1.

Completing the Form I-9 begins when you hire a new employee. The date you input as
the “Hire Date” MUST be the first day the employee will be reporting into a JD
Sport, Finish Line, Finish Line Macy's, or DTLR location for orientation.

2.

Tell the employee:

“I’m looking forward to your first day on MM DD. I need you to complete a few things prior to that day.” Inform the candidate of Workday and how to activate the account.

Once you activate your Workday account, there will be some tasks for you to complete. One of those tasks is the Form I-9, please make sure that is completed accurately and prior to your first day with us. Please refer to the “List of Acceptable Documents,” I’ll need you to bring one item from Column A or one item from both columns B & C. If you have any questions, you can always give me a call ahead of time.”

IMPORTANT: Do NOT tell the employee which documents to bring -- refer the employee to the list and let the employee decide. (Refer to the List of Acceptable Documents)

3.

Within Workday, the employee will need to complete some onboarding tasks first (Personal Information and Contact Information). Refer to the Job Aid: 7 Step I-9 Process.

Note: A suggestion to update contact information may appear in the Timely Suggestions section below the inbox, do not have the employee use that to make changes. Make any changes within the onboarding tasks in the inbox. If you make changes separate from the onboarding tasks, it could cause errors with completing the I-9 in Equifax.

4.

Once those are completed, refresh your inbox with the Orange Refresh button that appears. New tasks will appear in the employee’s Workday Inbox, one of them being the Complete Equifax I-9 Form.

5.

Within the Complete Form I-9 Task in Workday, there will be a link the employee must click on which will take them to the Equifax site to complete Section 1. Please make sure the employee does NOT click Submit within the Workday task before completing Section 1 in Equifax. 

If the employee clicks Submit without filling out Section 1, there will be no records of the employee within the Equifax site for the completion of Section 2. The I-9 will need to be reissued, causing a delay in the completion of the I-9.

1.

Employees must complete and sign Section 1 of Form I-9 no later than the first day of employment, but not before accepting a job offer. 

Once the employee clicks on the Equifax link within the Workday task, the employee will be taken to the Equifax site to start filling out Section 1.

DO NOT submit the Workday task until after Section 1 has been fully completed in Equifax.

2.

The link will take the employee to the welcome/instruction screen. The employee will click Continue to get started.

3.

The employee enters all personal information required. Some information may already be filled in from Workday, please verify that it is correct. 

Note: Red asterisks indicate required fields.

4.

After all the required information has been entered, scroll down to the Signature section. The employee will need to electronically sign the document. Once signed, click Continue.

5.

Once you have hit Continue, it will take you to the Form I-9 section. If the employee needs to go back and edit the Personal information section, click the Edit Personal Information link (near the Back and Continue buttons) to go back and apply edits.

6.

Employees have the option to view the Form I-9 section in English or Spanish. Use the links provided at the top of the form to toggle between English or Spanish.

7.

On the Form I-9 section, the employee will select their citizenship status and indicate if a preparer or translator was used to assist in filling out the Form I-9. Once filled out, click Continue.

8.

After all information has been entered, the employee will see the Employee Review page. Review the information for accuracy and then click the checkbox to electronically sign the Form I-9. Click Continue.

9.

The confirmation page may be emailed or printed by the employee if they wish to retain confirmation of the completion of Section 1.  A list of acceptable documents to bring to complete Section 2 is displayed.  This list will only show options based on the citizenship status selected in Section 1. 

The employee MUST click the Continue button to complete Section 1.

10.

Section 1 of the employee’s I-9 is complete when they have reached the Congratulations page. 

11.

Once the employee has reached the Congratulations page, they will need to go back into Workday and Submit the Complete Form I-9 task. DO NOT submit the Workday task until after Section 1 has been fully completed in Equifax.

12.

Equifax will send an email notification to the Manager letting them know that Section 1 has been completed and is now ready for the completion of Section 2.

1.

Equifax will send an email notification to the store’s email address letting them know that Section 1 has been completed by the new hire and is now ready for the completion of Section 2. 

