[{"id":347,"date":"2025-04-10T15:21:10","date_gmt":"2025-04-10T20:21:10","guid":{"rendered":"https:\/\/it.tamus.edu\/guardian-i9\/?post_type=faq&#038;p=347"},"modified":"2025-06-02T11:57:56","modified_gmt":"2025-06-02T16:57:56","slug":"i-9-error-log-member-instructions","status":"publish","type":"faq","link":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/faqs\/i-9-error-log-member-instructions\/","title":{"rendered":"I-9 Error Log Member Instructions"},"content":{"rendered":"<h4>Overview<\/h4>\n<p>Guardian I-9 is the system of record for employment authorizations. To support users<br \/>\nwithout direct access and streamline processes for foreign nationals, employment<br \/>\nauthorization data integrates with Workday.<\/p>\n<p>The I-9 Working Group Members receive error logs from two integrations:<\/p>\n<ol>\n<li><strong>Guardian Termination Error Log (Integration 186)<\/strong> \u2013 Integrates termination dates from<br \/>\nWorkday to Guardian.<\/li>\n<li><strong>I-9 Error Log (Integration 184)<\/strong> \u2013 Integrates I-9 data from Guardian to Workday.<\/li>\n<\/ol>\n<h2>Guardian Termination Error Log (Integration 186)<\/h2>\n<h6>About<\/h6>\n<p>Integration 186 sends termination dates from Workday to Guardian.<\/p>\n<ul>\n<li>Runs once a week (Thursday).<\/li>\n<li>Members will receive an error log each time the integration runs.<\/li>\n<li>Members must review logs and manually update records if needed.<\/li>\n<\/ul>\n<h6>Errors typically occur when<\/h6>\n<ul>\n<li>The employee already has a termination date entered in Guardian.<\/li>\n<li>The Workday Employee ID (UIN) does not match the Guardian Employee ID (UIN).<\/li>\n<\/ul>\n<h6>Error Resolution Process<\/h6>\n<ol>\n<li>Review the error log spreadsheet.<\/li>\n<li>Identify records belonging to your member.<\/li>\n<li>Determine if manual action is required.<\/li>\n<\/ol>\n<h6>Common Errors &amp; Resolutions<\/h6>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 25%\"><strong>Error Message <\/strong><\/td>\n<td style=\"width: 39.4033%\"><strong>Description<\/strong><\/td>\n<td style=\"width: 35.5967%\"><strong>Resolution<\/strong><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 25%\">Invalid employee ID Value, employee not found<\/td>\n<td style=\"width: 39.4033%\">The Employee ID (UIN) could not be found in Guardian.<br \/>\nThis may be due to a typographical error in the Guardian Employee ID, or it could occur if the employee had an I-9 completed outside of Guardian.<\/td>\n<td style=\"width: 35.5967%\"><span data-contrast=\"auto\">Check for typos in Guardian Employee ID. If incorrect, update the Employee ID and manually add the Termination Date.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 25%\">Employee already terminated<\/td>\n<td style=\"width: 39.4033%\"><span data-contrast=\"auto\">The Termination Date field located in the employee details section of Guardian is not blank. A termination date already exists for the employee.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 35.5967%\">If incorrect, update the termination date manually. If correct, no action is needed.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2>I-9 Error Log (Integration 184)<\/h2>\n<h6>About<\/h6>\n<p>Integration 184 transfers I-9 data from Guardian to Workday.<\/p>\n<ul>\n<li>Runs twice a week (Monday and Thursday).<\/li>\n<li>Members will receive an error log each time the integration runs.<\/li>\n<li>Updates the I-9 and Alien Work Authorization Expiration Date (if applicable) Other IDs located on the Worker Profile<\/li>\n<li>The system attempts to reprocess errors for up to 3 weeks before requiring manual<br \/>\ncorrection.<\/li>\n<\/ul>\n<h6>Errors occur primarily when<\/h6>\n<ul>\n<li>The Employee ID (UIN) in Guardian is not found in Workday.<\/li>\n<li>The I-9 was completed in Guardian before the Hire event in Workday was completed.<\/li>\n<\/ul>\n<h6>Error Resolution Process<\/h6>\n<ol>\n<li>Review the error log spreadsheet sent to members.<\/li>\n<li>To search by company\/member filter Column C<\/li>\n<li>Errors are automatically reprocessed for three weeks before requiring manual correction.<\/li>\n<li>If unresolved after three weeks, the records will be listed in the email sent to members. Members must manually add the I-9 Other IDs (I-9 ID and AWA ID, if applicable) to the Worker Profile in Workday.<\/li>\n<\/ol>\n<h6>Common Errors &amp; Resolutions<\/h6>\n<table style=\"border-collapse: collapse;width: 100%\">\n<tbody>\n<tr>\n<td style=\"width: 33.3333%\"><b><span data-contrast=\"auto\">Error Message<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\" data-celllook=\"4369\"><b><span data-contrast=\"auto\">Description<\/span><\/b><\/td>\n<td style=\"width: 33.3333%\"><b><span data-contrast=\"auto\">Resolution<\/span><\/b><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">Find Existing Other Ids \u2013 The following error occurred while calling the retrieve ID web service for\u00a0<\/span><i><span data-contrast=\"auto\">John Doe(Texas AM AgriLife Extension Service): Validation error occurred. Invalid ID value.