Gryphon I-9 is an add-on product that allows you to enter in and track I-9 Forms all in one place. When Gryphon I-9 is enabled for your account, onboarding and user forms will include a section of the I-9 Form that the new hire and the Hiring Manager, respectively, will complete.

The Gryphon HR system is where new hire I-9 information is entered and stored. From its dashboard, users can track compliant and non-compliant employees, review incomplete sections, and gather E-Verify updates, if E-Verify is enabled for your account. 

Enhance your I-9 process by making it seamless with Gryphon I-9.

Compliance information

Terms defined

Form I-9

Form I-9, officially the Employment Eligibility Verification, is a United States Citizenship and Immigration Services form that is used to verify the identity and legal authorization to work for all paid employees in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they employ in the United States, regardless of citizenship status. Both employees and employers (or authorized representatives of the employer) must complete the form.

• I-9, Section 1: Completed by employees no later than their first day of employment. 
• I-9, Section 2: An employer or an authorized representative of the employer completes Section 2. Employers or their authorized representatives must physically examine the documentation presented by the employee and sign the form. 
• I-9, Section 3: An employer must complete section 3 when an employee’s employment authorization or documentation of employment authorization has expired (reverification), an employee is rehired within 3 years of the date that the original I-9 form was completed, or an employee legally changed their name. 

Form I-9 FAQs 

E-Verify

E-Verify is a government program that allows employers to enter an employee’s I-9 details into an internet-based system to confirm an employee’s employment eligibility. E-Verify is run through the United States Department of Homeland Security website and allows businesses to determine the eligibility of their employees, both U.S. and foreign citizens, to work in the United States by comparing information from the Form I-9 to the U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) records. E-Verify operates with speed and accuracy and is an online service that electronically confirms an employee’s information against millions of government records and provides results within as little as 3-5 seconds.

USCIS protects E-Verify against system misuse through monitoring and compliance activities, for example, identifying and resolving compliance issues and notifying employers of noncompliant behaviors. These monitoring and compliance activities assist and encourage E-Verify participants to use E-Verify as required by laws, rules, regulations and agency policies applicable to E-Verify and Form I-9, Employment Eligibility Verification. E-Verify Monitoring and Compliance:

• Detects employer misuse.
• Identifies and deters possible discriminatory practices.
• Gives guidance on the proper use of E-Verify.
• Contacts employers about potential case processing errors.
• Conducts desk reviews and site visits to assist employers with E-Verify program compliance.

Desk reviews take place by email and phone. Site visits take place in person. Both are opportunities for E-Verify staff and E-Verify participants and their users to discuss observations and recommendations.

USCIS conducts these monitoring and compliance activities to prevent misuse, abuse, discrimination, breach of privacy, and fraudulent use of E-Verify under applicable laws, rules, regulations.

Improper use of E-Verify or Form I-9 indicating potential fraud, discrimination, or other illegal activities may be referred to Immigration and Customs Enforcement (ICE) and/or the Department of Justice. 

E-Verify FAQs

Although E-Verify uses information from Form I-9, there are some important differences between Form I-9 and E-Verify requirements.

From: E-Verify 

Compliance is key

The integration of the Gryphon HR system with E-Verify is important for helping ensure that you are in compliance with all aspects of electronic I-9 management and E-Verify, including: 

• Accurate I-9 completion 
• Timely alerting
  • An employee must complete Section 1 of Form I-9 by their first day of work. The employer must complete Section 2 of Form I-9 by the end of the third business day, or within 72 hours after employment commences, even if the employee is not scheduled to work for some or all of that period.
• Compliant electronic signatures
• E-Verify case management workflows
• Proper data retention
  • Purging forms too early sometimes occurs, in which case the Form I-9s would be treated as missing.
• Reduced compliance audits and reputational risks by getting ahead of the ever-changing federal law requirements.
  • The U.S. Department of Homeland Security (DHS) revises Form I-9 occasionally, and employers must use the current version of Form I-9 for new hires and re-verification.

The E-Verify integration is beneficial to employers as it reduces the risk of hiring employees who are not eligible to work within the United States. To date, the following states require E-Verify for some or all employers: 

• Alabama
• Arizona
• Colorado
• Florida
• Georgia
• Idaho
• Indiana
• Louisiana
• Michigan
• Minnesota
• Mississippi
• Missouri
• Nebraska
• North Carolina
• Oklahoma
• Pennsylvania
• South Carolina
• Tennessee
• Texas
• Utah
• Virginia
• West Virginia

Although E-Verify is not a national requirement, state and federal legislation trends indicate that the process may be headed that way in the near future. Many states do have laws requiring E-Verify, and several employers use it voluntarily. E-Verify limits the scope of E-Verify operations to the United States, which includes the 50 states, the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, and the Commonwealth of the Northern Mariana Islands.

Additional Resources

Below are some resources that can help to answer some of your compliance and legal questions.

E-Verify Resources 

• E-Verify User Manual/ E-Verify Result Definitions 
• E-Verify FAQs
• E-Verify Website
• "Notice of E-Verify Participation" and the "Right to Work" Poster 

I-9 Resources 

• I-9 FAQs
• I-9 Acceptable Documents: 
  • In more details of what these documents are/look like:
    • List A: Documents That Establish Identity and Employment Authorization
    • List B: Documents That Establish Identity
    • List C: Documents That Establish Employment Authorization
• I-9 Form Instructions
• Completing Section 2 of Form I-9
• USCIS Employment Eligibility Verification
• Completing Section 3 of Form I-9
• I-9 Handbook for Employers

E-Verify & the Gryphon HR system

Paradox does not provide legal advice, so it is up to you and your team to decide if using E-Verify with the Gryphon HR system is the right choice for your organization. 

