Please consult your HR/legal teams on whether this method of I-9 may invite extra scrutiny. We recommend using this form of I-9 when your employees do not report to the same location for work every day. The I-9 Form stage is an add-on feature. Contact your designated CSM (Customer Success Manager) or [email protected], if you would like the Authorized Representative I-9 feature enabled for your account.

The I-9 Form is used to verify an individual's identity as well as verify that they can be legally employed in the United States. Fountain's I-9 Stage supports Authorized Representative I-9s which grants employees the ability to allow their applicant and an applicant-selected Authorized Representative to fill out the form (in a simplified view) within the Fountain workflow. An official I-9 Form is generated and can be sent to the government system to be verified.

To learn about the traditional Fountain I-9 process, review the I-9 Form Stage article.
To learn about Fountain's E-Verify integration review the E-Verify article.

Authorized Representative I-9 Form Basics

The I-9 form functions as employment authorization, when using the Authorized Representative I-9, the form must be filled out by both the employee and an Authorized Representative (rather than their employer).

Step 1: The Employee must fill this out on or before their start date. This section will be revealed and completed by the applicant.
Step 2: An applicant-selected Authorized Representative fills out section 2. The Authorized Representative can be anyone that is willing to verify the documents such as a family member, neighbor, or friend. They must physically (in-person) confirm the identity documents from the employee.
Supplement B: Reserved for rehires or if an employee's identity documents expire. Reach out to your CSM for help with completion of Supplement B.

1099 contractors do not need to fill out this form, only employees do.

Add I-9 Form Stage

Add a stage to your Opening's workflow and select I-9 Form under Stage Type. We recommend that the I-9 Form stage is placed after the approval stage, or when the applicant has accepted their offer to your position. By doing this, the applicant will not automatically progress to this stage.
Configure the I-9 Form stage settings by checking the box next to the setting to enable. Click the categories below to learn about the specific stage-setting options.

Automatically Move Applicant to Next Stage

If you want the applicant to move to the next stage in the workflow after the I-9 Form is complete, turn on the appropriate toggle under the I-9 Form category. Turning this on will enable the automatic move rule of applicants to the next stage when the applicant AND the Authorized Representative complete their portions of the I-9.

Email Notification Upon Completion

Turn on this toggle if a user wants to be notified via email when both parties complete the I-9. Select the recipient of the email in the box below the toggle.

Authorized Representative Completion Steps

Once an applicant has completed their portion of the I-9 Form, they will be asked to provide an email for their selected Authorized Representative who will complete section two. They can also copy a direct link to send to their selected Authorized Representative.

If the applicant enters an email, the Authorized Representative will receive an email with a link to complete section 2 questions within Fountain.

Important Notes:

The applicant cannot move forward with the application until the Authorized Representative completes their portion of the I-9. Once complete, the applicant will receive automated communication with a link back to their application.
The Fountain user should review and edit the start date that the Authorized Representative entered as the Authorized Representative will most likely not have known the applicant's actual start date.
If you choose to collect I-9 eligibility documents via separate stages with the intent to review them remotely, you will need to follow USCIS guidelines to ensure that your applicants do not have to redo the I-9 process.

To learn more about the I-9 process including how to request an applicant redo or download data exports, review the I-9 Form Stage (US Only) article.