I-9 records

Security
Built-in filters

Use I-9 records to manage employee I-9 compliance including I-9 collection, reverification of supporting documentation, retention, and destruction. I-9 records store information about the documents employees present to establish identity and employment eligibility. You can attach a scanned or PDF I-9 to an I-9 record for easy access to a copy of the original document and you can attach supporting identity and employment authorization documents as well. ActivityHD tracks the expiration dates of supporting documents for easier reverification as documents expire. ActivityHD also tracks the date that an I-9 is eligible for destruction and provides a flag to indicate that an I-9 has been destroyed.

I-9 records security

Common accesses available on I-9 records

Access A user with this access can...
Change Use the mass change action on I-9 records.
Change Logs  
Custom Fields Create and edit custom fields for I-9 records.
Data Have read-only access to I-9 records from anywhere in the software (e.g., field validations, filters, date expressions).
Delete Delete I-9 records.
Edit Edit I-9 records.
Export Export I-9 records from ActivityHD.
Import Import I-9 records into ActivityHD.
New Create new I-9 records.
Read Have read-only access to I-9 records.
Report Run reports with I-9 record information.
Report Designs Create and edit report designs with I-9 record information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers Create and edit saved answers related to I-9 records.
Shared Filters Create and edit shared filters on I-9 records.
Visible View the I-9s folder in the Navigation pane.

I-9 records filters

The following built-in filters are available for I-9s:

Filter Name Effect
? Employee Code Prompts for an employee code and lists I-9s for employees with an employee code that contains the specified search string.
? Employee Name Prompts for an employee name and lists I-9s for employees with a name that contains the specified search string.
Current Employees Lists I-9s for current employees.
Eligible to be Destroyed

Lists I-9s that meet or exceed either of the retention rules:

  • If an employee was employed more than two years, retain I-9 for one year after the termination date.
  • If an employee was employed less than two years, retain I-9 for three years from first day of employment.
Has Problem Lists I-9s that have a problem to resolve such as needing reverification.
Needs Reverification Lists I-9s with an expiration date expiring within 90 days. For best results, make the Earliest Expiration column visible in the I-9 HD view.
Not Destroyed Lists I-9s which have not been marked as destroyed.
Terminated Employees Lists I-9s for terminated employees.