\u00a0 \u201943XXX858\u2032 is not a valid ID value for type = \u2018Employee_ID\u2019<\/span><\/i><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">This error indicates that the Employee ID (UIN) entered in Guardian does not exist in Workday.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-contrast=\"auto\">This may be the result of a typographical error in either the Guardian or Workday Employee ID field. The error may also occur because the Hire event for the employee has not yet been completed in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">If there is a mistake in the Workday Employee ID field, correct it. Once it is fixed, the system will try to process the record again during the next scheduled update.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-contrast=\"auto\">If the mistake is in the Guardian Employee ID field, correct it and then manually update the I-9 Other IDs in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">If the Hire event has not been completed in Workday yet, the system will attempt to process the record for up to three weeks or until the Hire is finished and the data is successfully updated.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">The following error occurred while calling the Update ID Web Service for\u00a0<\/span><i><span data-contrast=\"auto\">Jane Doe(Prairie View AM University): Validation error occurred. Enter an Issue date that is on or before the expiration date: MM\/DD\/YYYY.<\/span><\/i><span data-contrast=\"auto\">\u00a0\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">This error indicates that the dates associated with the employee\u2019s I-9 are not in the correct chronological order based on the I-9 expiration date.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-contrast=\"auto\">For example, if the I-9 expired on August 31, 2024, but the reverification was completed on January 5, 2025, the system will flag this as invalid.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">Members may wait until the record has reached the maximum number of reprocessing attempts. However, it is likely that manual updates will be needed to the employee\u2019s I-9 IDs in Workday.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-contrast=\"auto\">Members should review the record and make manual updates if needed.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">Cannot write Alien Authorization because Expiration Date on trigger file is not set<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\"><span data-contrast=\"auto\">This error typically occurs when the Alien Work Authorization date is either missing or not applicable to the employee.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><span data-contrast=\"auto\">In many cases, this is expected\u2014for instance, U.S. Citizens do not have an Alien Work Authorization date and therefore do not require this information.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/td>\n<td style=\"width: 33.3333%\">Members should check to see if they need to manually add the AWA Other ID to the Worker Profile. If the Alien Work Authorization Date does not apply, no action is needed.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n","protected":false},"excerpt":{"rendered":"<p>Overview Guardian I-9 is the system of record for employment authorizations. To support users without direct access and streamline processes for foreign nationals, employment authorization data integrates with Workday. The I-9 Working Group Members receive error logs from two integrations: Guardian Termination Error Log (Integration 186) \u2013 Integrates termination dates from Workday to Guardian. I-9 [&hellip;]<\/p>\n","protected":false},"author":39,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[],"tags":[7],"class_list":["post-347","faq","type-faq","status-publish","format-standard","tag-i-9","entry"],"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/347","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/types\/faq"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/users\/39"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/347\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/media?parent=347"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/categories?post=347"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/tags?post=347"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":41,"date":"2016-06-27T13:59:55","date_gmt":"2016-06-27T13:59:55","guid":{"rendered":"http:\/\/it.tamus.edu\/guardian-i9\/?p=41"},"modified":"2023-06-06T09:35:06","modified_gmt":"2023-06-06T14:35:06","slug":"dual-employment-or-transfer-employee-process","status":"publish","type":"faq","link":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/faqs\/dual-employment-or-transfer-employee-process\/","title":{"rendered":"Dual Employment or Transfer Employee Form I-9 Process"},"content":{"rendered":"<p>If an employee is employed at more than one member, or is transferring to a different member, there are actions that must be done by a member I-9 Administrator in Guardian I-9 in order to complete an additional Form I-9 under the new employer FEIN.