-Time-Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Employment Status
Available Fields:
- Location Name
- Last Name
- First Name
- Employee Client ID
- Client Order ID
- SSN (Last 4 Digits)
- Hire
- Date of Birth
- Age in Days
- Expire Date
- Category Code
- Designated Country
- Section Two Ext Completion Date
- Reverification Ext Completion Date
View the status of employees' I-9s for a certain time period.
Filters:
- One-Time-Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, I-9 Status, Employee Status
Available Fields:
- First Name
- Last Name
- Location Name
- SSN (Last 4 Digits)
- Hire Rehire Date
- Reverification Rehire Date
- Hire Date
- Final Response
- Reverification Due Date
- Category Code
- Project Start Date
- I-9 Status
- Employee Signature Date
- Employer Signature Date
- Reverification Signature Date
- E-Verify Case Number
- Initial Response Date
- Final Response Date
View a Form I-9 Audit Trail summary for employees.
Filters:
- One-Time-Only: Date Filters, Download Options, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Employment Status
There are more than 240 data points in the I-9 Audit Summary Report. Key fields include, but are not limited to: employee details, hire date, Form I-9 details, Section 2 completion method, details of presented documents, and E-Verify results. Internal Notes are visible on this report, including note text, author, and creation date.
View the Form I-9 audit trail for employees.
Filters:
- One-Time-Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, I-9 Status, Employment Status
Available Fields
- SSN (Last 4 Digits)
- Last Name
- First Name
- Middle Initial
- Date of Birth
- Event
- Date
- Source
- Signature Method
- Location Code
- Field Updated
- Before
- After
- Description
- IP Address
- IP ID
View a list of employees without a Form I-9 on file, based on comparison of payroll transactions.
Filters:
- One-Time-Only: Date Filters, Locations, Status, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Status, Employment Status
Available Fields:
- Form I-9 Status
- Noncitizen Employees
- Work Location Code
- Work Location Name
- Last Name
- First Name
- Middle Initial
- SSN (Last 4 Digits)
- Immigration Status
- Work Expiration Date
- Hire Rehire Date
- Reverification Rehire Date
- Hire Date
- Projected Start Date
- Current E-Verify Status
View all employees whose current Form I-9 indicates the employee’s citizenship status is Noncitizen Authorized to Work.
Filters:
- One-Time-Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Employment Status
Available Fields:
- Work Location Code
- Work Location Name
- Last Name
- First Name
- Middle Initial
- SSN (Last 4 Digits)
- Immigration Status
- Work Expiration Date
- Hire Rehire Date
- Reverification Rehire Date
- Hire Date
- Projected Start Date
- Current E-Verify Status
View all I-9s purged or scheduled for purge during a certain time period.
- Filters: One Time Only: Date Filters, Locations
- Recurring: Frequency, Date Filters, End-Date, Locations
- Fields:
- Last Name
- First Name
- SSN (Last 4 Digits)
- Work Location
- Hire Date
- Is Rehire
- Termination Date
- Archive Date
- Purge Date
View all employees who completed Form I-9 reverification, including which document was used.
- Filters: One Time Only: Date Filters, Locations
- Recurring: Frequency, Date Filters, End-Date, Locations, Appointment Type, Completion Method, Employment Status
The 45 key data fields include: I-9Status, Employee and I-9 general information, Reverification Rehire Date, and Work Authorization Expiration date.
View insights into users that are created against their employer.
- Filters: One Time Only: Date Filters, Locations, User Status
- Recurring: Frequency, Date Filters, End-Date, Locations, User Status
- Fields:
- First Name
- Last Name
- Job Title
- Roles
- Status
- Status
- Locations
- Last Updated
- Last Login
View all employees who completed Form I-9 reverification, including which document was used.
- Filters: One Time Only: Date Filters, Locations, Employment Status
- Recurring: Frequency, Date Filters, End-Date, Locations, Employment Status
- Fields:
- Work Location Code
- Work Location Name
- First Name
- Last Name
- Middle Initial
- SSN (Last 4 Digits)
- Reverification Completion Date
- Completer First Name
- Completer Last Name
- Document Presented
Accessing Reports
To access reports, click Reports in the left navigation menu or the Reports Quick Actions tile.
I-9HQ Reporting Actions
Each report may be requested as a one-time-only report or scheduled as a Recurring report.
One-Time Only reports are initiated at the point of request. Review parameters displayed, such as Date Range, Locations, I-9 Status, etc.
To schedule a recurring report, click the Recurring button. Review and select the parameters to set the schedule, such as future date and how often, data to include, and an end date. The report will be available to download after processing per the schedule.
- The Scheduled tab provides a list of scheduled recurring reports. The headers on this menu represent the report parameters chosen at the time the report was run. There is also an option to edit or delete the report. Note: Reports deleted from the Scheduled tab cannot be recovered.
A few reports will have various download options, which will include whether to include a PDF of the Form I-9 or any supporting documents or additional attachments.
The Included Data section allows Location, I-9 and Employment Status data to include in the report.
- Locations: Select the checkboxes for each location to be included in the report.
- I-9 Status: Access the dropdown to select if the report data will include completed Section 1, Section 2, or Supplement B.
-
Employment Status: Access the dropdown to select if the report will include Active, Inactive, or Pending Employment Data.
From the Download tab, select the report to be archived and click the Archive icon. Multiple reports can be selected to archive at one time. Once the Archive icon is clicked, an alert will appear to confirm the archive action. Click the Archive Reports button to proceed, or the Cancel button to exit the action.
- The Archived tab will show all of the reports that the user elected to archive from the Download tab. If users wish to restore a report in the future, they can select the Restore button, and the report will move to the Download tab. All archived reports will remain in the Archived page for future use.
Additional Resources
I-9HQ Migration & Best Practices
I-9 New Hire Experience
I-9HQ Admin Experience
I-9HQ Custom Roles and User Management
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