Equifax Workforce Solutions I-9 Integration Setup & Use

The Form I-9 is one of the most important forms that a business uses. Government agencies are diligent and unwavering in their inspection of the Form I-9, sometimes exposing employers to significant risk. simplifi-9, a mobile-enabled platform that provides Form I-9 and E-Verify support, incorporates all USCIS and DHS I-9 rules and regulations.

You can also let simplifi-9 be your Web Services E-Verify Employer Agent. Once Section 2 of the Form I-9 is complete, simplifi-9 can help by automatically submitting the case to E-Verify. Case details, including Tentative Nonconfirmations (TNCs), Further Action Notices (FANs), referral date confirmations, and actions taken can be stored, tracked, and maintained within the simplifi-9 dashboards.

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Integration Features

· Equifax accounts can be created from the BOLD Marketplace

· E-Verify MOUs can be requested from the BOLD Marketplace

· Can enable E-Verify at an office level

· Status of MOU displayed in BOLD Marketplace

· Equifax Workforce Solutions I-9 can be sent as part of an onboarding packet, automated workflow, or a single task

· System level Equifax Workforce Solutions I-9 requirements

· Company level Equifax Workforce Solutions I-9 requirements

· Section 1 of the I-9 can be completed from the BOLD talent portal as well as the 24/7 mobile app

· Section 2 of the I-9 can be completed directly from BOLD

· E-Verify cases are created immediately upon completion of Section 2, if the staffing agency has a signed MOU

· E-Verify cases can be worked by a user directly from BOLD

· Equifax I-9 tasks can be managed through the Onboarding Task dashboard widget

· E-Verify cases can be managed through a new E-Verify Cases dashboard widget

 

 

Integration Enablement

To enable the integration, an internal Avionte resource will need to enable the Equifax Workforce Solutions I-9, Employer Specific Documents, & 24/7 Onboarding system features.

 

When this integration is not enabled, the marketplace tile will display a description of the partner service and provide a way to receive more information. 

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Integration Configuration

Once the Equifax Workforce Solutions I-9 integration is enabled, it can be configured in the marketplace, if the user has Marketplace Admin permissions.  When the user does not have Marketplace Admin user permissions, the marketplace configuration screen will be hidden and the tile will continue to show the partner service description.

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The Marketplace Admin permission can be enabled from the User Access screen.

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Equifax Account Creation & Validation

If the system features are enabled and the user had Marketplace Admin permissions, when the user opens the Marketplace tile, they will be presented with a configuration screen to create their Equifax Workforce Solutions I-9 account.

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Configuration Value Description
Primary Employer Dropdown Indicate which business entity/FEIN the Equifax account should be associated with.  
Primary Contact Dropdown Indicate which primary user the Equifax account should be associated with.  
Account Subscriptions Checkboxes Checked by default since the integration package will include I-9 services
I9
E-Verify Checked by default since the integration package will include E-Verify services
Brick & Mortar

Remote I-9 service that gives the talent the ability to schedule an appointment at an authorized location to get their I-9 completed

IMPORTANT: Requires additional contracting with Equifax in order to subscribe to this service

Name Your Own Completer

Remote I-9 service that gives the talent the ability to appoint an authorized representative that will complete their I-9 

Administrative User Accounts Dropdown Indicate which user(s) should have administrative access to the Equifax account.

 

Validation Errors

Upon clicking the Save button the integration will check for the following conditions and throw an error:

          • If the selected primary employer has a PO Box in the Address1 or Address2 fields
          • If the selected primary employer is missing a name, address or FEIN
          • If the selected primary contact is missing first name, last name, email address, or phone number
          • If the selected administrative users is missing first name, last name, or email address
          • If any offices have a PO Box in the Address1 or Address2 fields

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E-Verify Account Creation & Validation

Once the Save button is clicked on the "Create an Equifax Workforce Solutions I-9 Account" form and if there were no data validation errors, the user will be presented with a configuration screen to create their E-Verify account(s).

