Welcome Electronic Time and Attendance Training Human Resources – Revised March 9, 2012
ELECTRONIC I-9 TRAINING
Transcript of ELECTRONIC I-9 TRAINING
4/23/2015
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I-9 COMPLIANCE
TRAINING FOR HR
CONTACTS AND HR
CONTACT DELEGATES
Human Resources, Records
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Covered in This Presentation
• Purpose of Form I-9 and E-Verify
• Overview of the Form I-9 (Slide 6)
• Section 1
• Section 2
• Section 3
• List of Acceptable Documents
• Overview of I-9Compliance.com (Slide 19)
• E-Verify in I-9 Compliance (Slide 38)
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Purpose of the Form I-9
• Form I-9 is a federal compliance
requirement • The purpose of the form is to verify employee
• Identity
• Authorization to work in the United States
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What is E-Verify?
• A federal website to verify that an employee is eligible to
work in the United States
• E-Verify to be submitted before work begins
• Federal rule, no later than the third work day
• E-Verify steps will be done in I-9Compliance
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Penalties for Non-Compliance
• Failure to comply leaves the University
and hiring department subject to • Fines and criminal penalties
• Missed deadline or form completed incorrectly
• $110 to $1100 per form
• Incorrect documents
• $110 to $6500 per violation
• Discrimination, fraud, abuse
• $375 to $16,000 per violation
• Debarment from federal contracts
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Form I-9 Overview
• The University completes I-9s electronically in I-
9Compliance.com
• Electronic I-9 mirrors the paper form
• Please print a paper I-9
http://www.uscis.gov/sites/default/files/files/form/i-
9.pdf
• Become familiar with the instructions and the form
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Section 1
• Federal law
• Employee completes Section 1 on the first work day
• Employees only! Don’t start the I-9 before hire
• University practice
• Complete the entire Electronic I-9 and submit E-Verify before the
employee starts work
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Section 2
• Federal law
• Employer completes Section 2 by third work day
• View original documents and complete form
• University practice
• Complete the entire Electronic I-9 and submit E-Verify before the
employee starts work
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Section 3
• Used to extend or update authorization to work in the
United States
• Federal requirements
• Record new authorization before previous authorization expires
• Separate the employee on or before last day of work authorization
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What Are Acceptable Documents?
• Refer to the List of Acceptable Documents
• Page 9 of the paper I-9
http://www.uscis.gov/sites/default/files/files/form/i-9.pdf
• I-9 Resources page on HR website
http://www.utexas.edu/hr/manager/hiring/i-9_checklist.html
• I-9 Central on USCIS website
http://www.uscis.gov/i-9-central
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What Are Acceptable Documents?
• You must view original documents
• Don’t request specific documents
• Take action when an employee cannot provide acceptable
documents
• Person cannot be employed
• Contact HR Strategic Workforce Solutions
• Reinstate only when acceptable documents are produced
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What Are Acceptable Documents?
• For Section 2, the employee must present
• One selection from List A
-- OR--
• One from List B and One from List C
• List B document must have a photo
• Foreign passport (List A) requires additional documents
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Foreign Passport Acceptable Documents
• A foreign passport must accompany an I-94
• If “Admit Until Date” says D/S, a third document is required
• Third document must list UT Austin as employer
• Usually I-20 or DS2019
• Record all three documents in Section 2
• Employment Authorization (Green) Card
• Does not require additional documents
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Foreign Passport Acceptable Documents
• Employee can print the I-94 at
• https://i94.cbp.dhs.gov/I94/request.html
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Foreign Passport Acceptable Documents
• I-94 showing D/S. A third document is needed to show
authorization to work at UT
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Common Document Mistakes
• SSN card with restrictions is not an acceptable List C
document
• NOT VALID FOR EMPLOYMENT
• VALID FOR WORK ONLY WITH INS AUTHORIZATION
• VALID FOR WORK ONLY WITH DHS AUTHORIZATION
• Do not accept hospital birth certification
• Only an original, certified Birth Certificate
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Common Document Mistakes
• Be prepared to scan and upload a copy if the employee
presents
• US Passport or Passport Card
• Employment Authorization Document (I-766)
• Permanent Resident Card (I-551)
• Do not upload copies of any other document
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Common Document Mistakes
• Collecting a paper I-9
• Do not use paper I-9 without specific instructions from HR Records
• Why? Federal compliance risk
• HR can’t fix errors once loaded in I-9Compliance
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I-9Compliance.com
• Note the tabs New Form I-9 and Queue
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Create a New I-9
• Option 1: Click the New Form I-9 tab
• Complete entire form with employee present
• Option 2: Use the Queue tab to Email Section 1 to the
employee
• Meet with employee to complete Section 2
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No Social Security Number
• US Citizens must have an SSN at hire
• Non-citizens with no SSN – don’t wait!
