I-9 HQ Admin Experience

As an admin user responsible for completing Section 2 of I-9s, you will receive an email from I-9 HQ once Section 1 has been submitted by a new employee and is ready for your actions. At this time, a task will not be assigned to you within ClearCompany. The I-9s are located within the I-9 HQ dashboard.

In this article:
Section 2 Overview
I-9 HQ Section 2 - Admin Experience
Edit Section 2
Additional Tasks
Supplement B
Section 2 I-9 HQ Anywhere
I-9 HQ Tasks
Printing/Downloading Complete I-9

Section 2 Overview

Authorized users can locate a Pending I-9 to complete Section 2 in a variety of ways:

1. Clicking on a Pending I-9 Header on their dashboard tile(s) and locating the employee.
2. Going to all tasks and searching by name or the Pending I-9 filter.
3. Searching for an employee in the Top Navigation Bar and going to the Form I-9 tab.

Section 2 - Admin Experience

To Complete Section 2 with the Employee Document Upload feature enabled:

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 Complete Now to start Section 2.

    

3. Once Section 2 is launched, the authorized user will be asked to enter or confirm the employee’s start date. If a start date that was already entered by the employee needs to be changed, this can easily be done here.

4. If leveraging the Anywhere Completer Network and your Administrator has enabled that configuration, you can check the option in the blue banner message to send a schedule request out to your employee for Section 2 completion. This will allow them to schedule an appointment with a trained Section 2 completer in our I-9 Anywhere Network.

    

5. Users may also update an employee’s start date, work location or check the Virtual completion method if authorized and enabled. This page will also present the supporting documentation that the employee uploaded during Section 1 completion.
6. Click Continue to move forward. Users will then input the required information utilizing the attached supporting documentation.

   • If the supporting document image is ineligible to input accurate information, the Section 2 completer can request New Images by selecting the “Request New Images” button at the bottom of the page. A pop-up will appear with the employee email locked and the option for the Section 2 completer to input any additional notes that will assist the new hire with next steps.

      

   • The employee will receive an email where they will then log in and will be prompted to input distinguishing information such as the last four of their SSN and their birthdate to log in and re-upload supporting documents.

7. If the employee has uploaded documents and the Section 2 Completer cannot read them, and also has the ability to reupload the documents, they now have the ability to replace the document themselves. This feature is only available for the in-office or the Virtual Alternative Method.

    

8. If supporting documentation is uploaded during Section 2 completion:

   1. The completer has selected the image, and they will be asked to enter the document details and click the Continue button.

       

   2. If a List A document was used, users will move forward to the next step. If the employee provided a List B and List C document, the user will repeat this process for the second document before moving on.

9. If your organization is retaining Form I-9 documents, users will be asked to upload or capture that documentation here. There are three options:

    

   1. Upload scanned documents: The accepted file types and maximum size limits are provided
   2. Capture the image from your camera enabled device through the QR code or link provided to the right through our Mobile Image Capture feature
   3. Indicate you will upload documents later. This will create a task to remind the user to complete this at a later time
10. The final page of the Section 2 process is the Employer Review and signature page. The completer should carefully review the information entered to complete Section 2 of the Form I-9. If they notice an error, this can easily be corrected through the edit or delete options provided. If the entry appears correct, then they will attest to their work through the Assistive Signature of Electronic Signature option provided.

Edit Section 2

1. The option to edit Section 2 data is available through the Form I-9 tab in the employee profile after a Section 2 is completed.

    

2. Selecting this option allows the user to easily make updates to employment dates, work location, or documents. Changes made will be updated on the Form I-9 tab and visible in the Audit Trail found through the View Form I-9 button.

    

3. Note: The ability for a user to update the work location on the Section 2 edit feature is only visible if the Use the employee’s assigned work location address is configured under Organization Settings
4. The user would be able to reselect the document (or select a new one, if needed), enter the document information, and apply their electronic signature. Updates will be visible on the Form I-9 tab and through the Audit Trail.