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Configuration Value Description
E-Verify Account Type Radio Options

Choose between:

(1) An umbrella account setup where one E-Verify MOU covers multiple employers/FEINs.

(2) An individual account setup where each employer/FEIN has it's own E-Verify MOU

Employer

Single-select

Dropdown

Indicate which business entity/FEIN to create the E-Verify account for.
Offices Multi-select Dropdown Indicate which offices should be enabled for E-Verify.
MOU Signer

Single-select

Dropdown

Indicate which user will be responsible with signing the E-Verify MOU.

 

E-Verify Account Type Option 1: Umbrella Account Setup

An umbrella account setup is where one E-Verify MOU covers multiple employers/FEINs and offices across ALL employers can be enabled with E-Verify under the one MOU.

In the example below, two offices across two different employers are selected to be E-Verify offices.

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Once Submit is clicked in BOLD, we can see that both locations in the Equifax portal are E-Verify participants and the other two offices that weren't selected in the Offices dropdown, are not checked as E-Verify participants.

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Then when talent, who's home office is an E-Verify participant location, complete an I-9, an E-Verify case is automatically submitted for the talent. 

Talent who's home office is NOT an E-Verify participant location will not have an E-Verify case automatically submitted upon completing an I-9.

 

E-Verify Account Type Option 2: Individual Account Setup

An individual account setup is where a different E-Verify MOU is created for each employer/FEIN and offices can only be enabled with E-Verify under the MOU for their associated employer.

In the example below, when the ABC Staffing employer is selected, only the offices for ABC Staffing are available in the Offices dropdown.

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Once Submit is clicked in BOLD, we can see that both ABC Staffing locations in the Equifax portal are E-Verify participants.

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Then when talent, who's home office is an E-Verify participant location, complete an I-9, an E-Verify case is automatically submitted for the talent. 

Talent who's home office is NOT an E-Verify participant location will not have an E-Verify case automatically submitted upon completing an I-9.

 

Validation Errors

Upon clicking the Submit button the integration will check for the following conditions and throw an error:

          • If the selected MOU employer has a PO Box in the Address1 or Address2 fields
          • If the selected MOU employer is missing a name or FEIN
          • If the selected MOU signer is missing first name, last name, email address, or phone number
          • If the selected administrative users is missing first name, last name, or email address
          • If the selected MOU employer already has an established E-Verify account through the integration

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          • If the selected E-Verify Account Type is "All employers share a single E-Verify account" and more than one employer is selected to have an MOU created
          • If the selected E-Verify Account Type is "Each employer will have their own E-Verify account" and less than two employers are selected to have an MOU created

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MOU Status Definitions

MOU Status Description
Account Submission Pending Account request is in queue to be processed by E-Verify
Pending Registration Account is created in the E-Verify website and MOU is pending signature
Signed MOU has been signed to specified MOU Signer and account is active
Rejected Account request has been rejected by E-Verify if provided information is incorrect/invalid
Terminated Account has been terminated

 

Location Setup

When creating a new Equifax and E-Verify account through the BOLD Marketplace, once the Submit button is clicked, all BOLD offices are sent to Equifax and are setup under the Equifax Account.

 

 

Onboarding Task Enablement & Configuration

  1. Click on Account & Settings
  2. Click on Utilities
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  3. Click on Talent Onboarding Tasks
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  4. Expand the Integration Tasks
  5. Click on the Equifax Workforce Solutions I-9
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  6. Select the user groups who should have access to send the Equifax Workforce Solutions I-9 tasks to talent.
  7. Click Save
  8. Toggle the task On
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Onboarding Task Configuration Video

 

 

Onboarding Task Packet Enablement & Configuration

  1. Click on Account & Settings
  2. Click on Utilities
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  3. Click on Onboarding Task Packets
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  4. Click the + button to create a new onboarding task packet
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  5. Enter a packet name
  6. Select Equifax Workforce Solutions I-9 task and any other tasks that need to be added to the packet
    • Once the Equifax Workforce Solutions I-9 task is selected, a Remote Option dropdown appears and gives the user the option to indicate which kind of I-9 will be sent as part of the packet.
  7. Ensure tasks are listed in the correct order
  8. Click Save
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24/7 Workflow Configuration

