1 Electronic I-9/E- Verify Instruction Manual Electronic I-9/E-Verify Instruction Manual Updated 12/3/2015
2 PART I Completing Section 1 of the I-9 1. The new hire logs into the system using the link provided to them by their hiring manager: a. specific url will be provided 2. The new Employee is brought to the Home screen of the hire s portal. The new Employee will be prompted to enter the hiring location number. Then click Next 3. After selecting location number, step-by-step instructions appear for completing Section 1. a. The instructions and acceptable documents are available at the bottom of the screen for the Employee to view. They will open in a separate window. 4. At this point, the new Employee can also choose to view the I-9 instructions and documents in English or Spanish (Default is English). All I-9 forms must be signed in English as required by law, unless the location is in Puerto Rico. Locations outside of Puerto Rico by selecting Spanish, the I-9 will be shown in both English and Spanish for the ease of the Employee.
3 5. The new Employee then creates a Username and Password. The portal will assist in creating a secure password by showing the required character types. This Username and Password can be used later if it is necessary for the Employee to make corrections to Section One. 6. Next, the Employee will choose whether they will be using a Preparer or Translator to assist them with Section 1 completion. If the Employee chooses to use a preparer/translator, please refer to the Preparer/Translator in Section II of this manual.
4 7. The Employee must read through the Anti-Discrimination and Privacy Act notices. The Employee will select Next at the bottom of the screen to start Section 1 of the I Section 1 of the actual I-9 is now open to the new Employee to complete, by clicking into the fields that follow below. (Throughout completion of Section 1, the Employee will find that, if an error occurs, hints and corrections will appear in red next to the place of the error. For example, if the Employee enters for their date of birth as today s date; the system will show a message asking them to correct the date of birth.) a. Zip code: Entering the zip code will automatically pre-populate the city and state i. The Employee will still have the opportunity to change the City and the State even if prepopulated by the solution. b. Date of Birth and Social Security Number: The new hire enters their date of birth and their Social Security Number. See image on next page
5 i. When the Employee exits the Social Security Number field, the system will ask to Please Confirm the SS is Correct to Proceed, to help the new employee avoid a common error. If the number is entered incorrectly and discovered later in the process during Section 2 completion, the new employee will have to start the entire process all over. The I-9 is locked down once the new Employee signs the form.
6 ii. Citizenship: All employees must attest in Section 1 to their citizenship or immigration status by checking one of the four boxes provided on the form. They are: A Citizen of the United States of America A Noncitizen National of the United States-Persons born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad. A Lawful Permanent Resident -Any person who is not a United State Citizen who resides in the United States under legally recognized and lawfully recorded permanent residence as an immigrant. An Alien Authorized to work- Any person who is not a citizen or national of the United States, or a lawful permanent resident but are authorized to work in the United States check this box.
7 Based on the citizenship status selected below, the employee is required to provide additional information. If the employee selected Alien Authorized to Work, they are now required to provide their work authorization expiration date, Alien number/i-94 number and, if applicable, their passport information. 9. The next step is for the new employee to sign their portion of the I-9, using the electronic signature button. Once they select the button, they will read the attestation and then electronically sign the I-9 by selecting the Electronic Signature button.
8 The Preparer /or Translator section is only completed when another person if Section 1 was prepared and completed by a person other than the employee. Preparer/Translator Section 1. If the employee selects Preparer/Translator, the employee should select Next to continue the I-9 process. The employee and/or the Preparer/Translator read through the Anti-Discrimination and Privacy Act notices. They will select Next at the bottom of the screen to start Section 1 of the I The employee and/or the Preparer/Translator should now complete Section 1 of the I When all of the required data entry is complete, the Preparer/Translator enters in their name and address in the Preparer/Translator Fields, and selects Click Here to Create Your Electronic Signature.
9 4. The Preparer/Translator creates and confirms a password based on the character requirements and then selects Click Here to Create Your Electronic Signature.
10 In some instances, the employee may not physically be able to electronically sign the I To bypass the employee signature, click Cancel on the Employee Signature screen. Section 1 of the I-9 is now complete.
11 PART II Completing Section II of the I-9 (Hiring Manager) 1. The hiring manager selects Process I-9s from the manager portal home screen. 2. The hiring manager is brought to the manager s dashboard. If the hiring manager has access to more than one location, the manager enters the location they will be working on; however if the manager has only access to one site, the solution will automatically bring them to the correct location. The hiring manager can access the I-9 record completed by the new employee, for Section 1 review and Section 2 completion, by clicking Manager s Signature. 3. The new employee s I-9 opens, and the hiring manager will see the completed Section 1. (Section 2 is greyed out and no changes can be made once the employee signs.) The hiring manager is presented with instructions upon completion of Section 2 of the I-9. Once reviewed, the manager clicks Next to proceed with Section 2 of the I The hiring manager will scroll down to Section 2, where they will receive some pop-up hints and tips for recording the documents. a. Pop-up hints and tips include any document under List A.
