I9 Administrator

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I-9 Administrator Training
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Welcome Introduction

• Training Team
• I-9 Express System
• Key System Benefits
• Streamlines manual, paper driven process
• Ensures compliance with new E-Verify legislation
• Timely and accurate completion of the Form I-9

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Objectives

• Understand the importance of proper completion
  of the I-9 Form
• Gain knowledge on E-Verify concepts
• Be comfortable using the online I-9 form
• Know what help options are available
• Understand employment status responses and
  appropriate action
• Prepare for implementation and transition
  timeline

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Training Agenda

• Employment Eligibility Verification (I-9) Form
  Review
• Key Concepts of I-9 Process
• Introduction to the Electronic I-9 Process
• New Employees Process
• I-9 Administrators Responsibilities
• E-Verify Process
• Questions and Answers

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Employment Eligibility Verification (I-9) Form

• Purpose of the Form
• Completion of the Form
• Section I Employee
• Section 2 - Employer
• Section 3 Reverification and Rehire
• Acceptable Document Review
• Compliance Reminder

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Acceptable Document List
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• Compliance
• Timely I-9 Completion
• 3 day rule
• Receipt Rule
• Social Security Card/Number
• Completing SSN box in Section 1
• E-Verify submission requirement

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• Compliance
• Social Security Cards/Numbers
• Internal Revenue Codes
•  31.6011(b)-2
• 301.6109
• Employee requirements
• Employer requirements
• Department Procedures to obtain SSN

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Key Concepts of New I-9 Process
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New Electronic I-9 Process

• All I-9s will be completed online and will remain
  electronic viewable documents.
• New Employees completing Section 1 of the I-9 on
  or before their first day of work.
• I-9 Administrator will view their identification
  on day one, access the Employer I9 site, and
  complete Section 2.
• The system will automatically put them through
  the E-Verify program.
• Paper copies of employees identity and work
  authorization documents should not be made!

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Employee Site

• Allows the completion of Section 1 of I-9 form
  24X7
• Can complete the I-9 form prior to start date of
  work
• Prior to completing Section 1, employee will
  need to know
• The work location (college or admin unit)
• The U of M Employer code

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New Employee Process Step 1

• Provide the template letter to the employee
  indicating the link to access the I-9 site.
• Employee site linked on OHR Self Service
  (hrss.umn.edu)
• The U of MN Employer Code is 13636

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New Employee Process Step 2

• The next page will prompt the employee to enter
  the text that
• appears in the box this is for added security.
  
• Click Continue.

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New Employee Process Step 3

• Section 1 of the I-9 form appears on the screen.
• In the text boxes provided, the employee enters
  the information as requested.

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New Employee Process Step 4

• The employee will select the appropriate
  Citizenship Status option.
• If Lawful Permanent Resident or Alien Authorized
  to work is selected, required information such
  Alien number or I-94 number must be provided.
• Click Continue - A message will appear at the top
  of the page if any information was missed and all
  missing fields will be highlighted in green.

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New Employee Process Step 5

• The new hire will review the information they
  have entered
• They will click the button for electronic
  signature

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Electronic Signature Statement

• Here is a larger image of what the new hire is
  attesting to when they
• electronically sign their I-9

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New Employee Process Step 6

• The new hire is presented with a link if they
  wish to print the I-9. Note The SSN is masked
  for their protection.
• The new hire will receive a customized list of
  documents needed for the completion of Section 2.
• The list of documents varies according to the
  citizenship status that they entered in Section 1
  of the I-9.

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Link to Print and List of Documents
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New Employee Process is complete!

• The new employee has now completed Section 1 and
  logs out.
• They will bring identification that shows their
  identity and authorization to work in the United
  States with them on their first day of
  employment.
• If they bring in a copy of their completed
  Section 1, have them keep it for their records.

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I-9 Administrator Responsibilities

• The new hire will present their identification on
  their first day of work.
• Employer web site located on OHR Managers
  Toolkit
• Log on to Employer website to complete Section 2
• www.i9express.com

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I-9 Administrator Responsibilities

• On the main page, enter the employer code 13636
  for the University of Minnesota in the Employer
  Name or Code box
• Click go

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I-9 Administrator Responsibilities

• To log on, you must enter your USER ID
  (University employee id) and Password.
• Your initial password is the last 4 digits of
  your social security number followed by the 4
  digit year of your birth.
• You will be prompted to change your password upon
  initial logon.

