form i-9 employment eligibility verification deborah ahlstedt international faculty and staff...

FORM I-9EMPLOYMENT ELIGIBILITYVERIFICATION

DEBORAH AHLSTEDT

INTERNATIONAL FACULTY AND STAFF SERVICES

Basics

See I-9 Manual on IFSS web: ohr.wisc.edu/ifss/I-9.htm

Employer must verify identity and employment eligibility of all new hires, including part-time, students, LTEs, anyone receiving a salary payment, even if just one day

Who must be verified?

Anyone hired after 6 November 1986

Anyone re-hired after a break in service» Includes re-hired annuitants

Not considered break in service Leave of absence

Successive LTE positions

TA, PA and C basis employees returning in the following semester

Exceptions to I-9 Requirements

Independent contractors UW-System document definition:

http://www.uwsa.edu/fadmin/fppp/fppp31.htm

Anyone on a fellowship or scholarship

Zero dollar appointments

Employees working outside the U.S.

Returning from a LOA, layoff, strike or wrongful discharge

Anti-Discrimination Provisions Treat everyone consistently

Give everyone the option to complete the I-9 on or before the start date, but after offer of employment

Don’t request specific documents from employee

Accept documents that meet the requirements and reasonably appear genuine and belong to the employee

Timing

On or before first day of employment, but after offer Employee completes Section 1

If employment is less than 3 days, employer completes Section 2

By third day of employment Employee presents original documents

Employer completes Section 2

Must meet time frame even if employee not in Madison Designate other to do paper I-9

Retain I-9 one year after termination or three years after hire date, whichever is LATER

Documents

All must be unexpired

Social Security card and number

Must be card, not SSA printout

Can’t use card that says “Not valid for employment”

Card with “Valid only with USCIS employment authorization” – need other work authorization document

Can’t start with “9” – not SSN

Not required except for E-Verify

Visa vs. status

Advantages of Electronic I-9

Once an employee is in the system, no new I-9 to change from one department to another, and/or for dual appointments

No need to copy documents except for E-Verify – email to IFSS

Automated 90 day email alerts of expiring work documents

Automated purging of I-9 forms for terminated employees per DHS retention rules

Error-detection & guidance, almost error proof

Virtually Eliminates Errors

Only permits entry of documents that relate to the citizenship status in Section 1.

Detects and alerts about:

Missing required information such as birth date, document number, issuing authority, expiration date, employer address etc.

If SSN in Sections 1 and 2 do not match.

Expired documents

HireRight System

All users have individual login

IFSS “Super Users” for changes, additions, deletions of users

All users can complete/view any UW I-9

Divisions have extra permissions to run reports, delete, override delete

IFSS can change permissions as necessary

E-Verify

Must do electronic I-9 plus electronic verification in EV

IFSS will continue to do all EV

Ignore slide and system references to EV – not enabled for UW

Dept. must do electronic I-9, email IFSS and attach documents used

Both new hires and current employees assigned to contract

List A or B docs must have photo

Section1- Employee Info

Employee completes on or before first day of work

One of the four boxes must be checked

3 and 4 require additional information from employee

» 3 - must give Alien number

» 4 - must give admission/departure/I-94 number

Employer checks that all blanks are complete

Must give SSN if on E-Verify contract; not required otherwise

Any additions/changes must be done by the employee

I-9 Solution for EnterpriseSelect the I-9 Forms menu option to initiate I-9 actions and activities.

Manage I-9 Forms

HireRight Proprietary & Confidential

Manage I-9 Forms

Click NEW to Initiate an I-9 Task

I-9 Menu Options Defined

Invite Employee: Used to initiate the completion of the Electronic I-9 form

E-verify Check: Used to instantly verify employment eligibility with the DHS

Kiosk Mode: Used when the Employee will complete the Electronic I-9 onsite

Upload I-9 Form: Used to upload a pdf file containing I-9 form(s) and supporting documentation


Invite Employee: Employee Info

1. Select Invite Employee (known as Electronic I-9)

2. Employer enters employee’s First and Last Name, email address

*Be sure to use University of Wisconsin default letter

3. Select Location from drop-down

4. Click SubmitEnables the completion of Section 1 after offer of employment is accepted which may be prior to the first day of employment

Optional


1

2

3

4

Confirmation

This message appears to confirm the email was sent

Manage I-9 Forms

Click NEW to Initiate an I-9 Task

Kiosk Mode supports Two Access Options

1. Send an email to the Employee for access

-or-

2. Provide Kiosk Link

**Can be saved on desktop for instant access each time a new employee needs to create an online user ID to access and complete the electronic I-9 form

1

2

Employee Notification

Employee uses the web link, user ID, and password provided in email


Employee Login

Employee Instructions

Helpful Features for Employee

Instructions from both DHS USCIS and HireRight

List of Acceptable Documentation

List A documents

Lists B & C documents

Live Chat access to HireRight Customer Support 24/5


Electronic I-9

Employee completes Section 1 of the I-9 online


Completion of Section 1

Citizenship status will pre-designate what documents are acceptable from the Employee when the Employer is completing Section 2 of the I-9 form online

NOTE: The Alien #, SSN, and other details required from the employee are driven off the citizenship status selected.