12 b. The hiring manager can opt to further click on the magnifying glass icon to view a pop-up PDF of what a U.S. Passport and/or other List A documents should look like. 5. The hiring manager will request from the employee the documents they wish to present for completion of the I-9. [The hiring manager should never request a specific document(s); rather, they should allow the employee to determine what document(s) to use, based on the list of acceptable documents.] a. List A Documents Only one document is required if a document is used from List A b. List B documents Must also be accompanied by a document under list C.
14 6. Upon recording the documents, the manager will be required to select Document Title, Issuing Authority, and enter document number and expiration date. a. The example below shows and Alien Card being recorded, where the manager has made an error in the Document Number field. b. The Gold hint bar above the lists provides guidance to the manager and indicates document requirements. c. Once the error is corrected, the error message will disappear from the applicable field. d. T The example below shows the guidance provided when a Social Security Card is used, and an example of a Restricted Social Security Card.
15 7. The hiring manager enters the certification date. This date must match the hire date in payroll. 8. The hiring manager then electronically signs Section 2. Because the hiring manager is already logged into the system, a password is not required. 9. Upon signing Section 2, the screen will return to the manager s dashboard. This completes the I-9 process. Upon signing, the completed I-9 is automatically pushed to E-Verify (where applicable). If you re an E- Verify participating unit, please see the E-Verify section IMMEDIATELY BELOW for next steps.
16 PART III E-Verify Section 1. If the unit is participating in E-Verify after the manager enters in the certificate date the system will determine if the I-9 is being completed beyond the 3 day requirement. If not then the system will have the manager go to the signature step if it is done after the 3 days: a. If the I-9 is being completed outside the 3-day requirement, a reason for the delay will be required. The solution will provide a list of reasons from which the manager will need to choose. 2. Upon the signature of the manager, the I-9 information is sent to United States Citizenship and Immigration Services (USCIS), which works with both the Homeland Security Administration and the Social Security Administration to confirm the work authorization of the individual. In around 5% of the cases USCIS will send back results requiring further action of both the manager and the employee. Most of the cases where USCIS request further actions are due to human error most commonly the date of birth or name entered incorrectly. It is important that the manager and employee enter all information correctly. The results from E-Verify can include: 1. Employment Authorized- The information match SSA & DHS systems and no further action is required. 2. SSA or DHS Verification Incomplete-Reverify Required (also referred to as a Pre-TNC). The information sent to E-Verify does not match. USCIS is requesting that the manager and employee verify the accuracy of the data that was entered into the I SSA or DHS Tentative Nonconfirmation (also referred as a TNC)-The information sent to E-Verify does not match. The employee must decide to contest or not contest the results from USCIS. 4. SSA or DHS Verification Incomplete-Photo Confirmation Required (also referred to as Photo Match)-E-Verify requires the manager to review the photo returned through the solution and the
17 document presented and confirm the photos match. SSA or DHS Verification Incomplete To avoid an unnecessary TNC, E-Verify in many cases will request that the employee and manager review the data, thus, if an error was found, it can be corrected and resubmitted to E-Verify to avoid a TNC. When a confirmation of data request is made on the I-9 portal, the hiring manager and employee will be presented with the following actions: o The I-9 platform will display the data entered on the I-9 that was sent to E-Verify. The manager and employee will review together the accuracy of the data. o If accurate, select data correct and the system will update E-Verify. The next status from E- Verify may be a TNC. (See below for steps to handle a TNC.) o If not accurate, select data incorrect. The system will automatically notify E-Verify that the data is incorrect and require a new I-9 be completed. The manager and employee will complete a new I-9 from the incomplete section on the I-9 portal. Tentative Non Confirmation (TNC) The manager will notify the employee of the TNC status. The employee will choose either to contest or not to contest the TNC through the portal. If the employee chooses not to contest, the employee and manager will electronically sign the TNC. See below for steps on how to electronically complete the TNC process on the portal.
