TRACKER I-9 System Upgrade
tracker i9 Heading link
Tracker I-9 will be upgraded to a new version the weekend of November 17, 2017. Users will be able to use the new version beginning Monday, November 20th. This is a major change to the system which requires us to migrate data from the current system to the new one. In order for us to have a clean transition of data, we are asking all users make sure that the following are done before go live:
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- Confirm the list of Tracker users within your college
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- Current users attend a required training session
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- New users complete the required online training courses
- Complete any Form I-9s in the current Tracker I-9 system by November 13th deadline
User Confirmation
Now is a good time to determine if users still need to have access to Tracker I-9. UIC HR provided a list of current Tracker I-9 users to the HR College Contacts. We ask that HR College Contacts inform us of which users should retain access and which current users should attend the training. This list must be returned by Friday, October 13, 2017. UIC HR will send invitations to these users to register for the current user training sessions.
Training
Current users will be required to attend training to retain their Tracker I-9 access. We will hold four training webinars for current users. Each session will be 1.5 hours and include time for questions. Attendance will be tracked for all attendees. The training dates are:
Thursday, November 2, 2017 (10:00 AM – 11:30 AM)
Tuesday, November 7, 2017 (2:00 PM – 3:30 PM)
Wednesday, November 8, 2017 (10:00 AM – 11:30 AM)
Tuesday, November 14, 2017 (2:00 PM – 3:30 PM)
Current users who do not attend training will have their access turned off effective November 17 and not be migrated to the new system. They will need to attend the new user training and have their Unit Security Contact (USC) request access to Tracker I-9.
New users will need to complete the two online courses prior to requesting access. This training should be available towards the end of October or early November.
Data Migration
Only completed Form I-9s will be migrated to the new Tracker I-9 system. We ask that you and your staff complete each Form I-9 by the deadline of Monday, November 13, 2017. To complete the Form I-9 you must make sure the following steps are completed:
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- Section 1 is completed and signed.
- Section 2 is completed and signed.
Please remember that the Form I-9 can be started once an offer has been accepted and 60 days prior to the employee’s start date. Section 1 MUST be completed on or before the employees first day of work. Section 2 MUST be completed within three business days of their start date.
The system will be inaccessible November 17 through November 19. This also may affect HR Front End transactions. Please plan for this downtime and have transactions done in advance so they can be applied on time.
Freeze Period
We ask that users DO NOT make any modifications/updates to an employee’s Form I-9 after the deadline, between November 14 through November 17. We must always make sure we are in compliance with the Form I-9. If the deadline is missed, you must contact UIC HRIS at uichrhris@uillinois.edu to work with you to update the Form I-9 and remain in compliance status.
Key Dates
November 2 – Current user training webinar
November 7 – Current user training webinar
November 8 – Current user training webinar
November 14 – Current user training webinar
November 13 – Deadline to complete Form I-9 in current system
November 14 through November 17 – Users should notify UIC HRIS to change any Form I-9
November 17 through November 19 – Data migration (Tracker users will not be able to access tracker)
November 20 – Tracker I-9 Go-Live
If you have any questions regarding the system upgrade, please contact UIC HRIS at uichrhris@uillinois.edu.