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Office of Human Resources

Employee Data Management


XI. "How To:" Job Aids


How To:
  • Create a New I-9
    • Select "Start I-9" Page on left vertical menu
    • Enter or have the new employee enter their SSN to search Guardian for their profile if already entered
    • If not found, select "Create New I-9" and have the employee complete Section 1 and present documents to be examined, and then complete Section 2 and close the E-Verify Case.
  • Terminate Employees
    • Search employee name in "I-9 Forms" search page on left vertical menu
    • Select employee's name
      • Select the "Job Details" tab on the top horizontal menu.
    • Click on the "Terminate Employee" button under "Employment History" and enter the correct termination date (employee's last day in pay status)
  • Search Guardian for Employees not Assigned to your Department
    • Select "Employees" Page on left vertical menu
    • Enter Employee Name or Employee ID No (from Drop Box).
    • If employee is found under "Employee History," verify their DOB.
    • If employee is assigned to a different department, contact the I-9 Administrator to transfer their I-9.
      • The Location and Occupation Class are the department/budget number of the assigned department.
  • Update Employment History for Rehires
    • Search employee name in "I-9 Forms" search page on left vertical menu
    • Select employee's name
    • Select the "Job Details" tab on the top horizontal menu
    • Ensure the employee's termination date is entered if applicable
      • If employee is transferring without a break in service, termination date is not required
    • Click on the "Rehire Employee" button under "Employment History" and enter the correct rehire date.
    • See Rehire Page of this Website for Rehire I-9 actions
  • Search Guardian in a Backup I-9 Processor Role for your Department
    • When searching I-9s in any page in Guardian, the default search option will search for I-9s assigned to your personal HR name. However, your department I-9s will be assigned only to your primary I-9 Processor.
    • Change the search options
      • HR: My Locations
      • HR Group: N/A
      • Click "Set Defaults"
    • Change Dashboard Listing to "My Locations"
  • Add Section 3 Entries
    • Search employee name in "I-9 Forms" search page on left vertical menu
    • Select I-9 Number to go to I-9 Page
    • Scroll down to the Section 3 Box
    • Follow the black horizontal bar to the right and click "Add"
    • Select the reason for the entry and click "Add Section 3 Entry!"
    • Approve the Entry!"
  • Update I-9s which used Receipts
    • To be done only once the original document is presented and examined.
      • Receipts are not "original documents"
    • Find their I-9 under the "Top I-9s Needing Further Action" Dashboard
    • Select the "Date I-9 Created"
    • Select "Update List C Receipt" button
    • Selecting the button directs you to Section 2 and unchecks the receipt option automatically.
    • Click "Check Form" at the bottom of the page, conform your identity, and sign the form with your Guardian password.
    • Click "Mark Completed" and "Mark Approved" and complete the E-Verify Case.
  • Enter SSNs for NRA I-9s Missing SSNs upon SS Card Retrieval
    • I-9s with missing SSNs should not be approved and should be listed in your "Top I-9s Needing Approval" Dashboard
    • *The employee is required to be present*
    • Select the "Date I-9 Created" for the I-9 needing updated
    • On the I-9 Overview Page, scroll your mouse over the sideways "View" bar at the top left of the page and select "All Panels"
    • Select "View Section 1"
    • Select "Edit Section 1" on the bottom of the page
    • The employee will then replace the temporary SSN with their actual SSN
    • The employee will electronically re-sign Section 1 like originally done
    • Select "Mark Completed"
    • Select "Approve the I-9"
    • Close the E-Verify Case
  • Find Open E-Verify Cases
    • Select the E-Verify button on the left vertical menu
    • If you are your department's backup I-9 Processor, select the options to search for I-9s in "My Location" and not your personal HR Name
    • Select the "Date Created" to interact with the E-Verify screen and close the E-Verify Case
  • Amend Incorrect Hire Dates
    • Email the I-9 Administrator with required info to correct the Hire Date on the I-9.