18 Please note: If the employee chooses to NOT CONTEST, you are expected to terminate the employee. Please contact your corporate human resources department. If the employee chooses to contest, the employee and manager will be guided to electronically sign the TNC forms. The employee must select how they would like to view the TNC/Referral Notices. The employee must select how they would like to view the TNC/Referral Notices. These options are view only, as the output will be in English. The employee is presented with instructions on electronically signing the TNC and referral notice. Once done, the employee should select Next. The employee also has the option of viewing the forms in other preferred languages, via the instructions page. Once done, the employee should select Next.
19 The notices will appear for the employee to review. The employee selects My Electronic Signature to sign the forms. The employee should create and confirm a password to electronically sign the form. Please note it is not required that the Employee uses the same password they created for the I-9 process the system will accept a new password. Once the password is confirmed, the Employee should click Electronic Signature to sign the forms.
20 Once the forms are signed, the employee is presented with instructions to alert the manager of the signed form. The manager selects Next to electronically sign the forms. Please note the manager will not need to enter a password as they system recognizes the manager from their login
21 Once the forms are signed by the manager, the status changes to SSA Referral Initiated. The manager should select Print PDF to provide the employee with the electronically signed notices. Please note that is required that the manager provides the hard copy of the instructions/referral letter to the Employee. Once the forms are printed, the manager can select close window. The manager will notice on the portal that the Required Action button has changed to No Action Required. Manager should monitor the portal daily; E-Verify will update the status within 10 Government working days. Photo Confirmation o For the following documents, E-Verify will require the manager to match the photo on the document against the photo provided by E-Verify: 1. United States Passport/Card 2. Permanent Resident Card/Resident Alien Card 3. Employment Authorization Card
22 o The manager will compare the photo on the ID to the photo presented by E-Verify to determine if they match. *Reminder: The manager must keep a copy of these documents. See your human resources department for further instruction. o o If the manager determines and selects that the photo does not match, the next step will be a TNC (Refer to the TNC section of this manual). If the manager determines and selects that the photo does match, E-Verify will update the response with the following results: Employment Authorized - The discrepancy has been resolved and the person is considered authorized to work by E-Verify. Tentative Nonconfirmation Additional Verification Needed E-Verify is still reviewing the case and check back daily for a response. Statuses that will be returned by E-Verify: o Once the TNC process is complete, E-Verify will respond (Usually within 10 Government working days) with the updated status: Employment Authorized- The discrepancy has been resolved and the person is considered authorized to work by E-Verify. Additional Verification Required-E-Verify is still reviewing the case and check back daily for a response. Final Nonconfirmation- The discrepancy was not resolved and the employee is not authorized to work per E-Verify. DHS No Show- Same as Final Nonconfirmation status, employee did not contact the agency within the specified period and thus was issued Final Nonconfirmation. o Final Nonconfirmation process 1. The manager should click Action Required to access the record and begin the FNC process.
23 2. The manager should read and review the FNC information provided, and click Print PDF to review and print the notices, if needed. 3. The manager should choose the reason that matches the outcome from the dropdown menu. 4. Once the manager has selected the case closure type from the drop-down menu, they should click Case Completed to submit the closure type. a. In some cases, the manager may have to review the case closure type with corporate HR before making a selection. 5. Once the FNC process has been completed on the portal, the manager should contact corporate HR to obtain the termination process.
24 PART IV Reverification of an I-9 1. If an employee is hired with documentation that has temporary work authorization, it is required by law that, by the date of expiration, the hiring manager verifies that the employee has updated work authorization. There are two ways a manager can complete this reverification: a. A new I-9 can be completed this will be required if an electronic I-9 was not completed originally after May 2013 (which is when the current I-9 version went into law by USCIS. See Section1 and Section 2 on how to complete a new I-9. b. Section 3 of the I-9 can be completed this will only be available if an electronic I-9 was completed after May 2013 and where Section 3 was not previously completed i. If updating Section 3, the manager should click Complete Section 3 and scroll down ii. Under Document Title, the manager will select the appropriate document, then record the document number and new expiration date of the document. After all of this information is entered, the manager should select Manager Signature to complete Section 3 of the I-9 Verification of Documentation when a receipt is used To update an I-9 using a receipt, the employee must complete a new I-9 upon presenting replacement documents. See Section1 and Section 2 on how to complete a new I-9. Resolving an incomplete I-9 Reviewing the completed I-9 for accuracy is part of the services MAXIMUS provides. If there is an error detected on the I-9 form, MAXIMUS will move the I-9 to the incomplete section of the portal for the manager (and when necessary, the employee) to fix the mistake. This will require a new I-9 to be completed. See Section 1 and Section 2 on how to complete an I-9.