(USA) Setting Up Fluid I-9 Information

To set up fluid I-9 information for United States workers, use the Work Authorization Setup component (HR_I9_CONFIG_FL).

The following video provides an overview of Fluid I-9s:

Video: Image Highlights, PeopleSoft HCM Update Image 50: Form I-9 Enhancements to Verify Employment Eligibility (US only)

Page Name

Definition Name

Usage

Work Authorization Setup Tile

HC_HR_I9_CONFIG_FL (this is the cref for the tile)

Configure settings for the I-9 form for U.S. workers.

Work Authorization Setup Page

HR_I9_CONFIG_FL

Define the I-9 approval and E-Verify options and set the result count limit.

The Immigration and Nationality Act requires United States employers to complete and store Form I-9. Employers may process paper Form I-9s and store them electronically or complete and retain the Form I-9 solely in electronic format.

PeopleSoft Human Resources enables you to collect, store, and manage all I-9 information in compliance with the Immigration and Nationality Act. This includes employee self service functions to complete and submit the employee I-9 information, and functionality for the employer to complete the required employer sections of the Form I-9. The application provides components to report and process I-9 information, including notification of expiration dates, storing, printing, and archiving.

This example illustrates the process flow for completing the Form I-9 online.

 Process flow for completing the Fluid Form I-9

Completing the Form I-9 online using the fluid pages requires the following steps:

  1. An employee must submit employment verification information on the first day of employment. The employee, preparer, or translator for the employee can fill out the self service (USA) Employment Eligibility Verification Page, Section 1. Employee Information and Attestation.

  2. After the employee submits this information, the HR administrator will:

    1. Review and complete sections 2 or supplement B of the Form I-9 required by the employer by accessing the component through the Manage Form I-9 Tile. If a new I-9 is needed, the administrator can send notification to the employee to complete a new Form I-9.

    2. Manage the I-9s by viewing pending and expired documents, printing Form I-9s, or archiving data that is no longer needed.

Note: Oracle PeopleSoft delivers Notification Composer Framework to manage the setup and administration of all notifications in one central location.

Once you have adopted the Notification Composer feature, you must use it to create new notifications and manage your existing notifications.

Notifications delivered with HCM Image 47 or later must use Notification Composer.

For more information about Notification Composer Framework, see Understanding Notification Composer.

To configure and manage I-9 information for fluid:

  1. Grant access to the Manage Form I-9 component by assigning the Fluid I9 Administrator role to your administrators.

  2. Configure the I-9 settings, such as approvals, E-Verify, and the result count limit on the Work Authorization Setup Page.

    Enable approvals for I-9 submissions if you want to use the Delegation functionality.

  3. After the employee has completed his or her Form I-9 tasks, use the Manage Form I-9 Tile to review and take action on I-9 tasks and statuses.

Administrators use the Work Authorization Setup tile to configure settings for the I-9 form for U.S. workers.

Navigation:

The Work Authorization Setup tile is delivered as part of the Workforce Administrator Homepage.

This example illustrates the fields and controls on the Work Authorization Setup tile.

Work Authorization Setup tile

Use the Work Authorization Setup page (HR_I9_CONFIG_FL) to define the I-9 approval and E-Verify options and set the result count limit.

Navigation:

Select the Work Authorization Setup Tile from the Workforce Administrator Homepage.

This example illustrates the fields and controls on the Work Authorization Setup page.

Work Authorization Setup page

Approval Options

Field or Control

Description

Enable Approval

Select to require that an administrator or manager approve the employee's submitted section 1 of the I-9 form.

Note: You need to enable approvals if you want to use Delegations for Form I-9s.

Process ID

This field is available when you select the Enable Approval option on this page.

Enter the approval process identifier for the I-9 transaction. The system delivers the FormI9Employee process ID.

Definition ID

This field is available when you select the Enable Approval option on this page.

Select an approval definition identifier that has been created for I-9 approvals, which identifies the appropriate approval definition. The system delivers the FormI9Approver definition ID.

General Options

Field or Control

Description

Enable E-Verify

The Enable E-Verify feature is an option that allows your organization to track E-Verify case status details for completed Form I-9s.

Select this option to enable authorized users the ability to update the E-Verify case status details for completed Form I-9s.

Result Count Limit

Specify the number of rows that should display in the Manage Form I-9 component. This setting helps optimize performance by limiting the number of records loaded at once.

The default result count limit is set to 100 rows, which means the Manage Form I-9 component pages will initially display up to 100 records. You can display a maximum of 400 rows, which balances performance considerations with the need to view a sufficient number of records.