Changes to I-9 processing coming in July
Effective July 21, 2025, all form I-9s will be completed in Workday. This change promotes a seamless hiring experience and supports data accuracy by consolidating the I-9 process into a single system.
A new Workday security role, I-9 Coordinator, has been created for those who receive the Complete Form I-9 task in their Workday My Tasks inbox. Those receiving the I-9 Coordinator role have been identified based on I-9 activity in the department. I-9 Coordinators will be notified of their new role by the end of July.
Lookout Exception
Lookout, the current system for processing external I-9s, will be unavailable as of July 18. An exception will be made for new international employees who do not have a social security number or a receipt for application.
In these situations, the department must email HRS.Records@wsu.edu and indicate they need to complete an I-9 for an international employee. The department should provide:
- The employee’s name
- Date of hire
- When they plan to complete the I-9
HRS will provide the I-9 Coordinator with a temporary username and password to Lookout that will be valid for 24 hours. This will allow the I-9 Coordinator to complete the I-9.
This exception is only for those international individuals who have been hired and have not been able to get an appointment with the Social Security Administration (SSA) to get a social security number/card.
Resources
For step-by-step instructions on completing form I-9 in Workday, I-9 Coordinators can review the information in the First Onboarding Task section of the New Hire Onboarding reference guide.
To facilitate the I-9 process, Modernization are finalizing new I-9 reporting features in Workday, while HRS are preparing live training opportunities. More information on both will be provided via the Workday Digest and HR Source Newsletter.
Questions? Email HRS.Records@wsu.edu or submit a ticket via the Workday Service Desk.