HR playbook · AI Employee: Harry

I-9 / Right-to-Work

100% I-9 completion within 3 days of start

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The problem

I-9 completion is federal law with tight windows (Section 1 by day 1, Section 2 within 3 business days) and expensive penalties for non-compliance. Manual I-9 tracking with paper forms + email reminders + HR reviewing each document in person fails at scale. Remote hires make it worse — HR can't physically inspect IDs, delegated authorized representatives fumble the E-Verify submission, and audit exposure grows silently.

At a glance
Trigger
Form
Approvals
HR completes Section 2
What it does
Writes to your systems
Systems
HRIS · E-Verify
How it feels in production

An hour-by-hour walkthrough.

New hire Priya starts 2026-11-01. Remy triggers the I-9 workflow on the same day the offer is accepted (weeks before start). Section 1 (Employee attestation): - Digital form pushed to Priya via secure portal 5 days before start - Reminders at 3 days, 1 day, day-of if incomplete - Auto-validation of Section 1 (SSN format, citizenship attestation, signature) - Priya completes; Section 1 timestamps at completion Section 2 (Employer verification, within 3 business days of start): - List of acceptable documents shown to Priya (List A or List B + List C) - For remote hires: authorized representative flow (notary, HR partner, trusted representative) - Digital I-9 completion via WorkBright / Trakstar / equivalent, ID uploads + verification - E-Verify submission on same day (where employer participates in E-Verify) Post-completion: - Filed in personnel record with retention clock (3 years from hire or 1 year from termination, whichever later) - Reverification tracked for work-authorization documents that expire - Audit-ready record: every step timestamped, every document ID captured For E-Verify TNCs (tentative non-confirmations), Remy alerts HR + guides Priya through the resolution flow within the 8-federal-workday window.
How it works

Step by step.

  1. 01

    Trigger I-9 workflow on offer acceptance

    Push Section 1 digital form 5 days before start. Reminders + auto-validation.

    HRIS · WorkBright · Trakstar · I-9 tool
  2. 02

    Facilitate Section 2 verification within 3 business days

    Document list, authorized representative flow for remote, in-person for on-site. Digital verification + upload.

    I-9 tool · Notary network · Authorized representative flow
  3. 03

    E-Verify submission

    On day 1 or immediately after Section 2. TNC handling within federal window if triggered.

    E-Verify API · TNC workflow
  4. 04

    File + retention clock

    Personnel record with retention clock. Reverification tracked for expiring work-authorization documents.

    Personnel folder · Retention calendar
  5. 05

    Audit-readiness continuous

    Every step timestamped + document IDs captured. USCIS audit-ready record available on demand.

    Audit log · USCIS-format export
Systems and wiring

What you connect to make this run.

WorkBright · Trakstar · dedicated I-9 platform

read+write

Digital I-9 completion + document upload + verification workflow. Handles remote + on-site.

E-Verify API

read+write

Submission + TNC handling + case-verification response tracking.

Notary network · Authorized representative registry

read+write

Remote-hire flow for Section 2 verification. Notary Public or trusted authorized representative.

HRIS · Personnel folder

read+write

New-hire trigger from HRIS. Completed I-9 filed with retention clock.

What changes

Before and after, honestly.

% of I-9s completed within 3 business days
Before
75-90%
After
99%+
Missing / incomplete I-9s in audit
Before
5-15%
After
Under 1%
HR hours per I-9
Before
30-60 minutes
After
5-10 minutes (exceptions)
E-Verify TNCs unresolved past federal window
Before
1-5% of TNCs
After
Zero
Related

Playbooks that pair with this one.

HR

New Hire Onboarding

I-9 is one workstream within broader onboarding orchestration.

HR

Employment Verification

Employment eligibility documentation overlaps with verification requests.

Legal

IP Assignment for New Hires

Both are day-1 documentation obligations; joint flow.

Frequently asked

Answers about this playbook.

What if the employee can't provide documents in time?

Federal 3-day window is strict; missed windows trigger corrective-action documentation. HR + legal involvement; potentially delay start date if documents can't be produced.

How does it handle temporary work authorization (H-1B, OPT, TN)?

Expiration tracked; reverification scheduled before expiry. Reverification within Section 3 of I-9 or completion of new I-9 depending on scenario.

What about employees with dual citizenship or multiple documents?

Section 1 attestation captures citizenship claim; Section 2 documents from acceptable lists. Multiple documents supported; employee chooses which to present.

How does it handle E-Verify participation vs. non-participation?

Configurable per employer. Federal contractors + some states require E-Verify; others optional. Workflow adjusts per participation status.

What about retention + destruction after the retention window?

Automatic scheduling of secure destruction at end of retention window per federal regulations. Audit record of destruction preserved.

See it run on your data.

Free plan, no credit card. Connect the systems this playbook needs and run it against a past event first.

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