• I-9 must be completed at hire
• Use zeros or 9s in the SSN field
• Section 2, click “Save” instead of “E-Verify”
• Complete E-Verify as soon as the person receives an SSN
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New Form I-9 Tab
• Employee must be present
• Click the green tab labeled New Form I-9
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New Form I-9 Tab
• Follow instructions through the next screens
• Be careful!
• Is this a new hire? Always mark YES
• Do you have a paper I-9? Always mark NO
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New Form I-9: Section 1
• Allow employee to complete Pages 1-4
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Preparer/Translator Page
• HR Contact completes this page before starting Section 2
• Gather original, acceptable document(s) from the
employee and click Yes - Continue
• If the employee did not bring acceptable documents
• Click Save to Queue
• Complete Section 2 when the employee returns with the
documents
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Queue Tab: Email Section 1
• Click the Queue tab
• Click Launch Request button (upper left)
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Queue Tab: Email Section 1
• Enter the employee’s information
• Warn the employee to expect an email from Pre-employ, I-
9Compliance.com
• Return to Queue tab to
• See if the employee has completed Section 1
• Open the I-9 to complete Section 2
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Starting Section 2
• Before starting Section 2
• Meet with the employee in person
• View original, acceptable document(s)
• Employee fails to provide documents within 3 work days
• Person cannot continue to work
• Contact HR Strategic Workforce Solutions (SWS)
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Starting Section 2
• Hire Date is the first day the employee works for pay
• Be ready to scan and upload a copy if employee presents • US Passport or Passport Card
• Employment Authorization Document (I-766)
• Permanent Resident Card (I-551)
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Section 2: Record Documents
• Record each document by selecting from pull-down menu
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Section 2 with 3 Documents
• How to enter three documents when the I-94 “admit until”
date is D/S
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Section 3: Update Work Authorization
• Search by name to find the existing I-9
• If no I-9 found, contact HR Records
• Open the I-9 and click Section 3 Update in right
navigation bar
• Enter new work authorization document
• If citizenship has changed, you must also Update
citizenship on the I-9 Summary
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Section 3
• When renewing/extending I-20, DS2019, I-
797 • Check that UT Austin is the approved employer
• Choose from the pull-down • “Unexpired employment auth. Doc. Issued by the DHS”
• Enter in the notes ‒ Document type (I-20 etc.)
‒ Document number (ex: N000…)
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Section 3 • Unexpired employment auth. Doc. Issued by the DHS”
from the pull-down menu
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Update Name, SSN, Citizenship
• Search by name to find existing I-9
• Open the I-9 Summary and click Update Record button
• Update employee name, SSN, citizenship as needed
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Starting E-Verify • New I-9 last step, Save or Submit E-Verify
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E-Verify Initial Results
• E-Verify initial results given within seconds
• Employment Authorized
• SSA Tentative Non-Confirmation
• DHS Verification in Process
• Photo Matching
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Employment Authorized
• Employment Authorized
• Answer under “Employed” or “Not Employed”
• Upload any US Passport, Permanent Resident card, or
Employment Authorization Document
• You’re done!
