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 allow the 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 (US Only) article. 

What's Covered

• Authorized Representative I-9 Form Basics 
• Add I-9 Form Stage
• Authorized Representative Completion Steps

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 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: A 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. 
• Step 3: Reserved for rehires or if an employee's identity documents expire.

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

Add I-9 Form Stage

1. 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.
                  
2. Configure the I-9 Form stage settings by checking the box next to the setting to enable.
   
   
   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 for 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 that will complete section two. They can also copy a direct link to send to their selected Authorized Representative. 

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

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 edit the start date field when reviewing what the Authorized Representative has entered as the Authorized Representative will most likely not have known the applicant's actual start date. 
• The Fountain user will also need to enter a title when completing their portion. Ideally, they should enter the Authorized Representative's title. However, entering their own title will suffice.