Managing Form I-9 on Keka

As an admin, you are responsible for ensuring that employees complete Form I-9 accurately and on time. Keka streamlines this process, allowing you to monitor employee progress and verify submissions efficiently. This guide walks you through how employees complete Form I-9 in Keka and what you need to review.

Table of Content

 

How Employees Access Form I-9

Via Welcome Tab:

• Employees navigate to the Welcome (1) tab.

• They locate the highlighted area and select Fill Form I-9 (2) to begin.

Via Inbox Notifications:

• If a reminder has been sent. Employees click on the Inbox (1) icon in the sidebar.

• They select Work Authorisation (2)  from the Pending Tasks list.

• Clicking Complete Section 1 (3) in the Task Details panel starts the process.
  

How Employees Fill Out Form I-9

Entering Personal Information:

• Employees enter their address, Social Security number, and contact details.

Selecting Citizenship and Immigration Status:

• Employees select one of the following:

  • Citizen of the United States

  • Non-citizen national of the United States

  • Lawful Permanent Resident (they must enter their USCIS A number)

  • Other non-citizen (requiring USCIS A number, Form I-94, or a foreign passport and country of issuance)

Acknowledgment and Signature:

• Employees review the acknowledgment statement and click Add Signature Here.

• They Attach Signature in the pop-up and click Save and Proceed.

Preparer or Translator Assistance

• Employees indicate whether they used a preparer or translator.

• If a preparer/translator assisted, they must provide the preparer’s name, address, contact details, and signature.

• If multiple preparers or translators assisted, they can click Add Another Preparer or Translator.

• Clicking Save and Proceed moves them to the next step.

 

Reviewing and Downloading Form I-9

• Employees must review their completed form for accuracy.

• They click Download PDF to save a copy.

• They check the acknowledgment box to confirm completion of Section 1.

• Clicking Save and Proceed finalizes this step

Uploading Identity and Work Authorisation Documents

• Employees upload the necessary documents for identity and work authorisation.

• A U.S. passport serves as both identity and work authorization proof.

• If using a different document, they may need to upload an additional supporting document.

• Employees select the document type from the drop-down menu and upload it:

  • Drag and drop the file into the highlighted area or click Browse to upload.

  • Clicking Complete completes the upload process.

What You, as an Admin, Need to Do

• Monitor employee progress through Keka’s admin dashboard. Once the employee has submitted the form, you can track its status by navigating to the Form I-9 section within the onboarding module. In the "Status" or "Waiting On" area, you will see details about which sections are still pending completion. A checkmark will indicate that the employee has successfully filled out Section 1; however, Section 2 will still require your attention.

Click on Complete Section 2 in the Actions column of Employee.

On the next page, click on View Employee Form I-9 to review the employee's details.

Review the Section 1 filled by the employee.

Click on View next to the document to examine the uploaded file.

Verify the document submitted.

Provide the name of the issuing authority in the designated field on the form.

Next, input the document number in the corresponding field.

If you opted for an alternative procedure approved by the Department of Homeland Security (DHS), please check the box to indicate your choice.

Additionally, include any relevant information pertaining to the alternative procedure in the provided space.

Re-initiate Section 1 (if necessary)

In some cases where re-initiation is required:

Click on Re-initiate Section 1 in the navigation bar.

Select the appropriate reason for re-initiation.

After entering your comment, click on Re-initiate.

This action will notify the employee that they need to resubmit the Section 1 files. They should follow the same re-initiation process as they did when initially completing Section 1.

Finalize Section 2

Click Save and Proceed if there is no need for re-initiation. Input the employer details and fill out the form with the necessary information.

Check the box to attest.

Click on Add Signature Here in the form. Select the available signature, if it's saved already, or upload your own.

Click Save and Proceed in the top right corner. After reviewing Section 2, click the Submit button in the top right corner of the form.

By understanding this process, you can ensure smooth onboarding while maintaining compliance. If you need assistance, Keka support is available to help.