Limited Feature
This is currently a limited feature. Please contact your Fountain representative for more information.
The I-9 Center V2 settings page is where Administrators manage E-Verify, Form I-9 and Form W-4 behavior, reverification, and the messages sent to workers. To open it, go to I-9 Center > Settings. The page opens as Employment Settings. If your account uses I-9 Center V1, see I-9 Center Settings (V1) instead.
Before You Start
You need permission to manage I-9 Center settings. Each card on this page saves on its own, so click Save on a card before you move to the next one. The restart toggles save as soon as you change them.
General Settings and Workbright Credentials
The General settings card holds general I-9 and W-4 settings. Turn on E-Verify Enabled to submit completed I-9 cases to E-Verify, then click Save.
The Workbright Credentials card lets you manage the Workbright credentials for your company. Credentials are tied to an EIN, so you need to create an EIN before you can add credentials. If no EIN exists yet, click Create EIN first, then click Add to enter the credentials.
Control E-Verify Submission
The Task completion rule section controls how I-9 cases are classified during completion. The Classify I-9 cases with countersigned Section 2 and Pending Receipt in E-Verify status toggle controls whether a receipt document in Section 2 blocks Section 2 from completing:
When on, a receipt no longer blocks Section 2. You can complete Section 2, which moves the case to the E-Verify step with an Awaiting submission status. The case is held there until the actual document replaces the receipt.
When off, a receipt prevents Section 2 from completing. The case stays at the Section 2 step with an Unsubmitted receipt sub-status.
Receipts Cannot Be Submitted to E-Verify
Whatever this setting, a case that contains a receipt is not submitted to E-Verify until the worker provides the actual document. See Manage Unsubmitted Receipts.
The Skip E-Verify section lets you skip E-Verify submission for some workers. Choose locations in States to skip or roles in Jobs to skip, then click Save. Some states do not require E-Verify. Learn more about E-Verify state requirements.
The W-4 State Tax Reciprocity section assigns W-4 forms based on state reciprocity agreements for workers who live and work in two different states. Workers choose to opt in or out of reciprocity in their W-4 task, which decides which W-4 forms are mandatory and which are optional.
Restart I-9 and W-4 Forms Automatically
The I-9 and W-4 profile automatic restart section has three toggles:
Automatically restart I-9 forms on updates: When a prepopulated I-9 field is edited on the Worker Profile, Section 1 restarts so the information matches across Fountain Hire and Worker Experience.
Automatically restart I-9 forms for rehire: Issues a new I-9 when a worker is rehired, instead of reusing the existing one.
Automatically restart W-4 forms for rehire: Issues a new W-4 when a worker is rehired.
When the I-9 rehire toggle is on, a Keep existing I-9 attribute field appears. Pick a custom attribute and set its expected value. When a rehired worker's attribute matches that value, Fountain reuses the existing I-9 with Supplement B instead of restarting it.
For a text attribute, enter the Expected value. The comparison ignores capital letters and extra spaces at either end.
These toggles work with Worker Profiles Matching & Rehire. Matching decides whether a new profile links to an existing one. These settings decide what happens to the I-9 or W-4 after the link. For more, see Rehire Matching & I-9 Handling.
Restart From an Automation Rule
The Automation Center offers a separate restart path. On a worker rule, use Restart worker's I-9 or Restart worker's W-4. On an applicant rule, use Restart associated worker's I-9 or Restart associated worker's W-4. The toggles above do not need to be on for a rule to work. See Automation Center - Building Automation Rules.
Set Up Reverification
The Reverification card lets you recollect and reverify I-9 documents before they expire. Turn on the main switch, then choose one or more Reverification methods: Authorized representative, On-site verification, or Live video verification. Admins can always reverify a worker's documents from their I-9 page with Supplement B.
For a method that uses appointments, select a calendar group. Appointments are scheduled within that pool of calendars. If you have no calendar groups yet, the card links you to the Calendar Groups page to create one.
Open Start and end reverification to choose Email or SMS, click Customize message to edit the text, and set how many days apart reminders are sent until the worker completes reverification or the I-9 expires. Click Save.
Send Reminders and Notifications
Each reminder card has a switch, a Messages section, and a Save button. Expand Messages to see the Email and SMS options and Customize message. Turn on a card and save it before you customize its message.
TNC Reminder and E-Verify Unconfirmed Data Reminder: Remind workers whose E-Verify case needs their action.
Deadline Approaching: Remind workers before the Section 1 or Section 2 deadline.
Section 2 Appointment: Notify workers when an appointment is scheduled or canceled, and remind them before it.
Section 2 Completion Reminder: Remind workers to complete Section 2.
I-9 Completion Overdue: Remind workers who have not completed their Form I-9 after their start date. Set how many days after the start date the first message goes out, and how often it repeats until Section 2 is completed.
The Worker Notifications Configuration card manages other worker messages, such as EAD Assigned, I-9 Rejected, I-9 Restarted, E-Verify Status TNC, and W-4 Restarted.
Turn on Email or SMS for each message, then click Save.
Configure Profile Fields
The Profile Fields Configuration section lists the fields of the W-4 and I-9 forms. Each field has Conditional Lock, Fixed Lock and Visible columns: the locks turn off editing for that field, and Visible shows or hides the optional Phone and Gender fields.
Learn More About V2