Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Electronic Form I-9 for Remote Hire

Steps: Set Up Electronic Form I-9 for Remote Hire

You can configure Workday so remote employees can create an electronic Form I-9 to verify U.S. employment eligibility. Workday enables you to also designate an external authorized representative to complete Section 2 of the Form I-9, streamlining the remote hiring process.
Workday enables you to create a Form I-9 but doesn’t assume responsibility for compliance.
  1. Workday recommends you enable
    View
     and
    Modify
     permissions for the Employee as Self security group.
    Security:
    Process: Remote Form I-9
     domain in the Onboarding functional area.
  2. Configure the Complete Form I-9 business process security policy in the Onboarding functional area.
  3. Edit Business Processes.
    Configure the Complete Form I-9 business process in the Onboarding functional area.
    Add the
    Manage Remote Form I-9
     shared participation step. When you have multiple
    Manage Remote Form I-9
     or
    Review Form I-9
     steps, you must set the last step as the completion step.
  5. Configure these sections:
    • Authorized Representative Relationships for Remote Employees
    • Remote Form I-9 Attestation Text
    • Remote Form I-9 Attachment Instructions
    • Remote Form I-9 Email Notification Text
    • Remote Form I-9 Section 2 Business Name and Address
  6. Access the
    Create Compliance External Site
     task.
    Based on your business needs, consider configuring these sections:
    • EU Cookie Policy
    • Branding
    • Tracking & Analytics
    Select the
    Publish Site
     check box.
    Workday recommends you only create 1 external site.
    When you setup an external site, Workday creates the Compliance System User as an Integrated Security User (ISU) to enable an external authorized representative to complete a Form I-9 for remote hire on the external site. This ISU is secured to the non-configurable Workday Internal Security Group and can't be used to sign in a tenant. If you delete this ISU, you lose the ability to complete remote Forms I-9.
    Security:
    Set Up: Tenant Setup - HCM
     domain in the System functional area.
  7. Access the
    Edit Tenant Setup - Notifications
     task.
    On the
    HCM
     tab in the
    Notification Delivery Settings
     section, access the
    Remote Form I-9 Authorized Representative Notification
     notification type.
    Select the
    Override Parent Notification Type Settings
     check box.
    Create a notification routing rule that uses:
    • Email
       as the notification channel.
    • Immediately
       as the default frequency.
    See Reference: Edit Tenant Setup - Notifications.
  8. Select the
    Remote Form I-9 Authorized Representative Email Template Behaviour
     option.
  9. (Optional) Hide or Require Optional Fields.
    In the
    By Functional Area
     prompt, select
    Onboarding → Remote Form I-9.
    Consider the criteria that you want for these fields:
    • Authorized Representative Government ID
    • External Site Link
    • Section 2 Attachments