  1. Click on Account & Settings
  2. Click on Utilities
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  3. Click on 24/7 Onboarding Workflows
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  4. Either click the Add Workflow button or click on an existing workflow from the list
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  5. Select Equifax Workforce Solutions I-9 from the task dropdown
  6. Make a selection in the Remote I-9 dropdown indicating the type of I-9 that should be added to the workflow
    • None = Normal I-9
    • Brick & Mortar = I-9 with Section 2 being completed at a scheduled brick and mortar site
    • Name Your Own Completer = I-9 with Section 2 being completed by a representative identified by the talent
  7. Click Save
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Job Requirements

System Level Job Requirements

You are able to configure system level Equifax Workforce Solutions I-9 requirements that would apply to every placement made in BOLD.

Navigate to Utilities > Table Editor > New Filled Job Requirements

Configuration Steps

    1. Select option I-9 A or I-9 C
      • I-9 A = Would require the talent have a completed I-9 when being placed on ALL jobs
      • I-9 C = Would require the talent have a completed I-9 when being placed on only contract jobs
    2. Click Save

Company Level Requirements

You are able to configure company level Equifax Workforce Solutions I-9 requirements that would apply to placements made for jobs with the company requirement set.

Navigate to Company > Requirements

Configuration Steps

    1. Expand Custom Requirements
    2. Select I-9 in the Talent Document Types dropdown
    3. Click on either the "+ All Jobs" OR "+ Contract Only" button
      • + All Jobs = Would require the talent have a completed I-9 when being placed on ALL jobs
      • + Contract Only = Would require the talent have a completed I-9 when being placed on only contract jobs

Placement Validation

Upon placing a talent who doesn’t meet either the system or the company level job requirements, an error will be displayed in the placement flyout.

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How to Send an Equifax Workforce Solutions I-9 to a Talent

Important Note: While the steps below walk through sending an ad hoc Equifax Workforce Solutions I-9 task, the I-9 can also be sent from the onboarding aside through a Onboarding Packets & Onboarding Workflows sections.
  1. Navigate to the talent record that needs to be sent the Equifax Workforce Solutions I-9 task
  2. Click on the Onboarding Tab
  3. Click Send Onboarding Tasks button
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  4. Expand the Integration Tasks section
  5. Check the Equifax Workforce Solutions I-9 checkbox
  6. If the I-9 needs to be a remote I-9, check the Use Remote Service Provider checkbox, else leave it unchecked
  7. Make a selection in the Remote I-9 dropdown indicating the type of I-9 that should be added to the workflow
    • Brick & Mortar = I-9 with Section 2 being completed at a scheduled brick and mortar site
    • Name Your Own Completer = I-9 with Section 2 being completed by a representative identified by the talent
  8. Click Send
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  9. You will see the task listed in the Onboarding Tasks screen with a Sent status
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Additional Information

Hire Date

If the talent has a hire date on their record when the Equifax Workforce Solutions I-9 task is sent to the talent, the hire date will prepopulate in Section 2.

 

The Hire Date can be found in the Operational Information widget on the talent record.

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I-9 Location

All Equifax Workforce Solutions I-9 tasks are associated with an employer.  By default the onboarding task will be associated with the employer of the talent's home office but the employer can be updated before the task is sent to the talent.

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          • Talent's Home Office
            • If the task's employer is the employer of the talent's home office, the the location passed to Equifax is the talent's home office.
            • Then the talent's home office is passed to Equifax as the location associated with the employee record.
            • Then the talent's home office address is what pre-populates in Section 2 of the I-9.
        •  
          • Employer Dropdown
            • If the task's employer is NOT the employer of the talent's home office, because the user updated the Employer dropdown before sending the task to the talent, we don't have a direct office to send to Equifax.
            • Then any office under the selected employer is passed to Equifax as the location associated with the employee record.
            • Important Note: The user would want to ensure the location on the Equifax employee record is correct or if necessary, update the location before completing Section 2 of the I-9.
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            • Then the location thats set on the Equifax employee record, is what pre-populates in Section 2 of the I-9.

