FORM I-9 EMPLOYMENT ELIGIBILITY VERIFICATION

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FORM I-9EMPLOYMENT ELIGIBILITYVERIFICATION

• DEBORAH AHLSTEDT
• INTERNATIONAL FACULTY AND STAFF SERVICES

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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

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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

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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

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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
• Dont request specific documents from employee
• Accept documents that meet the requirements and
  reasonably appear genuine and belong to the
  employee

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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

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Documents

• All must be unexpired
• Social Security card and number
• Must be card, not SSA printout
• Cant use card that says Not valid for
  employment
• Card with Valid only with USCIS employment
  authorization need other work authorization
  document
• Cant start with 9 not SSN
• Not required except for E-Verify
• Visa vs. status

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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

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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

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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

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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

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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

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I-9 Solution for Enterprise

• Select the I-9 Forms menu option to initiate I-9
  actions and activities.

Manage I-9 Forms
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Manage I-9 Forms

• Click NEW to Initiate an I-9 Task

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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

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Invite Employee Employee Info
1

• Select Invite Employee (known as Electronic I-9)
• Employer enters employees First and Last Name,
  email address
• Be sure to use University of Wisconsin default
  letter
• Select Location from drop-down
• Click Submit

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Optional
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Enables the completion of Section 1 after offer
of employment is accepted which may be prior to
the first day of employment
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Confirmation

• This message appears to confirm the email was sent

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Manage I-9 Forms

• Click NEW to Initiate an I-9 Task

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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

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1
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Employee Notification

• Employee uses the web link, user ID, and password
  provided in email

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Employee Login
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Employee Instructions
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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

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Electronic I-9

• Employee completes Section 1 of the I-9 online

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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.

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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.

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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

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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
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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 employees statements in Section 1
• Must terminate employment if cannot present
  original document(s) or receipt within 3 days

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Employer Notification

• Employer is notified via email Section 1 is
  complete
• Employer/Hiring Manager can use the link to login
  and view the Employees I-9 and Complete Section 2

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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)

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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

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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.

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Completion of Section 2

• Click Employer Review Verification to complete
  Section 2
• Select List A or List B C

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Employer Completion

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

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Confirmation

• You will receive a confirmation message after
  successfully completing Section 2
• You may see a warning if you completed prior to
  Employees Start Date this is to advise that
  E-verify will not begin until actual Start Date

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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

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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

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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

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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)

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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
  doesnt 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

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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 copy of 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

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Upload and E-verify Check

• HireRight integrates the capability to both
  Upload 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

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3
Required fields are noted with a red asterisk
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Scanning and Uploading I-9

• Never upload supporting documents
• System doesnt 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)

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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)

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Sources of Assistance

• I-9 Requirements and Documents and basic system
  functionality
• Deborah Ahlstedt
• dahlstedt_at_ohr.wisc.edu
• Jennifer Taylor
• jtaylor_at_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 500 pm Pacific - Friday 900 pm
  Pacific