HOW TO INITIATE A FORM I-9 IN LAWLOGIX GUARDIAN. PART 1: BEFORE YOU BEGIN THE FORM I-9 PROCESS Determine if a Form I-9 is Required

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1 PART 1: BEFORE YOU BEGIN THE FORM I-9 PROCESS Determine if a Form I-9 is Required Step 1: Review the I-9 & E-Verify Compliance Manual to determine if a Form I-9 is required. This Manual is located here. If a Form I-9 IS required: o Proceed to the next step. If a Form I-9 IS NOT required: o DO NOT proceed any further. If you are not sure if a Form I-9 IS required: o Contact the OHR I-9 (919) immediately. Step 2: Determine if the individual is a remote hire. A remote hire is defined as any employee will be working more than 35 miles from the main campus. If employee IS NOT a remote hire: o Proceed to the next step. If employee IS a remote hire: o DO NOT proceed to the next step. o Contact the OHR I-9 (919) as far in advance as possible prior to the hire date (at least 2 weeks notice is recommended). The OHR I-9 unit will coordinate completion of the Form I-9 and confirm when the employee can begin work. Step 3: Determine when you will complete the Form I-9. Send Candidate an Invitation PRIOR TO Hire: It is strongly recommended that you initiate the Form I-9 BEFORE the employee s first day of work to ensure that the I-9 is completed by federal deadlines. You can send the employee an invitation to complete Section 1. o To initiate a Form I-9 BEFORE hire, proceed to Option A below. Candidate Completes Form I-9 in Person ON or BEFORE Hire: You must initiate the Form I-9 no later than the first day of hire (Section 1 must completed on or before the first day of work). o To initiate a Form I-9 on the day of hire, proceed to Option B below. PART 2 : OPTIONS AVAILABLE FOR CREATING A NEW FORM I-9 Option A: Create a Form I-9 BEFORE Hire Date Step 1: Launch LawLogix Guardian system Log into ConnectCarolina at: connectcarolina.unc.edu Sign in with UNC s Single Sign-On system by entering your ONYEN and password Click on the LawLogix link displayed under the HR/Payroll dropdown Rev. (10/31/14) Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities Page 1

2 Step 2: Create a New Employee Record Click on Create New Employee located at top right of the dashboard Step 3: Create Employee Profile Complete applicable fields: Empl ID, Job Location, Occupation Class, Start Date, First/Last Name, and Preferred Language Click on Create Employee with Login (denoted by the green bar) Step 4: Create and Send Invitation to the Employee The Office of Human Resources has created a default template for your use Modify the subject line/body of the as needed Click Send Option B: Create a Form I-9 In-Person ON or AFTER Hire Date Step 1: Launch LawLogix Guardian system Log into ConnectCarolina at: connectcarolina.unc.edu Sign in with UNC s Single Sign-On system by entering your ONYEN and password Click on the LawLogix link displayed under the HR/Payroll dropdown Step 2: Create a Form I-9 Click on the Minute I-9 to begin Form I-9 process Rev. (10/31/14) Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities Page 2

3 Step 3: Start the Minute I-9 Enter Social Security Number (you must enter a SSN for all employees except for international candidates) For international candidates who do not have a SSN: Check the box below SSN field Click Search Step 4: Employee Completes Section 1 Employee completes applicable fields: First/Last Name, Other Names Used, SSN (required for all non-international employees), Address, Date of Birth, and Phone (Optional), Citizenship Click Check Form to check for errors Step 5: Employee Confirms Identity in Section 1 Employee checks box to confirm his/her identity Verify personal information Attest to perjury clause Enter the system generated PIN to electronically sign Step 6: I-9 Preparer Completes Section 2 Examine the original document(s) presented by the employee Enter the document information in the boxes under List A or Lists B and C Click Check Form to check for errors Note: All document(s) must be unexpired Rev. (10/31/14) Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities Page 3

4 Step 7: I-9 Preparer Confirms Identity Click Attest Enter your ONYEN in the Login field to electronically sign the Form I-9 Step 8: Securely Scan & Upload Documents Presented by the Employee Securely Scan and Save documents Click the OnDocs tab (next to the I-9 Details tab) Click the Upload Document tab Step 9: Select the Document Type to Load Select Document Type from dropdown menu Click Continue Step 10: Upload Document to OnDocs Click Browse button to search for the document(s) saved Click Send This File to upload Verify that all documents were properly loaded and legible Step 11: Confirm Document Upload Check the Documents box to confirm that you have uploaded the appropriate documents Step 12: Review and Approve Form I-9 Click the Details tab IMPORTANT: Click Mark Completed to complete and submit the Form I-9 Note: The scanner must be configured to a secure network drive that is not mobile and the files cleared regularly to maintain security of personal information. Some departmental copiers have the ability to scan. If you are planning on using the copier as a scanner, please have the copier configured to deliver scans to a secure network drive and do not use delivery to your desktop. Using may compromise your employee s personal information. Form I-9s submitted without the supporting documents will not be accepted. Rev. (10/31/14) Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities Page 4

5 Step 13: (Optional) Print Employee s Copy Click the Employee Receipt button to print a receipt for the employee. As a reminder, if the employee requests a copy of the electronic Form I-9, you must provide a copy within a reasonable timeframe. To print a copy, click on the View I-9 link to print a PDF copy. Questions? If you require further assistance, please contact the OHR I-9 Unit via the I-9 Hotline at (919) or eevquestions@listserv.unc.edu. Rev. (10/31/14) Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities Page 5