Employers or an Employer Representative must complete Section 2. This task should be completed on the employees’ FIRST DAY (Hire Date).

The hire date means the first day of work for pay - if the job lasts less than 3 days, the employer must complete Section 2 no later than the first day of work for pay.

2.

The Manager will need to login to Equifax. See job aid Signing into Equifax

3.

Once logged in, go to the I-9 Management tab on the left menu. 

4.

When the employee has completed Section 1, a pending I-9 record is created that indicates a Section 2 is needed.  Click the I-9 Pending Completion tile.

5.

Locate the Employee I-9 Record: To complete Section 2, click the hyperlinked employee name in the list of records displayed.  To further limit the displayed results, you may also search for a specific employee record.

6.

Once the employee has been selected, you will need to enter the employment information and document(s) presented by the employee. 

Review the Employment Date to be sure it indicates the correct date.

IMPORTANT: Employment Date = Workday Hire Date = 1st day scheduled

7.

Examine the new employee’s unexpired documents to determine if they appear to be genuine and relate to your employee. ONLY Original documents are acceptable, we CANNOT accept photocopies, pictures, screen shots, or digital ID’s, (birth certificates can be a photocopy and are the ONLY exception.) 

Ensure the document title and number is on the List A documents OR a List B AND List C document. If so then continue with Section 2. 

Note: If you feel the document does not reasonably appear to be genuine and relates to your employee, allow your employee to present other documentation from the List of Acceptable Documents. Contact the HR Compliance Team or your Talent Partner with any questions.

8.

Select which documents have been provided by the employee as proof of identity and employment authorization.  Selection options vary depending on which citizenship status your employee inputs into Section 1.

9.

If the employee provides a receipt in lieu of the actual document, indicate this by clicking the Receipt (e.g., replacement)checkbox. Ask the employee to bring in the new document once it’s received so the I-9 can be updated within the Receipt Due section in Equifax. 

ALL document receipts presented, must be updated with the replacement ID within 90-days. Refer to Job Aid: Updating I-9 Receipts in Equifax

10.

Click the radio button next to the “Employee terminated before Section 2 was completed” optionONLY if the employee started work (earned wages) and was terminated prior to completing the I-9.

If the employee did NOT earn wages, the Pending I-9 will purge after 30-days of Hire Date.

11.

Click Continue.

12.

The next screen will require you to enter identification document numbers and/or expiration dates based on the documents you selected that have been provided by the employee on the prior screen.

13.

Once the document numbers and/or expiration dates have been filled out, click Continue.

14.

The Employer Review screen appears to allow you to review all information for accuracy. Scroll down on that page in Equifax and electronically sign the Section 2 in Equifax.

15.

Click Continue.

16.

You will now be on the Employee Detail page.

If the employee provided a document from List B and List C, you are finished with Section 2. 

If the employee provided a document from List A, you must take a photo of the document and upload it in Equifax. 

All List A documents must be photographed (Photo Page and Barcode Page - see “I-9 Identification Examples Job Aid for examples of uploads) and uploaded in Equifax. This ONLY applies to List A. Do NOT take a photo of List B or C documents.

17.

(For List A documents only) Scroll down on the Employee Detail page to the I-9 History section. Go to the Actions column and select Attach File.

18.

(For List A documents only) Scroll down to the Uploaded Documents section. You will see the Upload Status for the document has a red exclamation mark.

19.

(For List A documents only) Go to the File Information section. Choose the document from the drop down, attach the file and click Upload.

Note: Use your company-owned iPad or Store Tablet to take a photo of the document the employee provided. NEVER USE A PERSONAL DEVICE.

20.

(For List A documents only) The Uploaded Documents section will now change to a green checkmark.

21.

(For List A documents only) Click Finished.

22.

(For List A documents only) You will now see the files attached under the I-9 History section.

23.

You are now done with Section 2. Upon successful completion of Section 2, the record is automatically sent to E-Verify for employment authorization results.