A list of all active I-9 Partners, matched with the associated department, can be found here. When managing the I-9 Partner list, you will need to do the following:

Click on the images to make them bigger.

Adding an Employee as an I-9 Partner

When you are adding an actual employee as an I-9 Partner, you can follow these steps:

1. Navigate to the I-9 Partners tab

   1. 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.

      

2. Click the New button

   

   
   

3. Search and select the new I-9 Partner in the search bar

   

4. Click the Next button

   

5. If applicable, identify the Training Completed date and/or Refresher Completed date.
   Click the Save button.

   

6. Click the Click here to view record link.

   

7. To connect the I-9 Partner to a specific department, Click on the New Department Relationship button.

   

8. Search for the department by name or department ID #

   1. If it doesn’t show up in the drop-down, click on the Show all results for XXX.

      

9. Click on the Department Name.

   

10. Select the applicable checkboxes to mark whether the I-9 Partner is Primary, Active, or both.

    1. Click the Save button.

    2. 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.

    3. Only Primary I-9 Partners get cc’ed on select automatic emails.

       

11. The I-9 Partner is now connected to the specific department.

    1. 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 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.

1. Go to the I9 Bucket Account record

   

2. Create a new Contact under this Account

   

3. Create a Standard Contact Record Type

   

4. Populate the Bucket Contact’s information
   Note: ‘Last Name’ and ‘Email' are the minimum points of information needed for a new bucket contact.

   

5. View the new Bucket Contact

   

6. Add new Bucket Contact as an I-9 Partner
   Note: To add this new Bucket Contact as an I-9 Partner, you can follow the steps of adding an employee as an I-9 Partner.

Reviewing Employment Changes of I-9 Partners

There is a stock report in the system to identify I-9 Partners that have recent employment changes. Examples of these employment changes are:

• Active/Inactive change

• Working Title change

• Department change
  
  

I-9 Partners identified in this report should be manually reviewed to determine whether:

1. The I-9 Partner Department Relationship can stay the same

2. The I-9 Partner Department Relationship needs to be updated

3. The I-9 Partner should be deactivated
   
   

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:

1. Open the I-9 Partner record page

   

2. Edit the Review Employment field

   1. You can double-click the field or click on the pencil icon

      

3. Uncheck the Review Employment field

   1. Click the Save button

      

4. 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:

To remove one department relationship for an I-9 Partner and add a new department relationship, follow these steps:

1. Ensure the new I-9 Partner is an active I-9 Partner

   1. Follow these steps to add an employee as an I-9 Partner
      

2. Open the I-9 Partner record page that you are updating

   

3. Reassign Cases to the new I-9 Partner for the department

   1. This one-time step transfers any old cases to the new I-9 Partner.

   2. Click on the Reassign Cases button

      

   3. Search/Select the new I-9 Partner

      1. Click the Next button

         

   4. Click the Finish button

      

4. Remove the old Department Relationship

   1. In the ‘Department Relationships’ section, click on the down arrow and then select the Delete option

      

   2. Click on the Delete button

      

5. Add the new Department Relationship

   1. Click on the New Department Relationship button

      

   2. Search/Select the new Department

      1. Check the applicable Primary and Active checkboxes

      2. Click the Save button

         

   3. Finished. All new I-9 cases related to this department will have the I-9 Partner connected to them.

      1. 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:

To deactivate an I-9 Partner, follow these steps:

1. Ensure the new I-9 Partner is an active I-9 Partner

   1. Follow these steps to add an employee as an I-9 Partner
      

2. Open the I-9 Partner record page that you are wanting to deactivate

   

3. Reassign Cases to the new I-9 Partner for the department

   1. This one-time step transfers any old cases to the new I-9 Partner.

   2. Click on the Reassign Cases button

      

   3. Search/Select the new I-9 Partner

      1. FYI: If you leave the “New I-9 Partner” field blank, existing open cases will not have an I-9 Partner

      2. Click the Next button

         

   4. Click the Finish button

      

4. Deactivate the I-9 Partner

   1. Click on the Deactivate button

      

   2. Click the Finish button

      

   3. Finished

      1. 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.

      2. It is advised you review the I-9 Partners you touched in this process to ensure the Primary and Active checkboxes are accurate.