As a hiring manager, you play a crucial role in the seamless integration of new employees into your organization. This guide is specifically designed to assist you in mastering the I-9 and E-Verify functionalities of our Onboarding System. Understanding and efficiently handling these components is vital, as they are integral to ensuring legal compliance and maintaining the integrity of your hiring process.


The I-9 form is a mandatory element for verifying the identity and employment authorization of individuals hired for employment in the United States. The E-Verify system complements this by electronically matching the information provided on the I-9 against records available to the U.S. government to confirm employment eligibility.


Our guide is packed with user-friendly information, screenshots, and easy-to-follow instructions that will help you navigate the I-9 and E-Verify features of our Onboarding System with ease. We hope that it will simplify the process for you. 

Getting Started: Quick and Effortless Setup

  1. Register your DISA account: Begin by registering your account with DISA to ensure compliance and verify work eligibility. From your main dashboard, look for the module about Activating I-9.Register with DISA
  2. Legal Agreements: Complete the DISA (formerly Crimcheck) agreement through a straightforward online form.
  3. Account Integration: Once you complete your online form via the "Register DISA Account" link, our team of experts will make sure your account is connected and ready to use.




Part 1: Employee Steps

Once the workflow is initiated, the new hire will receive an automated email with a link to all tasks to which they have been assigned. The I-9 task will show on that list and once they log in, they can start their onboarding process.

Assigned Tasks come in an Email

Clicking on any tasks will take your new hire to their Task List:


Task List View


After selecting the "Complete I-9" option, the DISA portal will open in a new tab or window to guide your new hire through the process. Certain fields will be automatically populated with information you have already provided in the Onboarding System. If they encounter any difficulties, they can use the "Contact Support" button, which is clearly visible on the screen throughout the entire process.


I-9 Registration page for new hires

The next step in the process is for the user to provide their U.S. Social Security Number, address information, and select from a list to attest to their citizenship or immigration status. They will also sign their I-9 digitally on this page.

I-9 Page


If the employee received assistance from a Preparer and/or Translator, they can select "A preparer(s) and/or translator(s) assisted the employee in completing Section 1" and a section will expand where they can provide the required signature and information.


Preparer and/or Translator Section


The following Confirmation Page will appear once they select "Next." 


NOTE: If they do not see this page, they did not submit their forms!


I-9 Submitted by Applicant

Part 2: Employer Responsibilities

Once they have submitted their forms you'll receive an email notice with a link to your next step, Section 2 of the I-9. Email with link to Pending Tasks

Clicking that link will bring you to a page where your Pending Tasks will be listed:



Pending Task List


Click the button for Complete I-9 Section 2 and the DISA portal will open in a new tab or window to guide you through the process. If you note any errors look for the button that reads "Request Section 1 Revision" shown at the top of this screenshot:

I-9 Section 2

Don't forget to click the Complete I-9 Form button at the bottom of the page! Once you do a pop will ask you to Confirm I9 Form Completion:


Confirm I9 Form Completion


If you have missed a section or required field, you will get an error message. Get a cup of coffee and try again. The system will let you know when you have completed all parts and successfully submitted Section 2. If you need to make any revisions, it's not too late. Use the Revise Section 2 button if needed.

Revise Section 2


If you need to download a copy of the I-9 Form, please use the Main Menu to Navigate to Manage People, then select your new hire. Expanding the Employment Eligibility Verification section will reveal a PDF you can download for your records.

Download PDF of I9


Next Up: E-Verify

Once your new hire's I-9 is complete, you can move on to E-Verify. 

Please note that prior to using E-Verify, it is mandatory to complete the training process for compliance. If the training is not yet complete, even if you have submitted the I-9 to E-Verify, you will need to click on the "Go to E-Verify" button and complete the training before you can obtain a complete result.

 

Go to E-Verify

After you complete training, we will proceed with submitting any pending E-Verify cases on your behalf, so you will not have to resubmit anything at that time.

Once E-Verify has completed its part of the process you will be notified that you can now Review your E-Verify Case Results. 


Review E-Verify Case Results

Clicking that link will redirect you to DISA where you can view the results. The Case Eligibility Statement at the end of the report will be where you can confirm authorization. That's it; you've done it! Go get yourself another cup of coffee or a cupcake, you deserve to celebrate your new hire! 

We hope this guide helps you to navigate our system with greater ease and confidence, ensuring a smooth onboarding process for your new team members. If you have any questions, please submit a Support ticket so our expert team of agents can help.