Electronic Signature and Confirmation


Employee checks off three boxes agreeing to statements and Electronically signs to complete Section 1 of the I-9 form online.

If a Preparer/Translator is Used:

HireRight provides the option to capture vital information on a preparer or translator, in the event it is applicable• Ex. Employee does not read/write English


Employee Confirmation

Completion of Section 1 sends an email to Section 2 completer (Original Requestor or Hiring Manager, if any)

List of Acceptable Documents can be viewed here

Section 2 – Document/Employer Info

Within 3 days of start date, employee presents original document(s) 1 from List A or 1 each from List B and List C

Employer inspects documents Appear genuine Relate to person presenting them Appear on USCIS list of documents Are unexpired Confirm employee’s statements in Section 1

Must terminate employment if cannot present original document(s) or receipt within 3 days

Employer NotificationEmployer is notified via email Section 1 is complete

Employer/Hiring Manager can use the link to login and view the Employee’s I-9 and Complete Section 2


Employer Access to I-9 Form

1. Select Manage I-9 from left hand menu of your account

2. Select Pending Employer tab to access and complete Section 2

(Designated Hiring Manager will access the I-9 through the link in the email)

Employer Access to I-9 Form - continued

Click Applicant Name to Select

Right-click or use More Options drop-down menu to

Verify I-9 Docs

Viewing the Completed Section 1

Review for accuracy against documentation provided by Employee (ex. Name matches ID)

Citizenship status selected will drive acceptable documentation Only documents matching citizenship can be accepted.


Completion of Section 2Click Employer Review & Verification to complete Section 2

Select List A or List B & C


Employer Completion

Complete required fields

Check off 3 statements

Confirm Employee Start Date is CORRECT

Review your contact information for accuracy

Electronically Sign

Confirmation

You will receive a confirmation message after successfully completing Section 2

You may see a warning if you completed prior to Employee’s Start Date – this is to advise that E-verify will not begin until actual Start Date

Receipts

No receipt if working less than 3 days

Receipt for lost, stolen or damaged document from state or Federal agency

Underlying work authorization must be valid

Enter receipt information in appropriate list, expiration date 90 days from receipt date

Employee has 90 days to present new original document; otherwise must terminate

Complete Section 3 with final document info

Section 3 – Updating and Reverification

Updating – rehire after break in service Original I-9 under 3 years old and already in HireRight system

No need to update for sporadic services but no termination

Date of rehire, signature, date

If not in electronic system, do new I-9 in system and then can use Section 3

Re-verify I-9 Form

Completing Section 3 is also known as reverification

1. Search for Employee in I-9 dashboard*

2. Select Re-verify I-9 Form

* Default account view and search setting is one month

Completion of Section 3• Completing Section 3 is also known as reverification

• Process for documenting the updated I-9 information

• Does not initiate an electronic verification (E-verify)


Section 3 Reverification

Must reverify if work authorization has expiration date

US citizens and PRs never need to be reverified

New green cards have expiration date but PR doesn’t expire

Expired card not valid for initial verification

Must reverify prior to expiration date of original work authorization

Employee must bring new document

Must terminate if no new work authorization

First reverification of current employeeReview existing I-9(s) for accuracy & completeness, correct if necessary

Copy I-9(s), X out DOB and all but last 4 digits of SSN on copy

Scan and upload edited copy of I-9(s) in one PDF

– Do NOT scan and upload documents

Employee presents new work authorization document

Complete Section 3 Reverification

Retain original paper I-9(s) for required retention period

Once in system, there are multiple Section 3s for future reverifications

Upload and E-verify Check

HireRight integrates the capability to both Upload I-9 documents and select for an E-verify check to occur in one step.

1.Select Upload I-9 docs

2.Check off E-verify check

3.Upload PDF file of scanned doc(s)

4.Complete required fields

5.Click Upload

2

3

5

Required fields are noted with a red asterisk

Scanning and Uploading I-9

Never upload supporting documents

System doesn’t detect errors except expired documents and conflict between citizenship status in Section 1 and document(s) in Section 2.

Also must manually enter into system: Name Employment start date Date of birth SSN Citizenship status Alien number (if applicable) Admission number (if applicable) Document title (all, if more than one) Document expiration date (all, if more than one)

Completion of Section 3• Completing Section 3 is also known as reverification

• Process for documenting the updated I-9 information

• Does not initiate an electronic verification (E-verify)


Sources of Assistance

I-9 Requirements and Documents and basic system functionality Deborah Ahlstedt

» [email protected]

Jennifer Taylor» [email protected]

System Functionality – HireRight Resources on left screen

» Job Aids, FAQs, online tutorial

Contact HireRight Customer Support with Questions

Toll Free: 866-521-6995

Hours: Sunday 5:00 pm Pacific - Friday 9:00 pm Pacific

form i-9 employment eligibility verification deborah ahlstedt international faculty and staff...

Documents

employee slide

day slide

status slide

necessary slide

later slide

employment card

day of employment employee

error proof slide