<\/p>\n<p>Scenario \u2013 Employee continuing to work at Texas A&amp;M Engineering (TEES) and is also employed with Texas A&amp;M University (TAMU) which are two separate employer companies. Employee has a current Form I-9 and may have been E-Verified with TEEES but needs new Form I-9 and E-Verify for TAMU. If the Employee is transferring from TEES to TAMU, the process will be the same except for final step.<\/p>\n<ol>\n<li>Print out a screen print from Guardian I-9 of the current Job Details by using \u201cCtrl P\u201d and print page 2. This hard copy is needed since you will be changing this screen for the new Form I-9 and will need to correct the Employment Information section back to original information once Form I-9 is approved and E-Verified.<br \/>\n<a href=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-42\" src=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_1.png\" alt=\"DualEmp_1\" width=\"624\" height=\"391\" srcset=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_1.png 624w, https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_1-300x188.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/a><\/li>\n<li>Change hire date to the Employee new hire date. Change Location, Occupation Class and Responsible HR\/Group to new member information. Click Update button at bottom of screen.<br \/>\n<a href=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_2.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-43\" src=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_2.png\" alt=\"DualEmp_2\" width=\"624\" height=\"395\" srcset=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_2.png 624w, https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_2-300x190.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/a><\/li>\n<li>You can now create a new Form I-9 and complete the E-Verify process for the Employee. Once E-Verify authorizes employment, confirm that the additional Form I-9 history has been updated to include the Employee approval by looking at the E-Verify tab.<br \/>\n<a href=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_3.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-44\" src=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_3.png\" alt=\"DualEmp_3\" width=\"624\" height=\"202\" srcset=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_3.png 624w, https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_3-300x97.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/a><\/li>\n<li>Once Form I-9 has been E-Verified, use the Make I-9 Primary button to set the primary Form I-9 as the primary job employment if it is a dual employment situation, or for transferring employees, set the newly created Form I-9 as Primary. The primary Form I-9 with be shown in the history with the text [P].<br \/>\n<a href=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_4.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-46\" src=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_4.png\" alt=\"DualEmp_4\" width=\"624\" height=\"320\" srcset=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_4.png 624w, https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_4-300x154.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/a><\/li>\n<li>Final step, if the Employee is dual employed, return Job Details screen back to the original Employment Information using the information from the screen shot. There is no longer a need to edit the Date Hired back to the original hire date as Guardian I-9 tracks the hire date through the Form I-9 itself for records retention.<br \/>\n<a href=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_5.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-47\" src=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_5.png\" alt=\"DualEmp_5\" width=\"624\" height=\"391\" srcset=\"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_5.png 624w, https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-content\/uploads\/sites\/18\/2016\/06\/DualEmp_5-300x188.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/a><\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>If an employee is employed at more than one member, or is transferring to a different member, there are actions that must be done by a member I-9 Administrator in Guardian I-9 in order to complete an additional Form I-9 under the new employer FEIN. Scenario \u2013 Employee continuing to work at Texas A&amp;M Engineering [&hellip;]<\/p>\n","protected":false},"author":39,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[11],"tags":[8,6,7,9],"class_list":["post-41","faq","type-faq","status-publish","format-standard","category-general","tag-dual-employment","tag-guardian","tag-i-9","tag-transfer-employee","entry"],"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/41","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/types\/faq"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/users\/39"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/41\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/media?parent=41"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/categories?post=41"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/tags?post=41"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":30,"date":"2015-05-13T14:31:44","date_gmt":"2015-05-13T14:31:44","guid":{"rendered":"http:\/\/it.tamus.edu\/guardian-i9\/?p=30"},"modified":"2023-05-30T14:40:20","modified_gmt":"2023-05-30T19:40:20","slug":"why-does-the-middle-initial-not-appear-in-the-personal-tab","status":"publish","type":"faq","link":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/faqs\/why-does-the-middle-initial-not-appear-in-the-personal-tab\/","title":{"rendered":"Why does the middle initial not appear in the personal tab?"