315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Tracker I-9 WebFaxTM Guide
Purpose
This guide is a basic introduction to Tracker’s I-9 WebFax™ feature, which offers a solution
for processing the Form I-9 for Remote Hires who would otherwise have difficulty traveling to
an employer’s worksite to complete the form in a timely fashion.
The sections of this document are:




Workflow – Overview
Workflow – Detailed Instructions
WebFax™ Inbox – Managing Records
Addendum - Sample Remote Hire Notary Form
Workflow - Overview
Tracker WebFax™ Workflow consists of the following steps:
1) Tracker User creates a WebFax™ Record and enters the Remote Hire’s1 information.
2) Remote Hire receives an email that contains a link to a Form I-9 on a secure website.
3) Remote Hire completes Section 1 and enters information for his or her Section 2
identity and work authorization document(s) and signs the Form I-9 electronically.
4) Remote Hire takes a printed copy of the I-9 to an Employer Representative (e.g. a local
notary) who authenticates the Section 2 document(s).
5) Remote hire faxes a copy of the completed Form I-9 to the Tracker system.
6) The Tracker User receives an email notification that the fax was received.
7) The Tracker User accepts or rejects the Form I-9.
Workflow – Detailed Instructions
Tracker User creates a WebFax™ Record and enters the Remote Hire’s information.
Navigate to the Create New Hire page either from the Tracker Dashboard or from the Form
I-9 Records menu dropdown (Figure 1).
1
Please note that Remote Hires who are under the age of 18 are not eligible for WebFax™ processing given the List B
exception documents that only a minor may present.
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 1
After opening the Create New Hire page, verify that the Employer, Worksite, and I-9 Manager
are correct (these will default to the user’s profile). Then take the following steps (figure 2):
1) Click Single-User New Hire Login Email
2) Enter the Remote Hire’s information2
3) Check the Remote Hire via Tracker WebFax™ checkbox
4) Click the Send New Hire Login Email button to deliver a secure email message to the
Remote Hire that contains instructions for accessing and completing the electronic I-9.
2
Last Name, First Name, Start Date and email address are required fields. Middle Initial, SSN, and Employee ID are optional.
The Start Date must be today’s date or in the future up to 90 days.
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 2
The Remote Hire must complete Section 1 of the I-9 by the close of business on the
first day of work for pay. Section 2 must be completed by the third business day
following the employee’s first day of work.
1) Remote Hire receives an email that contains a link to a Form I-9 on a secure
website.
The Remote Hire receives an email that provides instruction for completing the
WebFax™ process (Figure 3). Clicking the hyperlink opens the electronic I-9 form on a
secure website. The hyperlink granting access to the online I-9 form will expire three
days after the start date. You can always resend the login email if necessary.
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 3
2) The Remote Hire completes Section 1 and enters information for his or her
Section 2 identity and work authorization document(s).
When the remote hire clicks on the link in the email, an electronic Form I-9 form opens
on a secure website where they will enter their personal information (Figure 4) and the
details of their work authorization document(s) (Figure 5).
Figure 3
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 4
Then the remote hire will electronically sign the Form I-9 (Figure 6).
Figure 5
After signing the form electronically, the Remote Hire is provided with detailed
instructions (Figure 7).
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 6
3) Remote Hire takes a printed copy of the I-9 to an Employer Representative
who authenticates the Section 2 document(s).
An Employer Representative is an individual authorized by the employer to act on the
employer’s behalf with respect to Section 2 of the I-9 form, such as a local notary
public. You may wish to consider providing your remote hire employees with a Remote
Hire Notary Form to help facilitate the process (see Addendum for a sample).
4) Remote hire faxes a copy of the completed Form I-9 and coversheet to the
Tracker system
The fax number is printed on the fax coversheet. The coversheet must be faxed along
with the Form I-9 to ensure the record is automatically integrated into the Tracker
electronic I-9 system.
5) The Tracker User receives an email notification that the Form I-9 fax has been
received
When Tracker WebFax™ system receives the fax from the New Hire an email
notification will be sent to the I-9 Manager.
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
There is a direct link to the Form I-9 in the email. Alternatively, to view all WebFax™ I9 Records that are in progress, click WebFax™ Inbox on the menu bar (See the
section WebFax™ Inbox below for further details).
6) The Tracker User accepts or rejects the Form I-9.
Accepting a WebFax™
After you open I-9 record that has been received via WebFax™, review the information
entered by the Remote Hire on the screen. If the information meets with your approval,
click I-9 Attachment to display the faxed I-9 (Figure 8).
Figure 7
Review the I-9 attachment and ensure that the Employer Representative completed
and signed the Section 2 Signature Section as required (Figure 9).
