Tracker I-9 WebFaxTM GuideTracker I-9 WebFaxTM Guide Purpose This guide is a basic introduction to Tracker’s I-9 WebFax™ feature, which offers a solution for processing the Form

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Tracker I-9 WebFaxTM

Guide

Purpose

This guide is a basic introduction to Tracker’s I-9 WebFax™ feature, which offers a solution for processing the Form I-9 for Remote Hires who would otherwise have difficulty traveling to an employer’s worksite to complete the form in a timely fashion. The sections of this document are:

Workflow – Overview

Workflow – Detailed Instructions

WebFax™ Inbox – Managing Records

Addendum - Sample Remote Hire Notary Form

Workflow - Overview

Tracker WebFax™ Workflow consists of the following steps:

1) Tracker User creates a WebFax™ Record and enters the Remote Hire’s1 information.

2) Remote Hire receives an email that contains a link to a Form I-9 on a secure website.

3) Remote Hire completes Section 1 and enters information for his or her Section 2

identity and work authorization document(s) and signs the Form I-9 electronically.

4) Remote Hire takes a printed copy of the I-9 to an Employer Representative (e.g. a local

notary) who authenticates the Section 2 document(s).

5) Remote hire faxes a copy of the completed Form I-9 to the Tracker system.

6) The Tracker User receives an email notification that the fax was received.

7) The Tracker User accepts or rejects the Form I-9.

Workflow – Detailed Instructions

Tracker User creates a WebFax™ Record and enters the Remote Hire’s information.

Navigate to the Create New Hire page either from the Tracker Dashboard or from the Form I-9 Records menu dropdown (Figure 1).

1 Please note that Remote Hires who are under the age of 18 are not eligible for WebFax™ processing given the List B

exception documents that only a minor may present.



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Figure 1

After opening the Create New Hire page, verify that the Employer, Worksite, and I-9 Manager are correct (these will default to the user’s profile). Then take the following steps (figure 2):

1) Click Single-User New Hire Login Email

2) Enter the Remote Hire’s information2

3) Check the Remote Hire via Tracker WebFax™ checkbox

4) Click the Send New Hire Login Email button to deliver a secure email message to the

Remote Hire that contains instructions for accessing and completing the electronic I-9.

2 Last Name, First Name, Start Date and email address are required fields. Middle Initial, SSN, and Employee ID are optional.

The Start Date must be today’s date or in the future up to 90 days.



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Figure 2

The Remote Hire must complete Section 1 of the I-9 by the close of business on the first day of work for pay. Section 2 must be completed by the third business day following the employee’s first day of work.

1) Remote Hire receives an email that contains a link to a Form I-9 on a secure website.

The Remote Hire receives an email that provides instruction for completing the WebFax™ process (Figure 3). Clicking the hyperlink opens the electronic I-9 form on a secure website. The hyperlink granting access to the online I-9 form will expire three days after the start date. You can always resend the login email if necessary.



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Figure 3

2) The Remote Hire completes Section 1 and enters information for his or her Section 2 identity and work authorization document(s).

When the remote hire clicks on the link in the email, an electronic Form I-9 form opens on a secure website where they will enter their personal information (Figure 4) and the details of their work authorization document(s) (Figure 5).

Figure 3



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Figure 4

Then the remote hire will electronically sign the Form I-9 (Figure 6).

Figure 5

After signing the form electronically, the Remote Hire is provided with detailed instructions (Figure 7).



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Figure 6

3) Remote Hire takes a printed copy of the I-9 to an Employer Representative who authenticates the Section 2 document(s).

An Employer Representative is an individual authorized by the employer to act on the employer’s behalf with respect to Section 2 of the I-9 form, such as a local notary public. You may wish to consider providing your remote hire employees with a Remote Hire Notary Form to help facilitate the process (see Addendum for a sample).

4) Remote hire faxes a copy of the completed Form I-9 and coversheet to the Tracker system

The fax number is printed on the fax coversheet. The coversheet must be faxed along with the Form I-9 to ensure the record is automatically integrated into the Tracker electronic I-9 system.

5) The Tracker User receives an email notification that the Form I-9 fax has been

received

When Tracker WebFax™ system receives the fax from the New Hire an email notification will be sent to the I-9 Manager.



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There is a direct link to the Form I-9 in the email. Alternatively, to view all WebFax™ I-9 Records that are in progress, click WebFax™ Inbox on the menu bar (See the section WebFax™ Inbox below for further details).

6) The Tracker User accepts or rejects the Form I-9.

Accepting a WebFax™

After you open I-9 record that has been received via WebFax™, review the information entered by the Remote Hire on the screen. If the information meets with your approval, click I-9 Attachment to display the faxed I-9 (Figure 8).

