Remote Agent Portal Table of Contents

Transcription

1 Remote Agent Portal The employee meets with the Remote Agent who accesses the portal using the unique URL provided by either the employer or employee.

2 Remote Agent Portal If the option has been enabled, the Agent will be required to enter an address before accessing the employee s I-9. The Agent then clicks the Next button.

3 Remote Agent Portal The system s the Agent a verification code. The Agent enters in the code and clicks Next.

4 Remote Agent Portal The Agent then provides their name and Title, and if the option has been enabled, their phone number as well. The Agent then clicks Next.

5 Remote Agent Portal The Agent is then presented with three different options for the employee s I-9.

6 Remote Agent Portal If the employee made any mistakes on Section 1 the Agent can click the Update button to allow the employee to correct the mistake(s).

7 Remote Agent Portal If the Agent ends up acting as a Preparer/Translator for the completion of Section 1 they may click the Start button to complete the certification section.

8 Remote Agent Portal When ready, the Agent clicks the Start button for Section 2.

9 Completing Section 2 The Agent may click Review Section 1 Answers to view the I-9 information entered by the employee.

10 Completing Section 2 The Agent may click Review I-9 Form Instructions to access USCIS Form I-9 instructions.

11 Completing Section 2 If the Agent isn t sure a document provided by the employee is acceptable for Section 2, they may click Lists of Acceptable Documents.

12 Completing Section 2 The Agent inspects the employee s supporting document(s) and selects the appropriate Document Title(s) from List A OR List B and C.

13 Completing Section 2 The Citizenship/Immigration Status field will contain a number 1-4, corresponding to the employee s attestation in Section 1.

14 Completing Section 2 Documents inconsistent with the employee s status will either be listed between a set of two dashes ( -- ) or will not be listed at all, depending on your Guardian site configuration.

15 Completing Section 2 Such documents cannot be selected. If the employee s status is incorrect have them edit their attestation on Section 1.

16 Completing Section 2 After selecting the Document Title(s), View Sample Document can be clicked to view an example of the document, as well as where to locate the Document Number, Expiration Date and Issuing Authority.

17 Completing Section 2 The Agent enters the Document Number, Expiration Date, and the Issuing Authority (if not prepopulated), for each supporting document.

18 Completing Section 2 Certain documents may not always have an expiration date. For such documents, the Agent may use the provided N/A checkboxes, or manually enter N/A.

19 Completing Section 2 Attempting to enter List B/C information will automatically remove all List A information, and vice versa. This is by design, to avoid unnecessary overdocumentation. Take care in only completing the required list(s).

20 Completing Section 2 Employees subject to E-Verify may only provide a List B document if it contains a photo. The Agent clicks the checkbox once confirming the provided document is acceptable.

21 Completing Section 2 If the employee presents a receipt in lieu of an original document, Agent selects the Replacement Receipt checkbox. A 90 day expiration date will be automatically calculated.

22 Completing Section 2 The Additional Information space may be used to include additional document(s) or information relating to employment authorization extensions for certain foreign national employees. The information entered will appear on the generated I-9 PDF.

23 Completing Section 2 The Agent enters their information in the Signature section.

24 Completing Section 2 Once Section 2 is complete the Agent clicks the Sign button.

25 Completing Section 2 The Agent agrees to the three attestations by clicking the checkboxes.

26 Completing Section 2 The Agent then enters the generated PIN and clicks Electronically Sign. The PIN is onetime use only and does not need to be saved.

27 Document Retention If retaining supporting documents, and if the Administration option to have the Agent manage document retention has been enabled, the agent will be prompted to obtain copies.

28 Document Retention The Fax and Mail options will display the fax number and address of the Location/Employee Group the employee is assigned to within Guardian.

29 Document Retention If the Agent is able to make digital copies, they may select the Digital Upload option, then click the Next button.

30 Document Retention The Agent then clicks the Upload Document button.

31 Document Retention The Agent clicks the Browse File button to select the image file to upload.

32 Document Retention They then click the Upload button. The file will be saved to the employee s OnDocs within Guardian.

33 Document Retention The Agent clicks the Finish button to close the upload window.

34 Document Retention Supported image file-formats will display a thumbnail after being uploaded.

35 Document Retention The upload process can be repeated, as needed, for any additional files.

36 Document Retention The agent then confirms whether or not they were able to provide all the necessary document copies, and clicks the Next button. v

37 Completing the I-9 The agent then clicks the Done button, which will mark the I-9 as complete within Guardian.

38 Completing the I-9 The agent is then prompted to close their browser window. This completes the Agent s role for this workflow.