This article discusses an I-9 Section 1 Candidate Experience which detects when candidates have entered an SSN which doesn't match what may have already been provided on their profile.

TABLE OF CONTENTS


Introduction to I-9 Section 1 SSN Mismatch Detection

While completing I-9 Section 1, Employees sometimes mistype their Social Security Number or otherwise enter a value which conflicts with a value which may already be saved to their Applicant Profile. Completing an I-9 with an incorrect Social Security Number introduce delays in the hiring and onboarding process. 


If the error is noticed before completion of Section 2, I-9 Section 1 must be re-assigned to the Employee for completion with the correct information. If the error is noticed after Section 2 is completed, I-9 Section 1 must still be re-assigned to the Employee for completion with the correct information, requiring Section 2 and Document Verification to be completed again. If your organization is using E-Verify, the case may need to be closed and created again.

A simple solution for avoiding these delays to to indicate when there is a mismatch between a record we believe the be accurate and one that is being actively entered.


Defining 'Mismatch'

A Social Security Number mismatch is a circumstance where the input provided by an employee when completing I-9 Section 1 differs from the input provided on their Candidate Profile.


Candidate Profile

The Candidate Profile data against which the I-9 input is compared, could have been provided to Able in a number of ways. For example: 

  • It could have been supplied by the Employee when they completed Preliminary Info
  • It could have been supplied by a Recruiter manually creating/updating an Applicant record in Able
  • It could have been supplied by an automated process, like syncing from an ATS or another system of record via Able Unify

Candidate Experience

Entering a SSN on Preliminary Info

Entering a Social Security Number on Preliminary Info remains unchanged.


I-9 Section 1 Mismatch Prompt

If an Employee enters a Social Security Number which differed from that which was already on record, they will be prompted to take immediate action and choose to confirm that they’ve entered the correct information or to re-enter their I-9 SSN.


If either the SSN entered in the I-9 or the Applicant Profile is empty, the Mismatch Prompt will indicate that by placing N/A where a Social Security Number would be populated.


Able Candidate Experience - I-9 SSN Mismatch Detection Demonstration


Mismatch Prompt Actions

The Mismatch Prompt provides a choice between two options:

  • Confirm I-9 SSN and Update Profile - When the Employee selects this option, the prompt will be dismissed and the value entered in the SSN field will be treated as correct. Once I-9 Section 1 is saved, the Employee’s Applicant Profile will be updated to the new Social Security Number. The updated SSN will only be persisted to the Applicant Profile after completion of Section 1.

    • If the employee has already completed tax-related onboarding forms with an incorrect SSN (or any other form that uses the SSN entered in Preliminary Info), those documents may need to be re-assigned. This does not and will not happen within the scope of completing I-9 Section 1.

  • Re-Enter I-9 SSN - When the Employee selects Re-Enter I-9 SSN, the prompt will be dismissed and the value entered in the SSN field will be cleared. The Employee is now expected to re-enter the correct Social Security Number for the I-9.

Configuring I-9 Section 1 SSN Mismatch Detection

Administrators can enable SSN mismatch detection to help streamline I-9 operations and avoid important errors by setting to 'On' the following configuration:

System Settings > Form I-9 & E-Verify > Section 1 - Detect Social Security Number Mismatches

This configuration defaults to 'Off'.