Figure 7

Review the I-9 attachment and ensure that the Employer Representative completed and signed the Section 2 Signature Section as required (Figure 9).



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Figure 8

If the faxed I-9 meets with your approval, scroll to the bottom of the Tracker I-9 record and click the Approval Form I-9 button (Figure 10).

Figure 9

Enter the Section 2 Signature Information from the I-9 attachment into Tracker as prompted on the screen. Click Save when finished, which concludes the WebFax™ process (Figure 11).



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Figure 10

After the I-9 Record is saved, you will be redirected to the I-9 record page, where you can proceed with E-Verify (if applicable) or edit the record. NOTE: Any edits to Section 1 or 2 will require a new signature for that section.

Rejecting a WebFax™

You may reject a WebFax™ I-9 at any time before it is saved. For example, if after receiving a faxed I-9 you determine that a was completed incorrectly (e.g. the Employer Representative did not sign Section 2) select the Reject Form I-9 at the bottom of the I-9 record (Figure 12).

Figure 11

After clicking the Reject Form I-9, you must choose to either Delete Form I-9 or Restart WebFax™ Process (Figure 13). Deleting the Form I-9, completely removes the record from the Tracker system. Restarting the process, will bring up the Create New Hire Login page and allow you to resend the Remote Hire WebFax™ initial email.



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Figure 12

A WebFax™ that has been started but not yet faxed to the system may also be rejected, which may be necessary if the employment opportunity is rescinded or if the Remote Hire fails to complete the form online. To do this, simply open the I-9 record and select the Reject Form I-9 (Figure 14). You will be prompted to choose between the Delete Form I-9 or Restart WebFax™ options as noted above.

Figure 13

WebFax™ Inbox – Managing Records

Navigate to the WebFax™ Inbox page from the menu bar to view all WebFax™I-9 Records that are in progress (Figure 15).



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Figure 15

The WebFax™ Inbox shows all active WebFax™ records (Figure 16). In order to accept the WebFax™ I-9, the Remote Hire must fax the I-9 to the Tracker system. The Date Received column populates when the faxed I-9 form has arrived. Use the Filter Settings and click Apply Filer in order to narrow the results.

Figure 15

A WebFax™ I-9 record will be removed from the WebFax™ Inbox report once the Section 2 signature information is entered or the record is deleted.



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ADDENDUM: SAMPLE REMOTE HIRE NOTARY FORM

REMOTE HIRE NOTARY FORM

EMPLOYEE INFORMATION

Last Name: First Name: M.I.:

Employee’s Date of Hire:

INSTRUCTIONS FOR THE NOTARY We are asking you to act as our representative to examine the employment eligibility documents for the above-mentioned [Company] employee. Because it is not physically possible for this employee to come to our offices to complete the I-9 paperwork in person, the United States Customs and Immigration Service (USCIS) allows employers to designate an Authorized Representative, such as you, to carry out the employer’s I-9 responsibilities. We are grateful for your assistance. Please read the instructions below and contact us if you have questions.

1. Using our electronic I-9 system, our employee should have already completed their personal information in Section 1 of the Form I-9, and the details of their work authorization document(s) in Section 2. If this information is missing, please ask the employee to contact our HR department for further instructions.

2. Thoroughly review the original Section 2 document(s) that the employee presents and accept them if they reasonably appear to be genuine and if they reasonably appear to relate to the person standing before you. Do not accept photocopies (see list of acceptable documents for establishing identity and work eligibility on the following page).

3. Compare the information entered in Section 2 to the information on the document(s). If the information is accurate, proceed to step 4; if not, please ask the employee to contact our HR department for further instructions.

4. Complete the Form I-9 Certification Section as follows:

Sign Authorized Representative section, enter your title and today’s date.

Place notary seal on form (below) or attach a notary certificate.

Please return all of the following to the employee: o Completed Form I-9 and the employee’s original Section 2 document(s) o This “Remote Hire Notary Form” – signed and notarized

Thank you for accepting this commission. For questions contact [Individual] at: xxx-xxx-xxxx

Notary or Agent: The undersigned has examined the original documentation as listed on the back of the Employment Eligibility Verification Form I-9 which was presented by ______________________ (Name of employee) to the undersigned Notary Public. The undersigned has accurately recorded such information in Section 2 (Employer Review and Verification) of the Form I-9 and signed in the space provided in Section 2 therein. NOTARY PUBLIC (or Agent) Notary Public Stamp/Information By: _____________________________________ Date: ___________________________________



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Documents

Tracker I-9 WebFaxTM GuideTracker I-9 WebFaxTM Guide Purpose This guide is a basic introduction to Tracker’s I-9 WebFax™ feature, which offers a solution for processing the Form