I-9 and Right-to-Work Reverification Scheduling
Initial work-authorization verification happens at hire and then mostly disappears from anyone's radar, but a meaningful share of that documentation — certain visa categories, some employment authorization documents — has an expiry date that requires re-verification before it lapses, and there's rarely a system actively tracking those dates across an entire workforce. The gap usually surfaces only when someone happens to notice an expired document during an unrelated audit or, worse, during an actual government inspection, at which point the company is already out of compliance rather than catching the deadline with enough lead time to act.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 2-3 hrs/month for HR, plus materially reduced compliance risk from missed re-verification deadlines.
How the automation works
We track every employee's work-authorization expiry date, sourced from the original I-9 documentation and any subsequent updates, and surface upcoming re-verification needs with enough lead time — typically 90 days — for the employee and HR to actually complete the process before the current documentation lapses. Reminders go to both the employee, who needs to supply updated documentation, and HR, who needs to complete the re-verification within the compliance window, rather than relying on either party independently remembering a date set months or years earlier. Documentation gaps or an employee who doesn't respond within a reasonable window escalate to HR leadership well before the actual expiry date, giving time to resolve the situation rather than confronting a lapsed authorization with no runway left.
Process flow
- 01
Expiry date captured at initial verification trigger
Work-authorization expiry dates are captured from the original I-9 documentation at hire and any subsequent status updates, rather than only checked reactively when a question arises.
- 02
Upcoming expiry monitored on a schedule trigger
Expiry dates across the full workforce are monitored on a recurring schedule, surfacing anyone approaching their re-verification window rather than requiring someone to manually cross-check dates periodically.
- 03
Notify employee and HR with lead time output
Both the employee and HR receive notice with enough lead time, typically around 90 days out, to complete re-verification before the current documentation actually lapses.
- 04
Track re-verification completion ai
Submitted updated documentation is tracked against the re-verification requirement, confirming completion rather than assuming the notice alone resolved the compliance need.
- 05
Escalate unresolved cases before expiry output
An employee who hasn't responded or a documentation gap that isn't resolved within a reasonable window escalates to HR leadership well ahead of the actual expiry date, preserving time to address it before it becomes a compliance lapse.
Inputs
- Original I-9 documentation and work-authorization expiry dates
- Current employee roster and employment status
- Re-verification lead-time policy
- Updated documentation submissions
Outputs
- Tracked work-authorization expiry dates across workforce
- Employee and HR re-verification notices with lead time
- Re-verification completion status
- Escalation alerts for unresolved cases before expiry
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- Relying on someone remembering a work-authorization expiry date set at initial hire, sometimes years earlier, means the vast majority of these dates simply don't get tracked at all until an audit or inspection surfaces the gap, at which point the company is already out of compliance rather than proactively managing the deadline.
- Notifying only the employee about an upcoming expiry, without HR also tracking completion, risks a case where the employee submits updated documentation that never actually gets processed and recorded, leaving the company technically non-compliant despite the employee having done their part.
- Sending the re-verification notice with too little lead time before the actual expiry date doesn't leave enough runway to handle the documentation gathering, appointment scheduling and processing that re-verification can genuinely require, especially for employees whose renewal process depends on an external government agency's own timeline.
- Treating every case the same regardless of employee responsiveness misses that some cases need escalation well before the expiry date — an employee who hasn't responded to multiple notices, or documentation that reveals an unexpected complication, needs HR leadership involvement with enough time left to resolve it, not a final notice on the deadline itself.
Frequently asked questions
How much lead time is given before an expiry date?
Typically around 90 days, giving enough runway for the employee to gather updated documentation and for HR to complete processing before the current authorization actually lapses.
Who is responsible for completing re-verification, the employee or HR?
Both — the employee needs to supply updated documentation and HR needs to process and record the re-verification, and both receive tracked notices rather than either party being left to remember independently.
What happens if an employee doesn't respond to the notice?
Unresolved cases escalate to HR leadership well ahead of the actual expiry date, preserving time to resolve the situation rather than only surfacing the problem once the deadline has already passed.
Does this replace legal review of complex authorization cases?
No — it tracks dates and drives the process on schedule; complex cases, such as an unusual visa category or documentation discrepancy, still route to whatever legal or immigration counsel review the company normally uses.