Validation Errors

Upon clicking the Send button the integration will check for the following conditions and throw an error:

      • If the onboarding task location passed to Equifax has a PO Box in the Address1 or Address2 fields
      • If the selected MOU employer is missing a name or FEIN
      • If the selected MOU signer is missing first name, last name, email address, or phone number
      • If the selected administrative users is missing first name, last name, or email address
      • If the selected MOU employer already has an established E-Verify account through the integration

 

Duplicate Task Check 

A new Equifax Workforce Solutions I-9 task WILL NOT be sent to the talent if any of these conditions are true:

      • If the talent has an I-9 in a BOLD onboarding task status of Sent, where the employer of the new task is the same as the existing task, and the Equifax I-9 status IS NOT Inactive nor Purged
      • If the talent has an I-9 in a BOLD onboarding task status of Action Required, where the employer of the new task is the same as the existing task, and the Equifax I-9 status IS NOT Inactive nor Purged
      • If the talent has an I-9 in a BOLD onboarding task status of Completed, where the employer of the new task is the same as the existing task, and the Equifax I-9 status IS NOT Inactive nor Purged

A new Equifax Workforce Solutions I-9 task WILL be sent to the talent if any of these conditions are true:

      • The talent's existing I-9 is associated with a different employer
      • If the talent's existing I-9 has an Equifax status of Inactive or Purged
      • If the existing I-9 task is in a Rejected onboarding task status in BOLD

 

Sending an Equifax I-9 to Talent

 

 

Completing Section 1

Once a talent is sent an Equifax Workforce Solutions I-9 task, they can complete Section 1 from either the BOLD Talent Portal or the mobile app.

On the Mobile App

      1. Login to the mobile app and click on the Onboarding button
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      2. The talents task list is displayed
      3. Click on the Equifax Workforce Solutions I-9
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      4. Click Continue on the partner redirect prompt
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      5. Complete the New Hire Information form
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      6. Complete the Employee Citizenship Information form
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      7. Complete the Preparer and/or Translator Certification form
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      8. Verify employee information
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      9. Provide signature
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      10. Submit the I-9
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      11. Click Next on Next Step page
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      12. Click Continue on the final page
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On the BOLD Talent Portal

      1. Login to the BOLD Talent Portal and click on the Equifax Workforce Solutions I-9
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      2. Click Continue on the partner redirect prompt
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      3. Complete the New Hire Information form
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      4. Complete the Employee Citizenship Information form
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      5. Complete the Preparer and/or Translator Certification form
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      6. Verify employee information
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      7. Provide signature
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      8. Submit the I-9
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      9. Click Next on Next Step page
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      10. Click Continue on the final page
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Equifax I-9 Completion Video

 

 

Complete Section 2

Once the talent completes Section 1 of the I-9, Section 2 can be completed.  Users will be able to complete Section 2 from the Talent > Onboarding page.

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  1. Click the "Complete I-9 Section 2" link on the I-9 Equifax task
  2. A new browser tab will open allowing the user to complete Section 2
  3. Fill in the First Day of Employment if it's not pre-populated and click Next
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  4. Enter the talents List A or List B and List C documents and click Next
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  5. Upload image of the provided document(s) and click Next
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  6. Provide signature
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  7. Close browser tab once you receive the confirmation page
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  8. The task then shows on the Talent > Onboarding screen in a status of Completed
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I-9 Validated Date

Once Section 2 is completed, an I-9 Validated Date is automatically being logged in the Talent > Tax screen.

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Complete Section 3

The Equifax Workforce Solutions I-9 integration supports the use of Section 3 for reverification purposes.  When your employee’s employment authorization or, in most cases, employment authorization documentation expires, you will be able to reverify the talent directly from BOLD.  