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Additional Tasks

Manage / Upload Documents After Section 2 Completion

I-9 HQ allows a user to replace/update previously uploaded document images of List A, B, or C document(s) to ensure the employee records contain valid, legible electronic copies. This feature does not remove the option to ask the new hire to re-upload supporting documents or for the user to upload documents during Section Completion, but provides another workflow to ensure proper documentation.

 

Capture Visa Status

If enabled in the Organization settings, employers can capture Visa Status for applicable documents (Foreign Passport with I-94 or I-94A) during Section 2 and/or Supplement B completion of an employee’s I-9. If captured, this information will also populate on the Expiring Work Authorization report, Noncitizen Employee Report, and the I-9 Audit Summary Report.

Supplement B

Supplement B options become available to users once Section 2 of the Form I-9 is complete. Supplement B can be used for:

• Name Changes
• Rehires
• Reverifications: Reverification will only appear as an option for users if the employee’s citizenship status requires a verification to be completed at some point. You will not see this option for U.S. Citizens or Lawful Permanent Residents.

Name Changes (Supplement B)

To complete a name change using Supplement B, you will need to:

1. Search for the employee at the top of the application.

2. Navigate to the Form I-9 Tab.

    

3. Click the Menu option (three dots) next to the View Form I-9 button and click Complete Supplement B.

    

4. Click Name Change.

    

5. Enter the updated name(s) in the fields provided.

    

6. Click Continue.

7. Review the information that has been entered and sign the Attestation and click Submit.

    

8. Name changes will be visible in the View Form I-9 section with an audit trail; however, this will not update the employee’s profile. You must update the profile name if you wish to use the updated name to search for the employee in the future. This is done by going to the Profile Tab and clicking Edit to update the name in the profile.

Rehires (Supplement B)

Supplement B may be used if the employee is rehired within 3 years of the date that the Form I-9 was originally completed. To complete a Form I-9 change using Supplement B, you will need to: 

1. Confirm that the original Form I-9 was completed within 3 years of the rehire date and relates to the employee.
2. Review the original Form I-9 to determine if the employee is still authorized to work. Review List A or List C document presented to complete Section 2 to determine if reverification is necessary.
3. Navigate to the employee profile, from the Form I-9, select the Complete Supplement option.

4. Pick Rehire and enter the rehire date in the field provided.

    

5. Click Continue.

6. Review the information that has been entered and sign the Attestation and click Submit.

    

7. Review the Employment Date field on the Employee Profile to confirm.

    

Reverifications (Supplement B)

Employees with an expiring work authorization are required to provide updated documentation proving their eligibility to work in the United States. I-9 HQ will automatically track these employees based on the document expiration date entered when Section 2 was completed.

• They will fall into this task type 90 days prior to their document expiration date. Users may also search for a specific employee and access their Supplement B through the Form I-9 tab.

1. From the Task Summary, click Resolve.

    

2. If navigating to the profile, a task alert will be present, and users can click Complete Now.

    

3. Review the expiring documents that were previously presented.  Click Supplement B Reverification.

    

4. Click Reverify, and the method that will be used. Click Continue.

    

5. Select the document(s) being used for verification.

    

6. Enter the document details.

    

7. Upload the images and the form being used.

    

8. Review the information that has been entered and sign the Attestation and click Submit.

    

9. Upon completion, the Form I-9 tab will be updated with the new information, and the Supplement B/Audit Trail will be visible by clicking the View Form I-9 button.

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Section 2 I-9 HQ Anywhere

Note:

Users will only see the options below if enabled in Preferences. To learn more, please reach out to your Account manager and refer to: I-9 HQ Preferences & Settings. 

I-9 Anywhere Network of Completers

With I-9 Anywhere, the employee will meet with an authorized representative in-person to complete Section 2 or Supplement B for reverification.

If using I-9 Anywhere for Section 2 completion, new hires will be presented with the scheduling tool immediately following their Section 1 signature page. 

1. New hires will select the location they want to go to. It will pull in the address entered on their personal information page, but can easily be updated to provide different options.