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Tentative Non Confirmation
• Employee continues to work while the case is being resolved
• Employee responsibility • Resolve the discrepancy within 8 workdays
• Notify HR Contact when resolved
• HR Contact responsibility • Consult with SWS as needed
• Check the case in E-Verify regularly
• Close the case when resolved
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Tentative Non Confirmation
1. Print the TNC Notice and review with the employee
2.a. Employee decides to contest TNC • Print the Referral Letter and give it to the employee
2.b. Employee decides not to contest TNC
• Person cannot be employed
• Contact SWS immediately
3. Indicate decision in I-9Compliance
4. Check regularly for final result
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Tentative Non Confirmation
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Reasons for TNC
• Social Security number (SSN) does not match
• Identification document could not be verified
• Citizenship or immigration status changed
• Name change was not reported
• Name entered on I-9 is different than recorded in
government databases
• Information was not entered correctly in E-Verify
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Verification in Process
• Check I-9Compliance the next day
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Photo Matching
• Intended to detect document fraud
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Photo Matching
• Compare the photo on document to the photo shown on
the screen from
• US Passport or Passport Card
• Employment Authorization Document (I-766)
• Permanent Resident Card (I-551)
• Document mismatch will cause
• Tentative non-confirmation
• DHS referral letter
• USCIS can request photo verification at any time
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Check Dashboard Daily
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Final Results
• Employment Authorized
• Final Non Confirmation
• Person cannot be employed
• Contact SWS immediately
• Upload any US Passport/Passport Card, Permanent
Resident card (I-551), or Employment Authorization
Document (I-766)
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Close the Case
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Upload US Passport, I-766, I-551
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Special Situations
• Remote hires
• Employees waiting for SSN
• Federal Contracts
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Remote Hires
• If other employees in the location
• Temporarily designate an HR Contact
• Complete electronic I-9
• Another university or employer
• Collect paper I-9
• Fax completed form to Records 2-3524
• HR will submit E-Verify
• Original goes to Records J5600
• All steps complete by the third work day
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Waiting for SSN
• Non-citizen with no SSN
• Complete I-9 at hire using zeros
• When SSN received, go to Unprocessed Cases
• Submit E-Verify
• Enter new SSN
• Additional steps
• Return to I-9 Summary to Update SSN
• Update biographical record
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Federal Contracts
• Federal contracts require that all employees be checked
through E-Verify
• Current employee moving to federal contract
• New I-9 and E-Verify by the third work day on the contract
• Do not E-Verify again when contract changes
• Not sure if a contract requires E-Verify?
• Contact Office of Sponsored Projects
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Compliance Reminders
• Complete I-9 and begin E-Verify by the third work day
• Best practice! I-9 and E-Verify before the first work day
• Never before hire
• Do not request specific documents
• Upload a copy of US Passport, I-766, I-551
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Compliance Reminders
• US government uses E-Verify to track compliance
• Forms not completed by third work day
• Expiring work authorizations
• E-Verify requires a reason for late processing
• Hire Date is the first day the employee works for pay
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Do Not
• Use E-Verify selectively; E-Verify must be used for all new
hires
• Influence or coerce an employee’s decision whether to
contest a TNC
• Terminate or take adverse action against an employee
who is contesting a TNC
• Ask for additional documentation after obtaining a TNC for
an employee
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Need to be authorized for I-9s?
• Department adds the person to OHS Contacts System
https://utdirect.utexas.edu/ohs/contacts/list-
contacts/index.WBX
• HR Contact
• HR Contact Delegate
• Pre-employ/ I-9Compliance.com sends welcome email
within 3 to 4 days
• Contacts have immediate access to
• Background Check Administration
• Employee Information System
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Additional Resources
• I-9 Resources on Human Resources webpage • http://www.utexas.edu/hr/manager/hiring/i-9_checklist.html
• Q&A on I-9Compliance.com website
• USCIS website at www.uscis.gov
• I-9 Central
• I-9 Handbook for Employers
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Need Help?
• Records & Onboarding
• 512-471-5127
• Strategic Workforce Solutions (SWS)
• 512-475-7200
• Find Your Rep
• http://www.utexas.edu/hr/hrpro/lookup/
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