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 8
If the faxed I-9 meets with your approval, scroll to the bottom of the Tracker I-9 record
and click the Approval Form I-9 button (Figure 10).
Figure 9
Enter the Section 2 Signature Information from the I-9 attachment into Tracker as
prompted on the screen. Click Save when finished, which concludes the WebFax™
process (Figure 11).
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 10
After the I-9 Record is saved, you will be redirected to the I-9 record page, where you
can proceed with E-Verify (if applicable) or edit the record. NOTE: Any edits to Section
1 or 2 will require a new signature for that section.
Rejecting a WebFax™
You may reject a WebFax™ I-9 at any time before it is saved. For example, if after
receiving a faxed I-9 you determine that a was completed incorrectly (e.g. the Employer
Representative did not sign Section 2) select the Reject Form I-9 at the bottom of the
I-9 record (Figure 12).
Figure 11
After clicking the Reject Form I-9, you must choose to either Delete Form I-9 or
Restart WebFax™ Process (Figure 13). Deleting the Form I-9, completely removes
the record from the Tracker system. Restarting the process, will bring up the Create
New Hire Login page and allow you to resend the Remote Hire WebFax™ initial
email.
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 12
A WebFax™ that has been started but not yet faxed to the system may also be
rejected, which may be necessary if the employment opportunity is rescinded or if the
Remote Hire fails to complete the form online. To do this, simply open the I-9 record
and select the Reject Form I-9 (Figure 14). You will be prompted to choose between
the Delete Form I-9 or Restart WebFax™ options as noted above.
Figure 13
WebFax™ Inbox – Managing Records
Navigate to the WebFax™ Inbox page from the menu bar to view all WebFax™I-9
Records that are in progress (Figure 15).
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
Figure 15
The WebFax™ Inbox shows all active WebFax™ records (Figure 16). In order to
accept the WebFax™ I-9, the Remote Hire must fax the I-9 to the Tracker system. The
Date Received column populates when the faxed I-9 form has arrived. Use the Filter
Settings and click Apply Filer in order to narrow the results.
Figure 15
A WebFax™ I-9 record will be removed from the WebFax™ Inbox report once the
Section 2 signature information is entered or the record is deleted.
11 | P a g e
315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
ADDENDUM: SAMPLE REMOTE HIRE NOTARY FORM
REMOTE HIRE NOTARY FORM
EMPLOYEE INFORMATION
Last Name:
Employee’s Date of Hire:
First Name:
M.I.:
INSTRUCTIONS FOR THE NOTARY
We are asking you to act as our representative to examine the employment eligibility documents for the abovementioned [Company] employee. Because it is not physically possible for this employee to come to our offices to
complete the I-9 paperwork in person, the United States Customs and Immigration Service (USCIS) allows
employers to designate an Authorized Representative, such as you, to carry out the employer’s I-9
responsibilities. We are grateful for your assistance. Please read the instructions below and contact us if you
have questions.
1. Using our electronic I-9 system, our employee should have already completed their personal information
in Section 1 of the Form I-9, and the details of their work authorization document(s) in Section 2. If this
information is missing, please ask the employee to contact our HR department for further instructions.
2. Thoroughly review the original Section 2 document(s) that the employee presents and accept them if
they reasonably appear to be genuine and if they reasonably appear to relate to the person standing
before you. Do not accept photocopies (see list of acceptable documents for establishing identity and
work eligibility on the following page).
3. Compare the information entered in Section 2 to the information on the document(s). If the information is
accurate, proceed to step 4; if not, please ask the employee to contact our HR department for further
instructions.
4. Complete the Form I-9 Certification Section as follows:
 Sign Authorized Representative section, enter your title and today’s date.
 Place notary seal on form (below) or attach a notary certificate.
 Please return all of the following to the employee:
o Completed Form I-9 and the employee’s original Section 2 document(s)
o This “Remote Hire Notary Form” – signed and notarized
Thank you for accepting this commission. For questions contact [Individual] at: xxx-xxx-xxxx
Notary or Agent: The undersigned has examined the original documentation as listed on the back of the
Employment Eligibility Verification Form I-9 which was presented by ______________________ (Name of
employee) to the undersigned Notary Public. The undersigned has accurately recorded such information in
Section 2 (Employer Review and Verification) of the Form I-9 and signed in the space provided in Section 2
therein.
NOTARY PUBLIC (or Agent)
Notary Public Stamp/Information
By: _____________________________________
Date: ___________________________________
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315 Montgomery Street, Suite 750
San Francisco, CA 94104
Toll Free: 888.411.TRKR
Tel: 415.808.8800
Fax: 415.808.8801
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