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FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION

FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION. DEBORAH AHLSTEDT INTERNATIONAL FACULTY AND STAFF SERVICES. Basics. See I-9 Manual on IFSS web: ohr.wisc.edu/ifss/I-9.htm

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FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION

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  1. FORM I-9EMPLOYMENT ELIGIBILITYVERIFICATION DEBORAH AHLSTEDT INTERNATIONAL FACULTY AND STAFF SERVICES

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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

  13. I-9 Solution for Enterprise Manage I-9 Forms Select the I-9 Forms menu option to initiate I-9 actions and activities. HireRight Proprietary & Confidential

  14. Manage I-9 Forms Click NEW to Initiate an I-9 Task

  15. 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 HireRight Proprietary & Confidential

  16. Invite Employee: Employee Info 1 2 Optional 3 Enables the completion of Section 1 after offer of employment is accepted which may be prior to the first day of employment 4 Select Invite Employee (known as Electronic I-9) Employer enters employee’s First and Last Name, email address *Be sure to use University of Wisconsin default letter Select Location from drop-down Click Submit HireRight Proprietary & Confidential

  17. Confirmation This message appears to confirm the email was sent

  18. Manage I-9 Forms Click NEW to Initiate an I-9 Task

  19. Kiosk Mode supports Two Access Options • Send an email to the Employee for access • -or- • 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 2 1

  20. Employee Notification • Employee uses the web link, user ID, and password provided in email HireRight Proprietary & Confidential

  21. Employee Login

  22. Employee Instructions

  23. 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 HireRight Proprietary & Confidential

  24. Electronic I-9 • Employee completes Section 1 of the I-9 online HireRight Proprietary & Confidential

  25. 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. HireRight Proprietary & Confidential

  26. 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. HireRight Proprietary & Confidential

  27. 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 HireRight Proprietary & Confidential

  28. 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

  29. 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

  30. Employer Notification Employer 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 HireRight Proprietary & Confidential

  31. Employer Access to I-9 Form Select Manage I-9 from left hand menu of your account Select Pending Employer tab to access and complete Section 2 (Designated Hiring Manager will access the I-9 through the link in the email)

  32. 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

  33. 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. HireRight Proprietary & Confidential

  34. Completion of Section 2 • ClickEmployer Review & Verification to complete Section 2 • Select List A or List B & C HireRight Proprietary & Confidential

  35. Employer Completion • Complete required fields • Check off 3 statements • Confirm Employee Start Date is CORRECT • Review your contact information for accuracy • Electronically Sign

  36. 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

  37. 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

  38. 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

  39. Re-verify I-9 Form Completing Section 3 is also known as reverification Search for Employee in I-9 dashboard* Select Re-verify I-9 Form * Default account view and search setting is one month

  40. 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) HireRight Proprietary & Confidential

  41. 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

  42. First reverification of current employee Review 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 copyof 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

  43. Upload and E-verify Check 2 3 Required fields are noted with a red asterisk 5 HireRight integrates the capability to bothUpload I-9 documents and select for an E-verify check to occur in one step. Select Upload I-9 docs Check off E-verify check Upload PDF file of scanned doc(s) Complete required fields Click Upload

  44. 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)

  45. 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) HireRight Proprietary & Confidential

  46. Sources of Assistance • I-9 Requirements and Documents and basic system functionality • Deborah Ahlstedt • dahlstedt@ohr.wisc.edu • Jennifer Taylor • jtaylor@ohr.wisc.edu • 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

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