I-9 COMPLIANCE with Avionté & MAXIMUS

1. I-9 COMPLIANCEwith Avionté & MAXIMUS

2. Jamie Motley Kitty Leggieri Tax & Payroll Specialist Vice President, Tax Credit and Employer Services Kristine Olson Senior Compliance Analyst

3. Objectives • Why I-9 compliance is important to your business • What I-9 solutions are offered by Avionté • Features of the available I-9 options • How to get more information

4. Agenda • I-9 compliance climate • I-9 using E-Signature Documents powered by Adobe • I-9 using MAXIMUS • Introduction of MAXIMUS • System & features overview • Questions and Answers

5. Disclaimer The information in this session is being presented by Avionté as a general informational and educational service to its clients and prospective clients. This information should not be construed as, and does not constitute, legal advice nor accounting, tax, or other professional advice or services on any specific matter. Participants should consult with their counsel or other professional advisor before acting on any information contained in this webinar. Avionté expressly disclaims all liability in respect to actions taken or not taken based on the contents of this session.

6. I-9 Enforcement

7. Increased Enforcement • Increase in I-9 audits this summer, according to ICE representative. Audit surge started last year, continuing in 2019. • There were 5,981 audits in fiscal 2018 compared to 1,360 the previous year; 6,848 worksite investigations. • The acting director for ICE said that 3282 businesses across the country were asked to submit payroll documents as of this month Source: The New York Times, 7/23/2019, More than 2,000 Migrants Were Targeted in Raids. 35 Were Arrested.

8. Increased Penalties – April 5, 2019 • $10.2M in civil fines in 2018, compared to $7.8M in civil fines for 2017 Technical errors include (but are not limited to): • Use of the Spanish version of the I-9, except in Puerto Rico; • Failure to ensure an individual provides her maiden name, address, or birth date in Section 1; • Failure to ensure the individual dates Section 1 at the time employment begins; • Failure to ensure a preparer and/or translator provide his or her name, address, signature, or date Source: ICE update, 12/11/2018 Source: Equifax, Form I-9 Penalties Increased for 2019

9. E-Signature Document powered by Adobe

10. Adobe Sign Integration

11. Provide access to template Avionté template named : Form I-9 (rev. 07/17/2017) OR Form I-9 with preparer (rev. 07/17/2017)

12. Send Talent Task

13. Send Talent Task • Expand to show list of E-Signature Documents • Select I-9 document

14. Send Talent Task Select the I-9 and click on “Send Request”

15. Talent Notified and Completes Section 1

16. Talent: Task Status • Review status of specific document task • Signature Required = User/employer needs to complete Section 2 of I-9

17. User Complete Section 2 • Clicking on Signature Required link will open Adobe. • User completes Section 2 & signs the form.

18. I-9: Task Completed Once both Section 1 (employee) and Section 2 (employer) are signed, the E-Signature Talent Task will be marked as Complete.

19. Completed Document Saves document in Aero and in the Classic application • Completed and shows audit trail.

20. Search Filters Find Talent with this task. Expand Tasks to filter for: • Task Status • Options for pending talent action, pending recruiter, or completed • Document Type (select I-9) • Dates sent (optional)

21. Reports and Alerts

22. Employee Adobe E-Signature Document Info AQ • AQ available in AviontéCLASSIC • Select I-9 document type • Can show employees missing the form (or not)

23. Alerts Expiring Certifications Counter No I-9 DRM Can alert users, upon employee look up or upon assignment or both, if the employee does not have an I-9 Employment Eligibility Verification present.

24. Facing an Audit

25. Be Prepared for an Audit • Gather requested I-9s within 72 hours (ex. Using Documentation Audit in Aero) • Brush up on the USCIS Handbook for Employers M-274 • Have internal process and training documentation ready • Be prepared to demo your process to the auditor • Pay special attention to employees holding Visas (H1-B, F-1 students, etc.) • Respond to SSA No-Match letters

26. Documentation Audit

27. Granting Audit Permissions Admin > Permissions, Audit Exporting, then add users

28. Documentation Audit

29. Documentation Audit • Select Employer • Select date range • Select document name • Can exclude those that weren’t paid, by placing a check mark in the “Only include documents in which talent received a paycheck” checkbox. 

30. Documentation Audit • There may be a large amount of data transferred when an audit is performed. An estimate of the process size and duration will display. The export will begin processing. When the process is finished, a ZIP file will display in the Active exports area of the page

31. Viewing Files Enter the password that was included with the files in the Active Exports area • The file will open for viewing • CSV file that lists all of the associated documents • A folder per employee, with the listed documents as pdf, along with audit trail

32. E-Verify

33. Determine Account Configuration Users have separate accounts Company shares one account

34. Creating a Case After I-9 is completed, click on the completed Task to initiate E-Verify

35. Creating a Case Review & verify the information gathered on the I-9 Enter the supporting documentation

36. Introducing MAXIMUS

37. About MAXIMUS The leading provider in the consulting and administration of government health and human services programs • Founded in 1975 with the mission “Helping Government Serve the People” • Over 34,000 employees in more than 340 offices in the United States, and international • For-profit, publicly held firm, traded under the symbol MMS on NYSE • Providing I-9 services since 1987, E-Verify upon inception • 97.5% client satisfaction rate over past 30 years • Over 100 years of related collective experience amongst our senior level tax credit staff

38. Electronic I-9 Service Advantages • Data validation and security checks incorporated throughout the system • Pictures of documents • Date validations • Citizenship and list validations • Error messaging • Pre-populated fields for failsafe accuracy • Seamless E-Verify integration • Real-time E-Verify results (automatically transmits to E-Verify; instant notification of employee status)

39. Electronic I-9 Service Advantages • Electronic signature technology • Electronic storage of I-9 forms • Converts existing forms • Meet INS requirements • Provide documentation support • Re-verification of work authorization • Audit support • Immigration council • Integration with USCIS E-Verify program also meets INS requirements

40. I-9: MAXIMUS Electronic I-9

41. Portal Welcome Screen Paperless I-9 System This page can be configured to include manager alerts and updates from MAXIMUS

42. Management Dashboard Paperless I-9 System

43. Document-Matching

44. Image Examples for Signing Managers

45. Enhanced Data Validation Error-Handling Messaging and Hints

46. Enhanced Data Validation Error-Handling Messaging and Hints

47. Enhanced Data Validation Error-Handling Messaging and Hints

48. Paperless I-9 System Digitally Encrypted Signature

49. I-9: MAXIMUS E-Verify

50. Immediate Verification Results