I-9 Processing and Equifax System
The Human Resources Department and Student Employment have contracted with Equifax Workforce Solutions to provide a 24/7 web-based system for new and rehired employees to complete the Form I-9 and the SSA-1945 form.
The system is scheduled to go live effective January 1, 2017. All new or rehired employees completing new hire paperwork after January 1, 2017, must complete the Form I-9 and SSA-1945 electronically.
The Form I-9 (Section 1) and SSA-1945 must be completed no later than the first day of employment. These documents may be completed prior to the employee’s first day, but the background check must be completed and the final offer must have been made and accepted.
Employee New Hire Access to Equifax
The new hire will receive an email with the link to the Equifax system from the HR Liaison or Hiring Manager in the same manner that the employee receives onboarding and new hire information currently. Departments may need to have a computer available to the employee on or before their first day of employment to complete the packet.
The representative from the hiring department is still required to meet with the employee and view and handle the original documents presented to complete Section 2 of the Form I-9. Departments will no longer be required to make copies of Form I-9 supporting documents.
Gaining Departmental Access to Equifax
To complete Section 2 and/or 3 of the Form I-9 in Equifax, the Oracle HR System User Roles Request Form will need to be completed and forwarded to HR IS. It is only necessary to select the I-9 completion option on the form (no need to reiterate existing accesses) and only requires a department head signature for this access level. Agents working on behalf of CSU to compete Section 2 of the Form I-9 for remote hires will need to have access set up in advance. A template for this information is available below.
A PDI session will be offered for post implementation training and general Form I-9 completion information. The session is called Completing the Form I-9: The Electronic Process and is scheduled for Wednesday, January 11th at 11 am (1-hour session).
Additional Form I-9 Resources
USCIS: I-9 Central: https://www.uscis.gov/i-9-central
Equifax Employee Department Links: employees can complete Section 1 of the Form I-9 using the following URL: https://hrx.talx.com/HRX/EmploymentCenter?packetid=3e021089-a4b0-45cf-8c8b-b827b498fcb2&Location=XXXX, where “XXXX” is the four-digit CSU department number.
Remote Agent Access Form: http://hrs.colostate.edu/pdfs/i9_remote_agent_access.pdf