A list of all active I-9 Partners, matched with the associated department, can be found here. If you need to add a new When managing the I-9 Partner to this list, you can follow the steps below. will need to do the following:
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When you are adding an actual employee as an I-9 Partner, you can follow these steps:
Navigate to the I-9 Partners tab.
You may want to scan the I-9 Partner list to confirm the new addition isn’t an existing I-9 Partner. Otherwise, you will get an error later in the process.
Click on the New button.
Search and select the new I-9 Partner in the search bar.
Click the Next button.
If applicable, identify the Training Completed date and/or Refresher Completed date.
Click the Save button.
Click the Click here to view record link.
To connect the I-9 Partner to a specific department, Click on the New Department Relationship button.
Search for the department by name or department ID #.
If it doesn’t show up in the drop-down, click on the Show all results for XXX.
Click on the Department Name.
Select the applicable checkboxes to mark whether the I-9 Partner is Primary, Active, or both.
Click the Save button.
There can only be one Primary I-9 Partner per department. You will get an error if you try to add a Primary I-9 Partner to a department that already has one.
Only Primary I-9 Partners get cc’ed on select automatic emails.
The I-9 Partner is now connected to the specific department.
You can add more Department Relationships for the I-9 Partner by clicking on the New Department Relationship button.
Adding an Email Alias as an I-9 Partner
When you are wanting to add an email alias (and not an actual employee) as an I-9 Partner, you need to: 1) create a Bucket Contact, and 2) add the bucket contact as an I-9 Partner. To do this, you can follow the following steps.
Note: the The HR IT team has to help with the first # four steps. I-9 Users do not have permission to do these steps on their own. You can request HR IT support by filling out the HRI Help Form.
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Active/Inactive change
Working Title change
Department change
I-9 Partners identified in this report should be manually reviewed to determine whether:
The I-9 Partner Department Relationship can stay the same
After reviewing the I-9 Partner and making necessary edits, you can remove the I-9 Partner from showing up in the I-9 Partners + Depts to Review report by following these steps:
Open the I-9 Partner record page
Edit the Review Employment field
You can double-click the field or click on the pencil icon
Uncheck the Review Employment field
Click the Save button
Finished. The I-9 Partner will not show up in the report anymore (at least until their next employment change).
Changing the Department Relationship of an I-9 Partner
You are able to update the department(s) related to an I-9 Partner if, for example, the I-9 Partner changes departments or positions. A report of I-9 Partners who have had recent employment changes that may warrant a change to their I-9 Partner department relationship can be found here.
A high-level overview of the steps to change a department relationship for an I-9 Partner:
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To remove one department relationship for an I-9 Partner and add a new department relationship, follow these steps:
Ensure the new I-9 Partner is an active I-9 Partner
Open the I-9 Partner record page that you are updating
Reassign Cases to the new I-9 Partner for the department
This one-time step transfers any old cases to the new I-9 Partner.
Click on the Reassign Cases button
Search/Select the new I-9 Partner
Click the Next button
Click the Finish button
Remove the old Department Relationship
In the ‘Department Relationships’ section, click on the down arrow and then select the Delete option
Click on the Delete button
Add the new Department Relationship
Click on the New Department Relationship button
Search/Select the new Department
Check the applicable Primary and Active checkboxes
Click the Save button
Finished. All new I-9 cases related to this department will have the I-9 Partner connected to them.
It is advised you review the I-9 Partners you touched in this process to ensure the Primary and Active checkboxes are accurate.
Deactivating an I-9 Partner
You are able to deactivate an I-9 Partner if, for example, the I-9 Partner no longer works at the University. A report of I-9 Partners who have had recent employment changes (like terminations) that may warrant a change to their I-9 Partner department relationship can be found here.
A high-level overview of the steps to terminate an I-9 Partner:
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To deactivate an I-9 Partner, follow these steps:
Ensure the new I-9 Partner is an active I-9 Partner
Open the I-9 Partner record page that you are wanting to deactivate
Reassign Cases to the new I-9 Partner for the department
This one-time step transfers any old cases to the new I-9 Partner.
Click on the Reassign Cases button
Search/Select the new I-9 Partner
FYI: If you leave the “New I-9 Partner” field blank, existing open cases will not have an I-9 Partner
Click the Next button
Click the Finish button
Deactivate the I-9 Partner
Click on the Deactivate button
Click the Finish button
Finished
If you would like, you can completely delete the Department from the old I-9 Partner’s “Department Relationship” by clicking the down arrow and selecting delete.
It is advised you review the I-9 Partners you touched in this process to ensure the Primary and Active checkboxes are accurate.