How to Verify I-9 for an Individual who does not have a Job yet?
Last updated on NOVEMBER 16, 2016
Applies to:PeopleSoft Enterprise HCM Human Resources - Version 9.2 to 9.2 [Release 9]
Information in this document applies to any platform.
Unable to pull up an I-9 for an individual who hasn't been put into a job as of yet as you cannot hire an employee without an I-9. They are in the system as a person of interest. In 9.1, the component HR_I9_ADMIN used the search record of HR_I9_PERSON and in 9.2, the same component now uses HR_I9_PER_SRCH. Not sure why the change was made, but that is what is causing the issue. Either HR_I9_PER_SRCH needs to be modified to include PPLPOI in it's search parameters, besides, PPLJOB, or it needs to be returned to HR_I9_PERSON.
The issue is that we don't put the employee into a job, until they've filled out their I9 and it's been verified. We create user accounts for them when we put in their biographical information, but do not put them into a position until they've been verified with the I9. If we put them into a job first, which we've done for a couple to get them into the system, then the process works.
The issue is that in HCM 9.1, the search record for Complete/Reverify I9 was HR_I9_PERSON. For HCM 9.2, that search record is now HR_I9_PERS_SRCH. That new record is a view that uses both HR_I9_PERSON and a view into the SJT tables and as such, because the prospective employee hasn't been hired yet, they don't appear because the SJT view piece only goes against PPLJOB and doesn't include PPLPOI.
So one of two things needs to happen :
1) The search record needs to be returned back to HR_I9_PERSON as it was in HCM 9.1 or
2) the new search record, HR_I9_PERS_SRCH needs to be modified to include PPLPOI so that prospective employees who haven't been entered into a job yet, can have their I9 verified.
The POI was entered via : Main Menu > Administer Workforce > Biographical Information > Add a person. We stop at that point and don't put them into a job.
We don't hire them, until they've verified their I9, otherwise, it'll never get verified. How can we get the POI to verify the I-9 before we hire them?
It is true that the prospective employee can go in and complete their portion of the I9 even if they don't have a job. The issue is that per our business processes and policy, based on regulations around I-9s from the Federal Government, they don't put them into a job until the second half of the I-9 process has been completed (verification of documents, etc). But because they aren't in a job, and the functinoality in 9.2 has changed, they are unable to do that, because they're not in a job as of yet.
We realize that an employees can go to self service and complete the I9 form at: Self Service > Personal Information > Form I9
But this is where our quandary is. We don't want to put them into a job because then we would have to chase the employee down down to get the I-9 verified after they're hired but they can't verify the I-9 before they put them into a job, because the application won't let us do that.
Any suggestions on how we can process a POI who is hired with a I-9 ?
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