FastFacts Feature Presentation

1. FastFactsFeature Presentation April 12, 2011 • We are using audio during this session, so please dial in to our conference line… • Phone number: 888-651-5908 • Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

2. Today’s Topic We’ll be taking a look at… Form I-9 Processing Updates

3. Today’s Presenter Judy Harvey Sr. Administrator for Leave and Records for the School of Medicine

4. Session Segments Presentation Judy will address upcoming changes to processing a Form I-9 in the TALX system. During Judy’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Judy will answer as many of your questions as time allows.

5. Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. How To View Full Screen

7. Survey Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8. Form I-9 Processing Updates

9. Agenda Today we will: • Discuss Photo Match Requirements for U.S. Passports. • Demonstrate the process for Passport Data Verified status. • Demonstrate the process for Close and Resubmit Case status. • Explain the new SSN Receipt Document Number field.

10. New Photo Match Regulation • As of April 20, 2011, U.S. Passports and Passport Cards will become part of the E-Verify Photo Match Process. • Employees who present an unexpired U.S. Passport or Passport Card will have a status returned of “Photo Match” or “Photo Matching”. • As of December 4, 2010, employees who presented an I-551 (Permanent Resident Card) or an I-766 (Employment Authorization Document) began using Photo Match. • This will continue to be part of this process.

11. Employee Presents Unexpired U.S. Passport or Passport Card I-9 user indicates that a U.S. Passport or Passport Card is being used as the employee’s Section 2 document.

12. Enter Passport Information Accuracy is very important.

13. Complete I-9 Process 1. Verify information 2. Read statement 3. Check the box 4. Click Continue.

14. Photo Match Status E-Verify returns a status of “Photo Matching.” Click Photo Matching.

15. Matching Photos • You must match the DOCUMENT photo with the E-Verify photo. Do not match the E-Verify photo to the employee. Hair color and length, weight, facial hair, and eyeglasses may have all changed from the time the photo was taken. • Click the Yes radio button when: • --The document photo and the E-Verify photo match • --E-Verify is not able to provide a photograph

16. Retaining Document Copy • You will be reminded that the last part of the Photo Match process involves scanning a copy of the document into the employee’s TALX file. Click Continue to move to the next screens to close the case.

17. Completing a Positive Photo Match • E-Verify will return an “Employment Authorized” status The I-9 user will need to click Continue to close the case.

18. Closing a Case—Employee Employed If the employee is currently employed, click the Yes radio button.

19. Closing a Case • When Yes is selected, the screen will display 3 options. • The default option is ‘The employee continues to work after receiving an Employment Authorized result’. If this is the correct response, click the Close Case button. • Choosing option 2, ‘The case is invalid because another case with the same data already exists’ may require a new I-9 to be completed. • Choosing option 3, ‘The case is invalid because the data entered is incorrect’ will require a new I-9 to be processed. Select the appropriate option. Click Close Case.

20. Closing a Case-Employee Not Employed If the employee is NOT currently employed, click the No radio button.

21. Closing a Case-Employee Not Employed • When No is selected, the screen will expand to show 4 options. • There is no default option when No is selected. Select the appropriate option. Click Close Case.

22. Attaching a Document to the TALX Record • Once the case is resolved, you will be prompted to attach the document copy to the electronic I-9. Click History…

23. Attaching a Document to the TALX Record Click Attach File.

24. Attaching a Document to the TALX Record 1. Scan and save the document to your computer. 2. Click Browse and select the file. 3. Enter the document name. 4. Click Save.

25. Non-matching Photos If the document photo and E-Verify photo do not match, select the No radio button.

26. Non-matching Photos • You will be reminded that the last part of the Photo Match process involves scanning a copy of the document into the employee’s TALX file. Click Continue.

27. E-Verify Response to Non-matching Photos • E-Verify will return a “Tentative Non Confirmation” status. • Attach the document copy to the electronic I-9. • Follow the Tentative Non Confirmation process.

28. Uploading a Document Copy to E-Verify • A document copy must be uploaded to E-Verify only when all of the following three conditions are met: • 1. An employee presented a document included in the Photo Match. • --U.S. Passport or Passport Card • --I-766 Employment Authorization Document • --I-551 Permanent Resident Card • 2. The I-9 User indicated that the photo on the employee’s document did NOT match the photo presented by E-Verify. • 3. The employee chooses to contest the DHS Tentative Non Confirmation.

29. Uploading a Document Copy to E-Verify • Follow the Tentative Non Confirmation process for an employee contesting the Tentative Non Confirmation • --Verify employees information • --Print the notice and give it to the employee • --Upload the document to E-Verify. Follow these steps: 1. Scan and save the document to your computer. 2. Click Browse and select the file. 3. Click Continue.

30. Completing the Tentative Non Confirmation Process • Complete the Tentative Non Confirmation process: • --Refer the employee to DHS. • --Print the Tentative Non Confirmation letters. • --Complete the process by returning to the Employee Detail Page. • An employee will have eight business days to contact DHS • Monitor the TALX system for updated status.

31. Passport Data Verified Status

32. Passport Data Verified • “Passport Data Verified” status may occur after a DHS Referral. • When a status of “Passport Data Verified” is returned, there is nothing for the I-9 User to do. This is a non-actionable status. • The I-9 User will need to wait for E-Verify to update the employee to a new status. • Often the updated status will be “Photo Match.”

33. Tentative Non Confirmation and Photo Non Match • The possibility exists for an employee to receive more than one Tentative Non Confirmation. • A Tentative Non Confirmation may be returned for data such as name, birth date, or passport number that does note match. • The employee would correct the situation with DHS, and a status of Photo Matching would be returned. • Then, if the I-9 user indicates that the photos do not match, a second DHS Tentative Non Confirmation will be created requiring an additional set of paperwork and eight day period.

34. Close and Resubmit Case

35. Close and Resubmit Case Status • “Close and Resubmit Case Status” may occur after a DHS Referral. • I-9 User must close the case, using the appropriate closure reason • --Select Yes or No to indicate if the employee is still employed. • --Select the closure option for the employee. • --Click Close Case. • The I-9 User must complete a new I-9 to open another case within E-Verify.

36. SSN Receipt Document Number

37. Addition of SSN Receipt Document Number • A valid List C document is a receipt for a lost, stolen, or damaged Social Security Card. • The I-9 will now require the document number of the receipt rather than the employee’s SSN. • Please note that an SSN Receipt Document is valid for 90 days, after which the employee must present the replacement document to complete the I-9.

38. E-Verify Status Available on TALX Main Menu Indicates current status of E-Verify. Check for future E-Verify down times.

39. Conclusion Today we... Discussed Photo Match Requirements for U.S. Passports. Demonstrated the process for Passport Data Verified status. Demonstrated the process for Close and Resubmit Case status. Explained the new SSN Receipt Document Number field.

40. We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were emailed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants. Q&A

41. Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

42. Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!