I-9 & E-Verify

As part of the onboarding process for Company Owned Retail Stores, a Form I-9 is required for both the new hire and employer to complete. Form I-9 is an important document used to verify your employee's identity and employment authorization. Federal law requires that every employer who hires an individual for employment in the U.S. must complete Form I-9, Employment Eligibility Verification. 

Employers who fail to comply with Form I-9 can face penalties. Therefore, it is crucial for employers to understand and follow the rules and regulations surrounding this form. 

As a reminder, the basic process of completing the Form I-9  for Company Owned Retail Stores includes:

• Your employees must complete and sign Section 1 of Form I-9 no later than their first day of employment which includes uploading the appropriate documents.

• Employers must complete and sign Section 2 of Form I-9, Employment Eligibility Verification, within 3 business days of the date of hire of their employee (the hire date means the first day of work for pay)

• The start date listed on the Form I-9 should be their first day of work. This date should also match what was submitted in iCIMS.  If the start date is different, please contact payroll@fleetfeet.com to have it updated in ADP.   

This section details the Form I-9 process for all Company-Owned Stores & Franchise Stores using Form I-9.

New Hire - Completing I-9 Section I:

• New hires have an onboarding task to complete Section I of the I-9.  

• Tips: 

• The new hire has up to 30 days prior to their first day to complete Section I. 

• The onboarding portal includes instructions on how to complete the Form I-9. 

• To complete the I-9, New hire clicks on Submit Section I.

• New hire will complete their employee information, enter their citizenship,  upload their eDocuments, and digitally sign the form. 

Hiring Manager - Completing Section 2:

• Included on your dashboard is an I-9 Status section.  This includes e-Verify cases closed, section I pending, section 2 pending, and pending E-Verify.

• Tips: 

  • Section 2 pending is the section the hiring manager will need to take action on. 

  • If you click on I-9 next step, you can see all of the different status new hires are in for I-9 and E-Verify.

• Click into a new hire with section 2 pending.

• Click on the Screen tab.

• Click on I-9 & E-Verify.

• Tips: 

  • I-9 Next Action includes the status of the I-9 & E-Verify.

• Click the Hyperlink URL which takes you to Form I-9 to complete section 2.

• Type your last and first name.

• Verify that the documents that your new hire physically brought in on their first day match the documents uploaded. 

• Enter the new hire's document details.

• Enter the new hire's first day of employment, your title, first & last name.

• Click the signature validation.  A popup confirmation will display. 

Tentative Non-Confirmation (TNC) E-Verify Case:

• Please confirm that information entered on the I-9 form is accurate.  

• Tips: 

  • You can edit the I-9 form if you entered any information incorrectly and resubmit. 

• If the information is entered accurately, please go through the process to create a further action notice to resolve the case.  

• If you have any questions on a Tentative Non-Confirmation (TNC), please contact jobs@fleetfeet.com. 

• If someone has a final non-confirmation and their information has not been able to be verified, we cannot continue employment in that situation.  

Additional I-9 Information:

Receipts of documents received:

• We can accept receipts for section 2 of the I-9 but they are not allowed for E-Verify.

  • If a manager tries to submit E-Verify, a pop error message will come up stating, "receipt documents are not allowed in E-Verify." 

• Receipts are valid for 90 days. 

• Once the document is received and presented by the employee (within 90 days), Section 2 should be updated and E-Verify can be submitted.

• If a document is not received within 90 days, the employee will need to be terminated.  

Expiring Work Authorizations:

• The Talent Acquisition team is notified when work authorizations are expiring at 90 days, 60 days, and 30 days prior.  If you receive a notification, please contact jobs@fleetfeet.com.