When Section 2 of an I-9 is initially completed the task in BOLD will be displayed with a "Completed" status.  Then when either the list A or list C documents from Section 2 of a completed I-9 are within 90 days of their expiration date, the onboarding task status will update to a status of "Action Required" an a link to complete Section 3 will be displayed on the talent onboarding task.

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Once you click on the Complete Section 3 link, a reverification screen opens within the Equifax portal.

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After the reverification steps are completed on the Equifax portal the onboarding task status is updated back to Completed.

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The I-9 can be viewed by clicking the View I-9 button and Section 3 will be populated with the information provided on the Reverification screens. 

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Remote I-9s

Equifax provides both Name Your Own Completer and Brick & Mortar remote I-9 services. 

  • The Name Your Own Completer remote I-9 service gives the talent the ability to assign a representative of their choosing who will complete Section 2 of their I-9.
  • The Brick & Mortar remote I-9 service gives the talent the ability to schedule an appointment at an authorized location to get their I-9 completed.

The options for sending a remote I-9 to talent are the same as a non-remote I-9.  See the How to Send an Equifax Workforce Solutions I-9 to a Talent section of the article.

 

Once a remote I-9 is sent to a talent, it shows in the Talent > Onboarding task screen, in a Sent state, with the selected remote service provider displayed under the task.

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Name Your Own Completer

    1. The steps to complete Section 1 are the same as a non remote I-9.  See the Completing Section 1 section of the article.
    2. After completing Section 1 and clicking Next on the Next Step page the talent is able to designate their authorized representative and click Submit.
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    3. Click Finish on popup
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    4. Click Continue on the final page
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    5. The designated authorized representative will then receive an email with instructions on how to complete Section 2 of the talent's I-9.
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Brick & Mortar

    1. The steps to complete Section 1 are the same as a non remote I-9.  See the Completing Section 1 section of the article.
    2. After completing Section 1 and clicking Next on the Next Step page, the talent is able to choose an authorized location to go to.
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    3. Choose a date and time for an appointment to go into the selected authorized location.
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    4. Click Confirm Appointment on the confirmation popup
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    5. Click Continue on the final page
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I-9 Management

There are a few tools to help users manage the Equifax Workforce Solutions I-9 onboarding tasks so talent can be onboarded efficiently and placed on jobs quickly.

 

Talent Onboarding Screen

Once an Equifax Workforce Solutions I-9 onboarding task is sent to the talent, it will be added to the Talent > Onboarding page.

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Onboarding Task Widget

The Onboarding Task widget can be used to manage their Equifax Workforce Solutions I-9s that have yet to be completed by the talent, that require Section 2 action, and that have been completed.

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Sent

Equifax Workforce Solutions I-9 onboarding tasks will be displayed in the Sent group if they've been sent to the talent but have yet to have been completed.

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Action Required

Equifax Workforce Solutions I-9 onboarding tasks will be displayed in the Action Required group if Section 1 has been completed but Section 2 has yet to have been completed.

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Completed

Equifax Workforce Solutions I-9 onboarding tasks will be displayed in the Completed group if Section 2 has been completed.

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Additional Features

    • Remote I-9s will be displayed in the widget with a bolded onboarding task name, prefixed with an asterisk.  It's important that they are called out within the widget aside so users know they can skip those I-9s since they are being completed by a remote service provider.
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    • Users are able to access the Equifax Dashboard from the Onboarding Tasks dashboard widget.  By clicking the button in the widget header, a browser tab will open, and log the user directly into the Equifax dashboard site.
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E-Verify Case Management

There are a few tools to help users manage their E-Verify cases so talent can be onboarded efficiently and placed on jobs quickly.

 

Talent Tax Screen

The case information for E-Verify cases processed through Equifax is displayed back in BOLD in the Talent > Tax screen > Personal Information section.

