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.
- To be done only once the original document is presented and examined.
- 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
- Select the E-Verify button on the left vertical menu
- Amend Incorrect Hire Dates
- Email the I-9 Administrator with required info to correct the Hire Date on the I-9.