The current process to complete a Form I-9 is streamlined and simple to use for employees, especially on a mobile device! Document Verification included in tier 2 will enhance the employee experience with guidance on capturing the supporting documents for Section 1 of Form I-9.
The employee will begin their Form I-9 by accessing their dashboard either through the email/text they received or directly through the company app if the experience is embedded. The employee process to access the Form I-9 (along with any other forms that need to be completed for Onboarding) remains unchanged with Document Verification.
Once the employee selects their List A, B and/or C documents, we will begin the Document Verification process of guiding the employee through capturing the photos. The guidance is all based on what documents they originally selected.
Note: The employee can continue through the Document Verification experience in Spanish.
The system will give the employee the option to capture a photo, upload a photo, or continue on another device. Continuing on another device is helpful if the employee started their onboarding on a desktop but needs to move to a mobile device.
If the employee chooses to continue on another device, a QR code will be provided for the employee to scan, or they can request an email or SMS to continue.
Document Verification then goes to work! OCR will lift the document numbers automatically to reduce errors. Verification will take place that the presented work authorization document(s) match what was selected in List A, B, and/or C and the system will check that the captured image is of legible quality and all elements are in frame.
There are then two paths of verification for the employee:
1. Successful Verification
This confirms that the documents passed the associated checks and the employee can select Close to complete verification.
2. Unsuccessful Verification
The other path is one where the system was unable to verify the document. The system will return text (in some scenarios) that will inform the employee why the document was not verified. In this example, it shows that the submitted government ID had expired:
The employee then has the option to Try Again or to select that they are Submitting a Receipt.
The employee gets one additional attempt at submitting documentation, and if verification fails a second time, the system will indicate that it is unable to verify the document at this time, but will then allow the employee to manually enter the document information and then close out of Document Verification.
Now that Document Verification is completed, the employee finishes their Form I-9 by completing the Preparer/Translator section and their signature.
The results of Document Verification will now appear on the Administrator side. Visit Managing Verification Results to learn more!
Looking for more information on the specifics of the detection and verification of documents? Visit What is Verified for details.