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Quick Search Box
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I-9 Administrator Responsibilities

• Enter the Start Date.
• The Location is shown based on the selection used
  in completing Section 1.
• Select the set of acceptable documents from the
  dropdown menu that were presented to you.
• Click continue.

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I-9 Administrator Responsibilities

• You will now be entering the data from the ID
  into the system
• The Issuing Authority is typically on the
  document provided (SSA, State DMV, etc).
• Enter the document number along with an
  expiration date (if applicable).
• Click continue.

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I-9 Administrator Responsibilities

• IMPORTANT If an employee terminates before the
  I-9 is complete, select the radio button to
  indicate this and click continue and follow
  system instructions

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I-9 Administrator Responsibilities

• On the Employer Review Page, it is critical to
  review the information that
• you have entered this is your opportunity to
  correct any errors.
• You will electronically sign, by clicking the
  check box and re-enter your password
• Click continue.

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I-9 Administrator Responsibilities

• The Employee Detail Page will display this lets
  you know if you
• have successfully completed the I-9.

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I-9 Administrator Responsibilities

• What happens next?

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The E-Verify Process Runs
Employer Electronically Signs Section 2

E-Verify System
Social Security Administration Database
Department of Homeland Security Database
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E-Verify

• Employers have the additional responsibilities of
  ensuring the employee has been authorized to
  work by Department of Homeland Security.
• Review the information provided at the bottom of
  the page - under status.
• It must say Employment Authorized for the
  process to be complete.

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E-Verify

• If Employment Authorized does not appear..
• Steps to take if you see a SSA Tentative
  Non-Confirmation
• Review the Completed I9 with the new Employee to
  see if any information was entered incorrectly.
  Review the employees options.
• If a mistake was made on the completed I9, click
  on Resolve Case, Invalid Query and employee
  complete a new I9.
• If no mistake is found, review the Not Contest
  and Contest options (see next page). Not Contest,
  employee decides not to challenge the SSA
  findings, click on Not Contest follow system
  through.
• If everything is correct and the employee wishes
  to Contest, click on contest and print copies of
  the letters for the employee.
• Review letters with employee and click on
  the check box and then SSA Referral.
• Critical The employee MUST be allowed to work
  through this time as if nothing has happened.
  They must not be subject to any different
  treatment because of this issue!

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E-verify

• The employee has the option to contest or not to
  contest the findings.
• Again, be sure to review the options with the
  employee and click the appropriate button

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Not Contesting Process

• Click the Not Contest button.
• Follow steps 1-4.
• Click the Correct Resolution followed by the
  Resolve button.

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Contesting Process

• If the employee choose to contest the findings,
  select the Contest button.
• Follow steps 1- 4.
• Click the SSA Referral Button. Again, you must
  provide the employee with copies of the letters
  and review them.
• Reinforce the employee has 8 government working
  days to resolve this issue. For the SSA TNC
  Notice, the employee must visit the SSA office.

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Contested Results

• When the employee returns
• I-9 express will automatically be updated with
  the next response from E-Verify.
• Access the I-9 Express link, and click on
  e-verify issues from the Quick Search box.
• Click the Employee record.

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E-Verify

• If the submitted I-9 receives a DHS tentative
  nonconfirmation (TNC), again, review and provide
  copies of the letters to the employee.
• Click on the appropriate button.
• With a DHS TNC, the employee must call the DHS
  office. Visits are not allowed.

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Help Functionality

• I9 Express provides an excellent help section for
  your convenience.
• Use the tabs on the left to navigate to the Help
  page.
• Hands-on help with open labs.

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Online Help Open Lab Dates and Times

• Labs held in Room 255 WBOB
• Friday, April 17 1000-1200 Wednesday, April 29
  830-1030 Wednesday, May 13 100-300 Tuesday,
  May 26 100-300 Wednesday, June 10 100-300
  Thursday, June 25 830-1030 Thursday, July 16
  100-300 Tuesday, July 28 830-1030

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Implementation and Transition Timeline

• Go-live date Monday, May 18, 2009
• Units expected to use I-9 Express for new hires
  once access has been granted.
• If not processed online, Central Payroll will
  continue to accept paper I-9s for start dates
  through Friday, May 29th.
• June 1st Paper I-9s NOT accepted for start
  date of June 1, 2009 or beyond!!

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• Questions???