},"content":{"rendered":"<p>As of 05\/11\/2015 there was an update implemented in Guardian.<\/p>\n<p>When an employee enters their middle initial on the electronic Form I-9 in Guardian, the initial no longer defaults in the Personal Tab. You can manually add the initial to the Personal tab.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As of 05\/11\/2015 there was an update implemented in Guardian. When an employee enters their middle initial on the electronic Form I-9 in Guardian, the initial no longer defaults in the Personal Tab. You can manually add the initial to the Personal tab.<\/p>\n","protected":false},"author":37507,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[11],"tags":[6],"class_list":["post-30","faq","type-faq","status-publish","format-standard","category-general","tag-guardian","entry"],"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/30","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/types\/faq"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/users\/37507"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/30\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/media?parent=30"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/categories?post=30"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/tags?post=30"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":14,"date":"2015-03-27T20:43:47","date_gmt":"2015-03-27T20:43:47","guid":{"rendered":"http:\/\/it.tamus.edu\/guardian-i9\/?p=14"},"modified":"2023-05-30T14:45:31","modified_gmt":"2023-05-30T19:45:31","slug":"how-do-i-delete-an-i-9","status":"publish","type":"faq","link":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/faqs\/how-do-i-delete-an-i-9\/","title":{"rendered":"How do I delete an I-9?"},"content":{"rendered":"<p>Employers must retain an employee&#8217;s completed Form I-9 for as long as the individual works for the employer. Once the individual&#8217;s employment has terminated, the employer must determine how long after termination the Form I-9 must be retained, which is either three years after the date of hire or one year after the date employment is terminated, whichever is later.<\/p>\n<p>Guardian I-9 identifies when a Form I-9 has met retention requirements and includes the record in the Purge functionality available to member I-9 Administrators. Member I-9 Administrators should coordinate with other administrators if the employee has dual employment Form I-9 in Guardian I-9 and follow State of Texas records retention procedures.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Employers must retain an employee&#8217;s completed Form I-9 for as long as the individual works for the employer. Once the individual&#8217;s employment has terminated, the employer must determine how long after termination the Form I-9 must be retained, which is either three years after the date of hire or one year after the date employment [&hellip;]<\/p>\n","protected":false},"author":37507,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[11],"tags":[],"class_list":["post-14","faq","type-faq","status-publish","format-standard","category-general","entry"],"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/14","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/types\/faq"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/users\/37507"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/14\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/media?parent=14"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/categories?post=14"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/tags?post=14"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}},{"id":12,"date":"2015-03-27T20:31:41","date_gmt":"2015-03-27T20:31:41","guid":{"rendered":"http:\/\/it.tamus.edu\/guardian-i9\/?p=12"},"modified":"2025-08-27T15:14:15","modified_gmt":"2025-08-27T20:14:15","slug":"what-if-the-new-employee-already-has-an-i-9-in-guardian","status":"publish","type":"faq","link":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/faqs\/what-if-the-new-employee-already-has-an-i-9-in-guardian\/","title":{"rendered":"What if the new employee already has an I-9 in Guardian?"},"content":{"rendered":"<p>There are a few instances where an employee will have more than one Form I-9 in Guardian I-9. For example, a full-time budgeted employee at TEES might also be employed as a wage employee at TAMU. Both members are required to verify employment authorization because each is considered a separate employer as a federal contractor and with a Federal Employer Identification Number (FEIN).