    

2. After selecting the location, they will schedule the date and time of their appointment. To maintain compliance, employees will be unable to schedule after their third day of work, unless configured by your company administrator.

    

3. After scheduling their appointment, employees will receive a congratulations screen and a follow-up email with the date and time of their appointment, an acceptable documents link and an add to calendar feature. In the event the employee needs to modify or cancel their appointment, they can do so by selecting Reschedule or Cancel your Appointment.

    

4. I-9 Anywhere Completers will automatically attach copies of documentation for every completed I-9. This is to ensure quality assurance, to support E-Verify cases, and to meet employer policies. If your organization does not retain copies of I-9 documentation as a standard practice, we recommend adding this exception to your standard operating procedures.

I-9 Anywhere Virtual Completers

With I-9 Anywhere Virtual Completer, the Employee will attend a live video meeting with an authorized representative to complete Section 2 or Supplement B for reverification. Employers that use I-9 Anywhere Virtual must be enrolled in E-Verify and comply with all E-Verify program requirements.

If using I-9 Anywhere Virtual Completer for Section 2 completion, they will view 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.

 

1. When the employee selects their document, they will be presented with a page to upload digital images of the document(s). Once the employee uploads the front and back of the images of their documentation they will click Continue.

    

2. Connection with the I-9 Anywhere Virtual Agent over Live Video

   1. Once the new hire selects Continue after uploading their documentation, they will view the instruction page that prompts them to start the live virtual meeting. This provides the time a virtual agent is available and what to expect during the meeting. They will need to check the box that they have their original documentation and not a screenshot, picture, or photocopy of the document before they can connect with an agent. Times that agents will be available are currently 7:00 am - 6:00 PM CT, Monday - Friday.

       

3. When the new hire is ready to begin the document inspection, they will click the Connect with Agent. This will launch a chat box that will be used for initial communication between the new hire and the virtual agent

4. Following the completion of the video interaction with the I-9 Virtual agent, the new hire will indicate whether or not documentation review was either completed or additional steps are still needed to complete the Form I-9. Clicking continue, the new hire will receive a congratulations screen.

    

I-9 Virtual Completion (Alternative Procedure)

The Form I-9 OMB No 1615-0047 Expires 07/31/2026 now allows employers the ability to use Virtual Inspection for Section 2 if they are in good standing with E-Verify. If your organization fits into this category and you would like to use this option, you first need to set this up. To do so, the company administrator can do the following:

1. Go to Organization Settings and click I-9.

    

2. Enable Virtual Completion and click the Edit option to define locations.

    

3. Select the Location(s) that you want to enable this functionality for. Only locations with E-Verify turned on will appear as an option.

    

4. Click the Enable Location.
5. Once the feature is enabled, authorized users can send this out to your new hire. You must indicate this is a Virtual Option prior to sending this to the employee. 

I-9 HQ Tasks

Pending SSN Task

In the event you have an employee who has not yet received their social security number, they should select the ‘I do not have a SSN’ option when completing Section 1. Upon completion of Section 1, they will receive a confirmation email, and it will note that they need to provide their SSN once assigned.

• The employer should complete Section 2 as they normally would. Upon completion, a Pending SSN task will be created. While the employer cannot update the SSN, this will allow them visibility into any Form I-9 that does not have an SSN associated with it.
• If an employee does not update their SSN with the original email provided, they will continue to receive reminders via text or email asking them to do so. To update their SSN, they will click on the link provided and be asked to verify their identity with some combination of personal information they provided when completing Section 1.
• They will then be sent a one-time passcode to access the update request.
• The employee should simply enter their assigned SSN in the space provided and apply their electronic signature. If your organization uses E-Verify, the case will now be sent to E-Verify for approval. Depending on the E-Verify response, you may need to take additional action.

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Printing/Downloading Complete I-9

Follow these steps to access a completed Form I-9 for an employee.

Printing/Downloading

1. Search for the employee and open their profile.

   • You can also open the Employees view, select Actions, and choose View profile.

      

2. Select the Form I-9 tab.

    

3. Select View Form I-9.

    

4. Choose Download or Print to save or print the form.