I-9 Approval

Employers must complete and sign Section 2 of Form I-9, Employment Eligibility Verification, within 3 business days of the date of hire of their employee (the hire date means the first day of work for pay). For example, if your employee began work for pay on Monday, you must complete Section 2 by Thursday of that week.

Employees must complete and sign Section 1 of Form I-9, Employment Eligibility Verification by the first day of employment.

Click here to watch a video of the I-9 Approval process for Managers:

https://scribehow.com/embed/Completing_Form_I-9_Section_2__b2arFNCtSDOVbwsjGJjDEQ?as=video

Once the employee completes Section 1 of the I-9, the Manager will receive notification that Section 2 needs to be completed.

Manager logs into PrismHR and goes to Company > Action > Approvals Pending and clicks on the I-9 Section 2 item available or assigned to them.

Approvals are divided between those that are “Assigned to You” for completion and those “Available to You” that may be assigned to another worksite manager in your organization.

***If the form is assigned to someone else and appears under the “Available to You” section, you will need to Grab the form and claim yourself as the owner.

Once you Grab a form it will move up to the “Assigned to You” section at the top of the screen. Click the link for Approval Type to open the form.

Then you can review and complete the I-9 Section 2 for the employee by clicking Next.

1. If there is an issue with the form that needs to be modified by the new hire, select the red Deny button.
2. If the information on the form appears accurate to the best of your knowledge, select the blue Next button.

Using the original documents that are provided to you by the new hire complete Part 2 of the I-9 form.

1. Select the Document Title from the drop down, which pulls from the List of Acceptable Documents Lists A & B
2. If a List B document is utilized, an additional section for List C will appear.
3. Enter the Document Number if applicable!
4. Enter the Issuing Authority
5. Enter the Expiration Date if applicable. If the document does not have an expiration date enter, “N/A”

Additional Information is an optional field that should be used for the below circumstances.

1. Notations that describe extensions of employment authorization or a document’s expiration date for individuals in certain nonimmigrant categories or granted Temporary Protected Status (TPS). For more information, please see USCIS Handbook for Employers, Section 4.4 Automatic Extensions of Employment Authorization Documents (EADs) in Certain Circumstances, and Section 6, Evidence of Status for Certain Categories.
2. Information from additional documents that F-1 or J-1 nonimmigrant employees may present including the Student and Exchange Visitor (SEVIS) number and the program end date from Form I-20, Certificate of Eligibility for Nonimmigrant Student Status, or DS-2019, Certificate of Eligibility for Exchange Visitor (J-1) Status, as required.
3. Replacement document information if a receipt was previously presented.
4. Discrepancies that E-Verify participants must notated when participating in the IMAGE program.
5. Any other optional comments or notations necessary for your business process, such as employee termination dates, form retention dates, and E-Verify case verification numbers.

Once Additional Information is completed or if no Additional Information is needed, select the blue Next button to advance.

Then they will need to Attest to the information by clicking the checkbox, add their Title of Employer or Authorized Representative and then click Next at the bottom of the screen.

Review the completed Section 2 for accuracy. If needed go Back to make any corrections. Once reviewed select the blue Submit button to complete.

Submit Confirmation:

Be sure to wait until the submittal has been fully processed before closing this screen. Closing the screen early can cause issues with saving any changes you have made.

You will have the option to Download or Print the I-9 form at this time. The document will also be saved as part of the Prism employee record under Employee Details > Action Menu > Documents.