<\/p>\n<p>For TAMUS, Guardian I-9 is configured as a single employer account so there is an extra step involved to make sure that each Form I-9 has the correct FEIN associated with it.\u00a0 The instructions below are for the Location Manager role.<\/p>\n<p><strong>Determining If the New Employee Already Has a Form I-9<\/strong><\/p>\n<p>The Location Manager will become aware of an existing Form I-9 when creating a new Form I-9 for the employing Location. After searching for the employee\u2019s SSN, the message, \u201c<strong>The employee already exists in this system.\u201d<\/strong><span class=\"Apple-converted-space\">\u00a0<\/span>will appear. There are three scenarios that can create this message and each one is handled differently.\u00a0<strong>\u00a0<\/strong><\/p>\n<div class=\"responsive-tabs\">\n<h2 class=\"tabtitle\">Current I-9 - Different Location<\/h2>\n<div class=\"tabcontent\">\n\n<p>If the new employee has a Current I-9 at a different location, follow the process below.<\/p>\n<p>Clicking the employee\u2019s name will display the Business Unit and Location of the other I-9. At this time the Location Manager should contact her supervisor to have the employee\u2019s Job Details updated with the new Location, Occupation Class and Business Unit. (This may require contacting the other location&#8217;s Guardian Administrator)<\/p>\n<p>Once the employee\u2019s information in Guardian has been updated with the new information, the Location Manager\u00a0will have the option \u201cCreate New I-9\u201d.<\/p>\n<p>Creating the new I-9 will be the same except that the Hire Date from the other I-9 will appear in the Certification part of Section 2 of the new I-9.<span class=\"Apple-converted-space\">\u00a0<\/span><strong>It is important to change this date to the new hire date of the employee\u2019s new location.<\/strong><\/p>\n\n<\/div><h2 class=\"tabtitle\">Current I-9 - Same Location<\/h2>\n<div class=\"tabcontent\">\n\n<p>If the new employee has a Current I-9 at the Location Manager\u2019s location but in a different Occupation Class, follow the process below.<\/p>\n<p>Clicking the employee\u2019s name will display the Occupation Class of the other I-9. At this time the Location Manager should contact her supervisor to determine if a new I-9 is needed. Because the current I-9 is already associated with the same Location, there should be no reason to create a new I-9.<\/p>\n\n<\/div><h2 class=\"tabtitle\">Non-Current I-9 or Rehire<\/h2>\n<div class=\"tabcontent\">\n\n<p>If the new employee has an I-9 on file from a previous employment within the Texas A&amp;M University System, follow the process below.<\/p>\n<p>Clicking the employee\u2019s name will display the Job Details for the other I-9. Clicking the \u2018Rehire the Employee\u2019 button will open a new window that allows the new hire date to be entered. Once the date has been entered, the Location Manager has the option to \u2018Create New I-9\u2019 or \u2018Add Section 3 Rehire\u2019. Contact the hiring supervisor to determine which option to choose, as needed.<\/p>\n<p>If the \u2018Add Section 3 Rehire\u2019 option is chosen, a new window will open with the Section 3 displayed. The Location Manager should update the Box B with the rehire date and electronically sign with her password. Once Section 3 has been approved, the option \u2018Create New I-9\u2019 may still be available. If the updated I-9 has the correct Business Unit and Location, there is no need to create another I-9.<\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>There are a few instances where an employee will have more than one Form I-9 in Guardian I-9. For example, a full-time budgeted employee at TEES might also be employed as a wage employee at TAMU. Both members are required to verify employment authorization because each is considered a separate employer as a federal contractor [&hellip;]<\/p>\n","protected":false},"author":37507,"featured_media":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"full-width-content","footnotes":""},"categories":[11],"tags":[],"class_list":["post-12","faq","type-faq","status-publish","format-standard","category-general","entry"],"acf":[],"_links":{"self":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/12","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq"}],"about":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/types\/faq"}],"author":[{"embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/users\/37507"}],"version-history":[{"count":0,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/faq\/12\/revisions"}],"wp:attachment":[{"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/media?parent=12"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/categories?post=12"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tamuserp2.wpengine.com\/guardian-i9\/wp-json\/wp\/v2\/tags?post=12"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}]