(Last Revised: 11/15/2016)
Quick Reference Guide: Complete I-9 Section 3
Keep in mind
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Section 3 of the I-9 must be completed by the department on behalf of
the employee. Employees cannot complete their own Section 3.
You will need to complete Section 3 of the I-9 whenever you are reverifying that an employee is eligible to work in the US.
Section 3 should also be completed when the employee has changed
their legal name.
When rehiring an employee within 3 years of the initial completion of
the I-9, Section 3 may be completed in lieu of a new I-9.
Information Needed
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o
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For reverifications: reverification document information
(title, number, and expiration date) and a digital copy of
reverification document(s)
For legal name changes: the new legal name and a copy
of the Social Security Card
For rehires: the date of the employee’s rehire
Steps for Completing Section 3 of Form I-9:
1. In the search field, type in “Complete Form I-9 Section 3.” Keep in mind that Workday has a dash in “I-9”; searching for “I9” will
not return any results.
2. Click on the task “Complete Form I-9 Section 3”.
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(Last Revised: 11/15/2016)
Quick Reference Guide: Complete I-9 Section 3
3. In the Worker Form I-9 field, search for the employee’s name. If there are no results, the employee does not have an electronic
I-9 in Workday. The employee will need to initiate the I-9 process from the beginning in Workday (Complete Form I-9).
4. Click OK.
5. Complete the applicable part(s) of Section 3. Part A is for legal name changes, part B is for rehires, and part C is for employment
reverification.
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(Last Revised: 11/15/2016)
Quick Reference Guide: Complete I-9 Section 3
6. Select the ‘I Agree’ Checkbox and ensure that your name is entered in the Employer or Authorized Representative field.
7. Click on the Submit Icon. This will trigger the next step in the process, Load Documentation for Section 3 of I-9.
8. Click on the To Do button to open the step.
9. Review the instructions to ensure that you have the correct documentation. Click on the Maintain Worker Documents to upload
the worker’s documentation. (If no documentation is required, you can click on the Submit button to bypass this task. Not
attaching documents would only be acceptable if the employee is a re-hire and has unexpired documents on the original I-9.)
10. In the Worker field on the next screen, search for the employee whose I-9 you just completed.
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(Last Revised: 11/15/2016)
Quick Reference Guide: Complete I-9 Section 3
11. Click OK.
12. Click the Add button at the top of the page.
13. You can upload files by dragging and dropping them onto the shaded box, or clicking the Select Files button and locating the file
on your computer.
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(Last Revised: 11/15/2016)
Quick Reference Guide: Complete I-9 Section 3
14. Once the document is uploaded, please select the appropriate Document Category. Possibilities include “I-9 Documentation,”
“Social Security Card,” or “Foreign Nationals.” You may also enter a brief Comment if you would like.
15. Click OK.
16. Once you have uploaded the supporting documentation, return to your Inbox, find the Load Documentation for Section 3 of I-9
to-do, and click Submit. This marks the step as complete and allows the business process to move forward.
17. The process will go to the Payroll Administrator for review.
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