Not using E-Verify with the Gryphon HR system

If you decide to not use E-Verify with the Gryphon HR system, please skip the E-Verify sections in this document.

Using E-Verify with the Gryphon HR system

If you decide to use E-Verify with the Gryphon HR system, it is important to know that Paradox will not serve as your compliance officer. It is the responsibility of each hiring manager to create an E-Verify case no later than the third business day after the new hire starts work for pay and remains in compliance with E-Verify requirements.

E-Verify accounts are created under Paradox in E-Verify – existing E-Verify accounts cannot be utilized with the Gryphon HR system due to federal regulations. Since you will be working with Paradox to submit your E-Verify cases, you will need to sign a new MOU between you, Paradox, and E-Verify.

Since we are not able to utilize your current E-Verify account, you can either:

1. Close the existing E-Verify Accounts by following the steps outlined here.
2. Call the E-Verify Contact Center at (888)464-4218 and request to keep both accounts active.

E-Verify setup and configuration

1. Sign the MOU when it is sent to you by E-Verify.
2. Follow the steps in this guide to configure E-Verify for your account. 
3. Post your Notice of E-Verify Participation and the Right to Work posters in English and Spanish at your office or, if working remotely, send the new hire a pdf of the poser. If you need this sign in other languages, please contact the Department of Homeland Security.
4. Remind your team members that they have no later than the third business day after a new hire starts work for pay to create an E-Verify case for that person. If they do not fulfill this requirement, then your company will be out of compliance.
   • Note: It is the responsibility of each Hiring Manager to ensure that they are in compliance with the E-Verify requirements.
5. Provide each employee with a notice of and the opportunity to act on a Tentative Nonconfirmation (mismatch).

Information needed for E-Verify

Ensure that all personally identifiable information is safeguarded. Retrieve the following information from your new hire’s Form I-9 to process their employment verification:

1. Social Security Number
2. Email Address
3. Identity Documents (List B items with a photo)

E-Verify steps once Form I-9 is complete

1. Review the Form I-9 to ensure both the new hire and the hiring manager accurately completed both portions of the form.
2. Create a case for each newly hired employee. This should be created immediately after reviewing the Form I-9 and no later than the third business day after the new hire starts work for pay. 

Enable the Gryphon integration

The Gryphon integration is a Form I-9 add-on product. Please contact your CS Representative to have this enabled for your account.

System changes with the Gryphon integration

A couple of changes were made in your account when the Gryphon HR system is integrated:

• Forms – Your candidate and user forms were updated to include I-9 Part I and II, which new hires and hiring managers will open and update in the the Gryphon HR system.
• Candidate Journeys – The Hire stage of your Candidate Journeys was updated to include I-9 in the title and next steps so that your team can easily send and complete the necessary portions of I-9. 

These changes will only impact the final stages of the hiring process.

Reporting

The following reports can be utilized through Gryphon HR’s platform:

• Agent-assigned Incomplete Tasks: provides list of agent-assigned tasks that are not complete.
• All Customers: lists out all customers, including inactive.
• All I-9 Usage: shows all I-9 usage including historical I-9s.
• Customer I-9 Usage: shows completed I-9 Usage per Customer.
• Customer I-9 Usage Summary: shows a summary of I-9 usage by I-9 type for each customer worksite.
• Customer Overdue Reason: shows I-9s Completed late w/ Reason Codes.
• E-Verify Closed By Details: E-Verify Closed By Details.
• E-Verify Open Cases: list of currently Open E-Verify Cases including first level sub-customer.
• Form I-9 Status: shows Status Information Related to Form I-9.
• I-9 Deleted By Details: I-9 Deleted By Details.
• I-9 Document Details: shows Details of Section 2 Documents.
• I-9 Verifier Completion: shows Individual who completed I-9 for employee.
• I-9s without E-Verify Employment Authorized: shows employees with completed I-9s who don't have an employment authorized result from E-Verify.
• Incomplete and Overdue I-9s: provides list of current employees whose I-9s are overdue and incomplete.
• Incomplete Section 2 or Section 3 Tasks (Non-Notary): provides a list of Section 2 and Section 3 tasks that have not been completed by an employer or an authorized representative.
• Login History: view login history.
• Missing I-9s: provides list of employees who do not have an I-9.
• Notary Appointment Status: shows status of notary appointments within a given appointment timeframe.
• Partner I-9 Usage: shows completed I-9 Usage for all customers.
• Partner I-9 Usage Summary: shows a summary of I-9 usage by I-9 type for each customer.
• Payroll Missing I-9: shows payroll-based missing I-9 records.
• Receipts Outstanding: list of employees who need to present original documents.
• Rehire History: shows Section 3 Rehire History.
• Reverification History: shows Section 3 Reverification History.
• Termination List: list of employees who have been terminated.
• User Worksite Assignments: shows users who have access to this customer and if applicable, the associated worksite.
• Work Authorization Verification Details: work Authorization Verification Details.