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E-Verify cases will be created through the Equifax Workforce Solutions I-9 integration if:

  1. Client has a single E-Verify account and signed MOU that covers all FEINS ("umbrella account"), and I-9 is completed
  2. Client has E-Verify accounts setup per FEIN that have signed MOUs ("individual account"), and the I-9 is associated with a location that's under one of the FEINs that has the E-Verify account

E-Verify cases will NOT be created through the Equifax Workforce Solutions I-9 integration if:

  1. The client's MOU has not been signed
  2. Client has E-Verify accounts setup per FEIN that have signed MOUs ("individual account"), and the I-9 is associated with a location that's NOT under one of the FEINs that has the E-Verify account

The View E-Verify Case button can be clicked to navigate from BOLD to Equifax to manage the E-Verify case and take action.

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E-Verify Case Management Widget

The E-Verify Case Management widget can be used to manage the E-Verify cases that are still in progress, that require recruiter action, and that have been closed.  The cases are grouped by case status and case detail can be viewed in the widget aside.

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Once a status count is click within the widget, an aside opens displaying a list of the cases in that status.  The View Details button allows the user to navigate directly to the case on Equifax's site to take action.

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E-Verify Case Status Mapping & Definitions

BOLD Case Status Equifax Case Status Description Employer Action
Draft Not Initiated E-Verify Case is not created for the employee.  Typically used for cases created when E-Verify servers are down. N/A
Unconfirmed Data Pending Reverification DHS/SSA requires employer to verify and submit any changes in employee information before returning tenantive nonconfirmation result. Employer must confirm the talent's information on the Equifax site.
Photo Match Photo Matching Required Employer needs to compare a talent's I-9 List A photo document with a photo displayed on the E-Verify screen. Employer must review the photo on the Equifax site and ensure it's the same person.
Scan and Upload Photo Scan and Upload Employer needs to attach and submit copies of the front and back of the talent's document electronically. Employer must upload copies of the talent's document on the Equifax site.
Manual Review

Manual Review

The case is being reviewed by DHS. N/A
Manual Review

Verification in Progress

The E-Verify case is created and DHS/SSA cannot verify the data and needs more time.  The case is automatically referred for further verification. N/A
Pending Referral Tentative Nonconfirmation Employee information entered in E-Verify does not match records available to DHS/SSA.

Referral Process (10 days)

Employer must notify the talent of the identification mismatch and talent must respond, notifying the employer if they choose to contest.

 

Referred Referred Employer referred case to DHS/SSA after talent chose to contest tentative nonconfirmation response from E-Verify

Referred Process (8 days)

If talent chooses to take action to resolve the mismatch, the employer refers the case to the SSA/DHS on the Equifax site.  Talent provides the SSA/DHS with updated information and the employer will receive a case update.  Case can then be closed.

Queued Case in Continuance The employee has contacted DHS/SSA, but DHS/SSA requires more time to determine a final case result. N/A
Final Nonconfirmation Final Nonconfirmation E-Verify cannot verify a talent's employment eligibility after the applicant has visited an DHS/SSA field office during the TNC referral process. Close case
Employment Authorized Employment Authorized Information entered into E-Verify matched records available to SSA and/or DHS confirming employment eligibility of the employee whose information was entered. Close case
Close Case and Resubmit

No Show

The talent intended to contest the tenantive nonconfirmation response from E-Verify but did not visit the DHS/SSA field office within 8 federal government working days so the case must be closed.

Close case

Close Case and Resubmit

Close Case & Resubmit

The case has encountered technical errors, or a separate system has determined the case must be submitted.

Close case

Closed Case Closed Case has been closed and will not be available for any amendments. N/A
Unable to Process Unable to Process Case cannot be created at this time. N/A

 

Talent Search Terms

When searching for Talent that has an E-Verify status, there are a few Statuses you can search by.  This will filter the results to reflect the Status you've selected.

    1. Hover on Talent tab
    2. Click on Search
    3. Select Talent Terms
    4. Select E-Verify Status

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    5. Select an E-Verify Status
      • E-Verify Status Description
        Employment Authorized Will pull talent records who have an Everify case with a status of Employment Authorized
        Needs Attention Will pull talent records who have an open Everify case that ​​does NOT have a status of Employment Authorized
        Not Started Will pull talent records who do not have an Everify case
    6. Click Done
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Equifax I-9 & E-Verify Case Management

 

 

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