There can be several reasons you will need to request a new I-9 submission from staff. In this article, we will review the different ways that you can request this new submission(s).
Important notes on requesting a new I-9.
The I-9 is meant to be completed once per employee, and there could be fines for requesting new I-9s when unnecessary.
While you have the ability to request new I-9s in Bulk, you generally wouldn’t unless there’s a specific compliance trigger that makes it unavoidable. That said, there are a few scenarios in which you might legitimately need to ask an entire group of employees to complete new forms.
Valid Scenarios for Bulk New I-9s
Company Merger/Acquisition (and you choose not to inherit the I-9s):
If your company is acquired or merged, the new employer can decide whether to adopt the old I-9s. If they don’t, every active employee has to complete a new one.
Serious Compliance Failures:
If an audit (internal or governmental) reveals widespread errors that can’t be corrected with a simple addendum, you might need to have affected employees redo their I-9s.
Improper Storage/Destruction of Records:
If paper I-9s or I-9s previously held in another system were lost, destroyed, or never properly completed in the first place, the only way to get compliant is to start fresh.
Policy Change With Rehire or Conversion:
If a large group of contractors converts to W-2 employees, or if there’s a major break in service and they’re being rehired, new I-9s may be required.
Legal Recommendation
Other reasons initiated by and in counsel with an immigration attorney who advises you to do so," then remove the when not to section, just leave a blanket other
What Does Not Qualify
You can’t just “refresh” all I-9s to have cleaner files.
You can’t redo them because you moved offices or want them in a different system.
You can’t ask for new ones every X years (except for the reverification of certain documents).
In short, bulk new I-9s only make sense if your company structure changes or your existing records are fundamentally non-compliant or missing. Otherwise, you’d handle issues with reverification using Supplement B or corrections on a case-by-case basis.
Let's dig into how you can request a new Form I-9 Submission.
Note: When a new I-9 submission is requested, it will replace the previous one as the active document on file, but the old version will not be deleted.
Staff Members Forms
With this option, you will go to each staff member's form page and request a new Form I-9 submission.
To do this, go to the specific staff member's profile. Either by looking them up via the search bar at the top of the screen, or by going to the staff page and finding them.
Once on the selected staff member's profile page, navigate to their Forms tab.
From here, you will have two options. You can click on the checkbox in the row of the Form I-9, and the button to “Request New Submission(s)” will appear. You can click that to request a new submission.
Or, on the row of the Form I-9, you can click the three dots on the far side of that row to open a dropdown window to select “Request New Submission”.
Staff Page
You can also request a new Form I-9 submission from the Staff Page using Bulk Actions. This may be helpful if you want to select more than one staff member, maybe from a group or for another reason.
You will do this by first going to the Staff Page.
From here, you can filter for the staff members you want to update. For this example, let's use groups.
Select the group you want to filter. For this example, we will select “Full-Time Employees”
Use the checkbox at the top of the list to select all these staff members. This will cause the “Bulk Actions” button to appear.
From the “Bulk Actions” dropdown, select “Request New Submissions”
In the pop-up window, search for Form I-9 and select it. Once selected, click “Next”.
In the final window, you will have the option to add a note to your new submission request for your staff members. This is optional. Once you are done, you can click “Finish,” and the requests will be sent.
After requesting a new submission, the employee will receive a notification prompting them to complete the new I-9 form. Once the form is completed, the system will automatically update the status.
Form I-9 Review Page
Navigate to the onboarding screen via the navigation bar at the top of the screen, then go to the sidebar on the left and select I-9 Forms. This will take you to the I-9 review page.
From most of these tabs, you will be able to pull up the staff members you are looking for and select who you want to request a new submission from.
(Note: The Missing or Rejected tab and Paper I-9 tab do not offer this option)
For this example, we will look at the completed tab. Most pages will have the same functionality, with minor differences related to the specific tab. When you select the staff members you want to request a new I-9 submission from, 3 new buttons will populate. You will click the “Request New I9 for…) button. Circled in red in the image below.
Once clicked, it will immediately send the request, and you will receive a notification at the top of your screen, like the one shown below.
Reports
To navigate to your reports page, select “Reports” from the navigation bar at the top of the screen. You can use an existing report or build a new one for this use case. To learn more about building reports, view this article.
For this example, we will use one we have built that is specifically for Form I-9, called “Form I-9 Data”.
Once you are in your report and have configured your output data and filters as you want, you can run the report to get your results. From those results, you can select the staff members to whom you want to issue new Form I-9 submissions.
Once they have been selected, you will use bulk actions and follow the same flow highlighted in the Staff Page section above.
Now you have it. The various ways to request a new Form I-9 submission from your staff. There is no one way that is better than the other; it will all depend on your needs and use case.
Troubleshooting
Form Not Visible: If the I-9 form is missing from the worker's profile, verify and update their employee type to "Employee/W2." Once updated, the system will automatically assign the I-9 form.
Restarting the Process: If you reject a completed I-9 form, you can request a new submission to restart the process.
E-Verify Considerations
If you delete or close an E-Verify case due to errors, request a new I-9 submission. Once the employee completes the new form, the system will automatically generate a new E-Verify case.