This article provides helpful answers to common questions about using Workstream’s I-9 service.
We’ll cover topics such as how Workstream ensures your data is safe, how to manage and access employee I-9 forms, and how to connect with E-Verify for employment eligibility checks. You’ll also learn about form corrections, audit trails, and how to print or download forms as needed.
Whether you’re just starting with I-9 management or need a quick refresher, this article will give you the information you need to stay on top of things.
⚠️ Things to note
For comprehensive instructions on how to properly retain and store Form I-9, refer to the Handbook for Employers - M-274. This guide explains the requirements for securely storing Form I-9 and maintaining compliance with federal regulations.
You can download a full PDF version of this article here, which includes all questions and answers in the expanded view. This version reflects the article content as of April 29, 2025, and is available for audit or reference purposes.
You can set up the Form I-9 module from the admin view under Onboarding Processes.
Security & Compliance
Questions related to data protection, access controls, and audit trails.
Q: What controls do Workstream have in place? Are your databases secure and have limited access?
A: Our system uses a secure and durable cloud object storage, with encryption and access controls that can be only accessed by Workstream users with permissions. Workstream has also passed a SOC 2 compliance audit.
Q: Is Workstream's data accesses password-protected or does it have unique user profiles to access data?
A: Yes, Workstream requires all users to log in with their own user email and password to access data within the system.
Q: Does Workstream have any backup redundancies in place?
A: The service we use to store the I-9 documents handles redundancy. Multiple copies are stored in different data centers in the same zone.
Q: Does Workstream create and preserve a record or an audit trail verifying the identity of the person signing?
A: Yes, in the audit trail, the Section 1 and Section 2 signatory is identified by name, email address, and IP address, along with the timestamp of opening, filling, and signing the form, and the data that was entered in that operation.
📌 Here's a sample of an Audit trail showing the timestamp and identity of the person signing the form.
Form Functionality
Questions about how the Form I-9 is handled in Workstream.
Q: Does Workstream include verification that attestations were read?
A: Yes, a checkbox for the user to acknowledge that they have read the attestations is presented at the end of Section 1 and 2 of the digital form.
⚠️ Two important steps in completing the I-9 form:
On the left, new hires confirm the truthfulness of their information, understanding that providing false details could lead to legal consequences.
On the right, the reviewer attests that they have verified the employee's documents, ensuring they are genuine and that the employee is authorized to work in the U.S. Both steps are crucial for legal employment verification.
Q: Does Workstream alter or add to the form elements?
A: No, form elements are surfaced as-is and are not altered.
Q: Does Workstream include government instructions to the form?
A: Government Instructions for Form I-9 are accessible in the system with the Form I-9 instructions.
Q: Are Employers/employees/preparers/translators able to make and record corrections to both Section 1, Section 2, and information relating to re-verification and rehire?
A: Form I-9 corrections can be made by restarting the module on the Onboarding Checklist. Employers may also, depending upon circumstances, complete the Supplement B for reverification and rehire.
Q: Do all Forms I-9 record and display all information entered, including for re-verification and rehire?
A: All data from the Form I-9 and Supplement B is saved and retrievable. This can be accessed from the 'Documents' tab in the employee's profile.
📌 The completed Form I-9 can be found under the 'Documents' tab in the employee's profile.
Access & Records
Questions about retrieving and viewing completed forms and data.
Q: How does Workstream's indexing work?
A: Users can search, filter, and sort by First and Last name, Job title, Start date, and work location to look for an employee’s I-9 form.
Q: Does Workstream provide any electronic summary files/spreadsheets?
A: Yes, electronic summary files can be generated in a spreadsheet form upon request with our Support team.
Q: Does Workstream have the ability to provide hard copies of the I-9 forms?
A: Signed employee Forms I-9 can be printed and downloaded from the system as PDF.
Q: Does Workstream provide electronic signature date/time stamping?
A: Yes, electronic signatures are date and time-stamped and the signor is identified by name and IP address.
📌 Audit trail showing the timestamp and identity of the person signing the form.
E-Verify Integration
Questions related to how Workstream connects with E-Verify.
Q: Does Workstream provide a web interface to E-Verify?
A: The system is able to integrate with E-Verify through a web interface which allows digital verification of employment eligibility. Users are able to choose to use E-verify depending on their state’s requirements and their preferences.