Skip to main content

Automatic W-4 & I-9 Restarts for Rehires

Automatically restart Form I-9 and W-4 completions for rehired workers by configuring rehire settings and setting up a pre-I-9 Rule stage in Fountain.

If you are utilizing the I-9 Center as a PAPI-integrated stage in your application process, you can prompt rehired workers to re-complete their W-4 and I-9 forms in the stage by resetting their partner integration status.

This article applies specifically to W-4 and I-9 restart behavior for rehires. It does not describe worker profile matching behavior or sync worker status, tasks, attributes, documents, or other profile data across linked rehire profiles.

This will ensure a smooth rehire process by allowing compliance checks to be re-triggered automatically. Returning employees will therefore follow the correct process without relying on human oversight. The rehire's original I-9 form will also be automatically saved in the I-9 Center adhering to federal guidelines.

Learn more about the PAPI stage integration by reviewing the Getting Started with I-9 Center article. To learn how worker profiles are matched and flagged as rehires, see Worker Profiles Matching & Rehire.

Initial Configuration

To turn on automatic I-9 form restarts for rehires, follow the steps below in Fountain's platform:

  1. In the left sidebar, click I-9 Center and then Settings.

  2. Under the I-9 and W-4 profile automatic restart section, toggle on Automatically restart I-9 forms for rehire and Automatically restart W-4 for rehire. Changes will save automatically.

  3. Click your company logo in the bottom left corner of the sidebar and then Settings.

  4. Click the Workforce tile.

  5. Toggle on Reactivate employees.

    1. Enabling this setting will change the worker profile being readded into Fountain from terminated status to pre-hire. This does not update the status of every linked profile for that person.

  6. Click Save.

Required Hire Rule Stage

For the automation to occur as intended, you will need to create a Rule stage in Fountain Hire that appropriately tags applicants with the Data Key of Rehire = true or false. This is what triggers the Rehire status in the I-9 Center and resets the forms automatically.

This rule controls I-9 Center rehire handling. It does not sync worker status or other profile data across linked rehire profiles.

  1. Contact your Fountain Customer Success contact or [email protected] to ensure the Worker Experience Rehire Data key is added to your Fountain Hire account.

  2. Navigate to the Workflow Editor of an Opening that is linked to the workflow that contains the I-9 Center PAPI stage.

  3. Click Add Rule in the top left corner.

  4. Type a title for the stage and place it prior to the PAPI I-9 stage.

  5. Build the rule as seen below:

  6. Click Save Changes in the top right corner.

Learn the basics of Fountain Hire Rule stages by reviewing this article. Learn more about Fountain Hire Data Keys in this article.

Viewing Rehire Status

To view rehire status, follow the steps below in Fountain:

  1. Click Worker Profiles in the left side panel.

  2. Find the worker and click their name to open their Worker Profile.

A Rehire label will be found under their name.

The Rehire label indicates that the profile is treated as a rehire for this workflow. It does not mean that worker status, tasks, attributes, documents, or other profile data are synced with other linked profiles.

Related Articles
Did this answer your question?