Completing Section 2 of Form I-9 and E-Verify

This guide provides instructions for a member of the Onboarding Team - Hiring Manager, HR Manager, or Onboarding Coordinator - to complete Section 2 of Form I-9 and navigate the E-verify process.

Kristin Coombs
27 steps
2 minutes

By design, SuccessFactors provides three roles on the Onboarding Team: Hiring Managers, HR Representatives, and Onboarding Coordinator. A unit’s business process determines which role is operationally responsible for the actions outlined in this guide. At Duke University, including the School of Medicine, a business unit’s operational process determines which of these roles will take the actions outlined in this guide for the Onboarding Team. At Duke Health, the Onboarding Coordinator role takes the actions outlined in this guide for the Onboarding Team.

Please keep the following in mind when completing Section 2 of Form I-9: 1. A new Form I-9 MUST be completed for Hires/Rehires within 3 business days of the start of employment. 2. Section 1 of the I-9 is completed by onboardees as one of their Onboarding Tasks and must be completed before section 2. 3. Section 2 of the I-9 is completed by a Duke representative. - For Duke University, School of Medicine, and other units that are part of Company 0010, that representative is from the hiring unit. - For Duke Health, that representative is the Onboarding Coordinator listed on the requisition. 4. Foreign nationals should meet with a Visa Services representative to complete the I-9. 5. All onboardees must have their employment authorized through E-Verify. 6. The screen times out after 30 minutes of inactivity.

Searching from Onboarding Homepage - Option 1

There are two ways to access Section 2 of the I-9 Form. Below is Option 1. From the Onboarding Homepage, select the **Compliance Activity: Complete Section 2 of I-9 Form** from the **For You Today** titles.

From the **Compliance** window, select the **Form I-9** tab and select the **New Hire's Complete Form I-9 Section 2** form. To continue, scroll down to the next section of the guide.

Searching from Onboarding Dashboard - Option 2

From the Onboarding Homepage, select **Onboarding** from the drop-down.

From the Onboarding Dashboard, search for the onboardee's name in the **New Hire** field. You can also search by other filters as needed. Once located, select **Go**.

Select the caret (arrow) to the far right to view the **New Hire Details**.

On the New Hire Details page, in the **Form I-9 and E-Verify** section, select **Start** to begin completing the **Form I-9 Section 2**.

Completing Section 2 of Form I-9

Before completing the form, click on the **Department of Homeland Security Form I-9 Instructions** hyperlink to view the instructions.

The **Employee Information from Section 1** is confirmed by the onboardee. The fields are greyed out, and no action is required.

In the **New Hire Employment Eligibility Document Review** section, review the uploaded document(s).

Following your review of the onboardee's identity and employment authorization documents, select the documents reviewed from the list. In this example, for **List A,** a U.S. Passport was presented which requires information on the **Issuing Authority,** the **Document Number** and the **Expiration Date.**

Necessary information will vary based on the document types presented by the onboardee. Read the screen carefully for specific instructions.

Continue answering the questions. If the person is remote, you'll use Duke's remote process and check the box below.

In the **Employer's Attestation Statement**, review and select the box. Select **Submit**.

Complete e-Signature on Compliance Forms

On the Onboarding Dashboard, it's time to E-sign the Form I-9 Section 2 Documents. In the **Form I-9 and E-Verify** section, under the **Complete e-Signature on Compliance Forms**, select **Start**.

On the **Agreement to use SuccessFactors eSignature to Sign Documents**, review and select the box. Select **Submit**.

On the **Employment Eligibility Verification Form**, review and at the bottom select **Click to Sign.**

Select **Submit All** in the upper right hand corner.

After selecting **Submit All**, you will receive an email confirming that the I-9 is completed, e-Signed and submitted.

E-Verify: Confirm Details

In the **New Hire Details**, in the Form I-9 and E-Verify section, **Complete E-Verify: Confirm Details**, select **Start**.

In the **Manual Form I-9 and E-Verify Process** window, this **Confirm Details** message will appear in light blue stating something is incorrect. If the Employee Information is correct, select **Submit Case**. If information is incorrect, select Close and **Restart Onboarding** to make the correction.

An **E-Verify** pop-up message appears notifying the E-verify case is closed and the final case status of your new hire is **EMPLOYMENT_AUTHORIZED.** Select **OK**.

E-Verify: Create and Submit - Late Completion

The E-verify process must be completed within 3 days after a new hire begins working. When this is not completed on time, this task will be considered overdue. In the **New Hire Details**, in the Form I-9 and E-Verify section, **Complete E-Verify: Create and Submit**, select **Start**.

In the **Manual Form I-9 and E-Verify Process** window, in the **Select a Reason for Delay** drop-down, select a reason and select **Submit Case**.

An **E-Verify** pop-up message appears notifying the E-verify case is closed and the final case status of your new hire is **EMPLOYMENT_AUTHORIZED.** Select **OK**.

Please note: Cases should only be closed with an E-Verify response of Employment Authorized. If you receive a **Tentative Non Confirmation Result,** you will need to click the **Resolve Case** button and ask the new hire if he/she plans to contest the results (recommended since the new hire cannot remain on the payroll if employment is not authorized through E-Verify). For assistance with Tentative Non Confirmation Result, please contact HR Information Center @ 919-684-5600.

From the **Onboarding Details/New Hire Details**, you can see all **Form I-9 and E-Verify** Tasks have been completed. Additionally, if you wanted to view the **E-Verify Case Details**, select the hyperlink.

Once reviewed, select **Close** at the bottom right hand corner.

If the Onboarding Team has questions during this process, University and School of Medicine users should contact [recruitment@duke.edu.](mailto:recruitment@duke.edu) and Duke Health users should contact [DUHSTAPreboarding@duke.edu.](mailto:DUHSTAPreboarding@duke.edu)

Appendix A: Form I-9 Out of Compliance - Late Completion

Per federal regulations, Section 1 of the I-9 must be completed by the employee on or before their first day of work and the employer must complete Section 2 within three business days of the employee's first day of employment. In the event the I-9 is non-compliant with this timeline, an explanation in the **Reason** area is required. If the form is non-compliant, this warning message will appear immediately once you select the form from the Homepage or once **Start** is selected from the New Hire Details. Please review the warning message, provide your **Reason** in the warning prompt by typing in your reason and select **Proceed to I-9 Section 2** to complete the form.\*\*

On the Onboarding Dashboard, in the **Form I-9 and E-Verify** column, you will see a red indicator notifying you this task is overdue when you have a non-compliant I-9 form.