I-9 System Integration

EMP Trust offers seamless integration with internal HR systems using multiple integration methods to accommodate different technical environments and organizational preferences. The primary integration methods include web services, batch file automation, and file uploads, all accompanied by automated job notifications and alerts to system managers and super users. Web services integration utilizes pre-defined APIs that enable real-time data exchange between systems, allowing for immediate synchronization of employee data and I-9 status information. Batch file automation supports scheduled data transfers, which is ideal for organizations that prefer to process employee data in bulk at specific intervals rather than in real-time. File upload capabilities provide flexibility for organizations that need to manually transfer data or work with systems that don’t support automated integration methods. Each integration method includes comprehensive monitoring and alerting capabilities, ensuring that system managers and super users are immediately notified of any issues, failed jobs, or records that could not be loaded. This multi-method approach ensures that EMP Trust can integrate with virtually any HR technology environment, regardless of the organization’s technical infrastructure or preferences.

EMP Trust offers robust support for HRIS integration with major enterprise platforms including Oracle, PeopleSoft, SAP R/3, and internal HRIS systems, leveraging pre-built APIs that accelerate implementation and reduce integration complexity. These pre-built APIs are specifically designed for each platform, taking into account the unique data structures, workflows, and technical requirements of these enterprise systems. For Oracle HRIS implementations, EMP Trust’s integration connects with Oracle’s HR modules to seamlessly exchange employee data, trigger I-9 workflows when new hires are added, and update employee records with I-9 completion status. PeopleSoft integrations similarly connect with the platform’s human capital management modules, ensuring that I-9 data flows naturally within PeopleSoft’s existing HR processes. SAP R/3 integrations leverage SAP’s standard integration technologies to connect EMP Trust’s I-9 system with SAP’s HR module, maintaining data consistency across both systems. Beyond these major platforms, EMP Trust also supports integration with internal HRIS systems and custom-built HR solutions, recognizing that many organizations have proprietary systems that require flexible integration approaches. By offering pre-built APIs for major platforms while maintaining the flexibility to integrate with custom systems, EMP Trust ensures that organizations can leverage their existing investments in HR technology rather than replacing systems or maintaining duplicate data.

EMP Trust offers a comprehensive pre-defined API that supports new hire loads and automated invites based on workflow and worksite locations from an ATS, onboarding process, or HRIS system of record. This API-based integration enables real-time communication between systems, allowing employee data to flow automatically from your source system into EMP Trust’s I-9 platform without manual intervention. When a new hire is added to your ATS or HRIS, the API can automatically create an I-9 record in EMP Trust and trigger an automated invitation to the employee to complete Section 1 of their I-9 form. The API supports workflow-based triggers, meaning that I-9 invitations can be sent at the appropriate stage of your hiring or onboarding process, such as after an offer is accepted or a background check is completed. The system also supports location-based routing, ensuring that I-9 forms are assigned to the appropriate authorized representatives based on the employee’s worksite location. Beyond initiating I-9 forms, the API allows you to track status and link Form I-9 documents created in EMP Trust into your document management system of record such as SharePoint or other documentation platforms. To enable easier integration, EMP Trust offers code snippets, code samples, and test data, allowing your programmers to code effectively and efficiently within the system. Your development teams receive dedicated support from EMP Trust’s technical team throughout the integration process, ensuring successful implementation and addressing any technical challenges that arise.

The EMP Trust I-9 system supports comprehensive batch file processing to facilitate bulk data transfers between systems, accommodating organizations that prefer scheduled data synchronization over real-time integration. The batch job functionality can be accessed through two primary methods: the web interface for manual batch uploads or automated job schedulers that automatically load employee and new hire records from your ATS or HRIS system at predetermined intervals. The automated job scheduler is particularly valuable for organizations that want to set up a “hands-off” integration where data flows automatically on a daily, weekly, or custom schedule without requiring manual intervention. When batch files are processed, the system performs comprehensive validation to ensure data integrity, checking for required fields, proper formatting, and data consistency before loading records into the I-9 system. Alerts and notifications are fully supported in cases where the job fails or individual records could not be loaded, providing immediate visibility into any issues that require attention. These notifications can be configured to alert system managers, super users, or IT personnel via email or system notifications, ensuring that problems are identified and resolved quickly. The batch job system also maintains detailed logs of all processing activities, including successful loads, failed records, and the reasons for any failures, which is valuable for troubleshooting and audit purposes. This robust batch processing capability ensures that organizations can maintain synchronized data between systems even in high-volume environments with thousands of employee records.

EMP Trust supports comprehensive employee authentication and secure single sign-on (SSO) capabilities from internal employee portals, existing HRIS systems, or ERP systems, eliminating the need for employees to maintain separate credentials for the I-9 system. The platform supports multiple industry-standard authentication protocols including LDAP (Lightweight Directory Access Protocol), Active Directory (AD), and SAML (Security Assertion Markup Language) based integrations, ensuring compatibility with virtually any enterprise authentication infrastructure. LDAP integration allows EMP Trust to authenticate users against your organization’s LDAP directory, which is commonly used in organizations with diverse IT environments or those using open-source directory services. Active Directory integration is particularly valuable for organizations using Microsoft’s enterprise ecosystem, enabling seamless authentication using the same credentials employees use to log into their Windows computers and access other corporate resources. SAML-based integrations support modern identity federation scenarios, allowing EMP Trust to participate in enterprise single sign-on environments where a central identity provider manages authentication for multiple applications. These SSO capabilities provide significant benefits including improved user experience by eliminating the need to remember multiple passwords, enhanced security by centralizing authentication and enabling consistent password policies, reduced help desk burden by minimizing password reset requests, and simplified user provisioning and deprovisioning as access is controlled through your existing identity management system. By supporting these multiple authentication methods, EMP Trust ensures that the I-9 system integrates seamlessly with your organization’s existing security infrastructure and identity management practices.

EMP Trust’s integration strategy is specifically designed to leverage your existing investments in HR technology rather than requiring replacement of systems or creation of parallel processes. By offering pre-built APIs for major HRIS platforms like Oracle, PeopleSoft, and SAP R/3, EMP Trust eliminates the need for costly custom integration development, reducing both implementation time and cost. The platform’s support for multiple integration methods—web services, batch files, and file uploads—ensures that regardless of your current technical infrastructure or integration capabilities, there’s a viable path to connect EMP Trust with your existing systems. The single sign-on capabilities mean that you can leverage your existing authentication infrastructure, whether that’s Active Directory, LDAP, or SAML-based identity providers, rather than implementing a separate authentication system for I-9 management. The ability to link Form I-9 documents into your existing document management system of record, such as SharePoint, means that I-9 forms can be stored alongside other employee documents in your established document repository, maintaining your existing document management practices and compliance procedures. The comprehensive support provided by EMP Trust’s technical team, including code snippets, code samples, test data, and dedicated technical support during integration, reduces the burden on your IT team and accelerates time to value. This integration-friendly approach recognizes that most organizations have made significant investments in HR technology and need I-9 solutions that complement rather than replace these systems, creating a cohesive HR technology ecosystem that maximizes the value of all components.