Purpose: To teach you how to initiate and manage the I-9 and E-Verify process in BambooHR with our feature powered by Mitratech.

Table of Contents

• Setup and configuration
  • How are we billed for employment verifications?
• Sending an I-9 as an admin
• Completing the I-9 form as a new hire
• Re-verification notifications
• Using E-Verify
• Cancel/delete an I-9 request

Chasing forms, fixing errors, and meeting tight I-9 and E-Verify deadlines does not have to be a constant source of stress. BambooHR onboarding compliance powered by Mitratech builds these steps seamlessly into onboarding, guiding each form to completion without delays or mistakes. By ensuring deadlines are met and records stay audit-ready, it frees HR and legal teams from last-minute scrambles and compliance worries so they can focus on creating a great first experience for every new hire.

To add the I-9 & E-Verify integration, under Settings > Apps locate Mitratech, and click Install. If you are the Account Owner, you will be able to install the app directly. If you are an admin, a request will be sent to the Account Owner to approve the addition. You will receive an email once it has been approved.

When you click Install, a modal will appear. The first page shows pricing information, whether you choose i9 Basic or include E-Verify. The second page provides an overview on what to expect upon installation.

Clicking Install will take you back to the Apps page in BambooHR.

You will then receive two emails from Mitratech that include:

1. Partner link and username
2. Your temporary Mitratech password (which you can update once you log in)

You will also receive an email from BambooHR to guide you through the process of enabling E-Verify, including the required web form.

Click on the link in the first Mitratech email to log in to the system.

If needed, you can add additional users in BambooHR. On the employee profile of the employee you want to add, click on the three-dot menu in the upper-right corner. Click Employment Verification from the dropdown menu, then click I-9 Manager Access.

This will open a modal where you can select BambooHR With E-Verify or BambooHR Without E-Verify. Select your option, then click Save. This will trigger an email from Mitratech to the selected employee, where they can set up their Mitratech login. You can remove access from the same menu if needed.

You can send an I-9 when adding a new employee in BambooHR. On the New Employee Form, you will see a section titled "Powered by Mitratech." Check the box next to "Enable employment eligibility verification for this employee." Then, select the verification type: In person, Employer-Appointed Representative, or Employee-Appointed Representative. Keep in mind that the Employer-Appointed Representative option will allow the employee to choose their own representative to complete Section 2.

In person: Choosing this verification type will not trigger an email to the employee to complete Section 1, as this verification method is designed for the employee and I-9 manager to fill out Section 1 together in office. The fields will remain editable for the I-9 manager while logged in directly through Mitratech.

Employer-Appointed Representative: Selecting this method will trigger an email to the employee requesting they log in and complete Section 1 of their I-9. This workflow will lock the fields in Section 1 for the I-9 manager, and they will not be able to complete it by logging directly into Mitratech. You will designate an I-9 manager to verify their documents and complete Section 2.

Employee-Appointed Representative:  Selecting this verification method will trigger an email to the employee to complete Section 1, and they will be prompted to choose an Employee Appoint to complete Section 2. The Employee Appoint will receive an email to complete Section 2 and must log in from that email to complete their portion.

Once you have completed the form, you will be directed to your new employee's profile. On the Onboarding page, you will see a section called "Employment Eligibility Verification" and that their I-9 verification is tagged as "In Progress." An email is sent to the employee allowing them to log in to Mitratech and complete Section 1 of the I-9 (see below for more information).

Once the employee has finished Section 1 of the I-9, all I-9 managers designated in BambooHR will receive an email notifying them that Section 1 has been completed and that they can log in to complete Section 2. A link to log in is included in the email.

You can view and manage verifications across your company from your BambooHR homepage if needed. Within the Onboarding widget, you will see a button labeled "Manage Verifications." Clicking this button will take you to your general dashboard in Mitratech.

Clicking Manage Verifications takes you to your Tracker I-9 dashboard in Mitratech, where you can view all requests and their progress. Here are the sections you will use most often:

1. Reports: You can access several different reports to help manage the employment verification process.
2. Help: You can access a user manual here to learn more about how features work in Mitratech. Their help center is another great resource.
3. I-9 Tasks: This brings you to the page shown above, which highlights the number of I-9 records with upcoming actions, categorized by color.
4. E-Verify: This icon displays an aggregate count of all E-Verify cases in progress. These are automatically created once Section 2 of an I-9 is created. If E-Verify returns an unsuccessful response, you can review it here.
5. Employee Search: Quickly access an employee profile to review or take action.

Once you have clicked an employee's name through the employee search (shown above), you can open the Remote I-9 tab to complete Section 2 of the employee's I-9.

Once a BambooHR admin or I-9 manager has sent the I-9 electronic invitation, the new hire will receive an email with a secure link to log in to Mitratech. There is also a link to information on acceptable documents they can provide for authorization.

The link will open Mitratech, where the new hire will fill out Section 1 of the I-9 by filling out their basic information - name, address, date of birth - and selecting their work authorization status. Required fields are marked with an asterisk (*), and information bubbles above each field provide additional information.

In the second step, the new hire will upload their supporting documents (like passport, driver's license or social security card) directly and securely into the system. There are examples provided to show acceptable options. A green checkmark will appear to confirm the file transfer was successful and that the record is now stored in the employee's file.

The third step gives the new hire their next steps:

1. An option to print the Form I-9 receipt (using button at the bottom)
2. A notification that they will need to establish their identity and U.S. employment authorization within their first three days of work

Mitratech will automatically track re-verification dates and sync those over to BambooHR. If an employee has a re-verification upcoming within 30 days, you will see the date and 'Renewal Needed' status on their profile. I-9 managers will also receive two emails alerting them of the re-verification: one from Mitratech and one from BambooHR.

If you choose to use the in-person or hybrid I-9 verification process, you can add e-verify to either of these. The fully remote I-9 verification process requires e-verify. If you select to include e-verify when installing the Mitratech app, you will receive an email notification from BambooHR. This email will include a link to fill out a required questionnaire from MitraTech.

The questionnaire includes a link to a supporting document to help you through the process.

Once you have completed the questionnaire, Mitratech will send you a Memorandum of Understanding (MOU) to sign, allowing Mitratech to communicate directly with E-Verify Web Services on your behalf.

After the MOU is signed and processed, you will notice a required training prompt when you log into Mitratech.

Once you have completed the training, E-Verify cases will be automatically initiated when you complete Section 2 of an I-9. You will see the case status on the Onboarding tab of the employee's profile.

Most verifications are instant. If there is a Tentative Nonconfirmation (TNC), Mitratech will guide you and the employee through the resolution steps. Once verified, results and records are securely stored in Mitratech. Click here to see what this looks like in Mitratech.

Click here to view Mitratech's FAQ on E-verify.

To cancel/delete an I-9 request: 

1. Navigate to the employee's profile in Mitratech.
2. Click on the I-9 you wish to delete/cancel.
3. Click the menu on the right-hand side and select Delete I-9. This will permanently delete the entire I-9.