Transcript FastFacts Feature Presentation

Slide 1
FastFacts
Feature Presentation
December 1, 2010
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-468-2134
Participant code: 182500
© 2010 The Johns Hopkins University. All rights reserved.
Slide 2
Today’s Topic
We’ll be taking a look at…
Changes to the TALX I-9eXpress
e-Verification Process
Slide 3
Today’s Presenter
Judy Harvey
Sr. Administrator for Leave and Records
Slide 4
Session Segments
Presentation
Judy will address changes in processing the Form I-9 and everification.
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.
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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:
[email protected]
You can also send us an instant message!
GoogleTalk – [email protected]
AOL Instant Messenger – HopkinsFastFacts
MSN – [email protected]
Slide 6
How To View Full Screen
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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.
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Changes to the TALX I-9 eXpress
and e-Verification Process
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Agenda
Update and educate on changes to the I-9 process, including:
Resolve Case vs. Case Closed
Employed
Not Employed
Authorized + Optional
Error Message
SSA and DHS Case Incomplete Status
Photo Match
Contest and Non-Contest TNC
Puerto Rico Birth Certificate
Remind users to refer often to User Guide
http://hrnt.jhu.edu/elr/i9/documents/JHU_I9_Manual.pdf
Slide 10
Quick Review of I-9 Process
Employee completes Section 1 of the Form I-9 in I-9eXpress.
Designated I-9 user completes and submits Section 2 of the Form I9 in I-9eXpress.
Designated I-9 user receives response from E-Verify system:
“Employment Authorized”
“Tentative Non-Confirmation” (TNC)
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Changes to E-Verify Status
ResponseEmployment Authorized
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Employment Authorized
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Case Closure Option
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Employment Authorized
Yes – The employee IS currently employed.
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Employment Authorized
No – The employee IS NOT currently employed.
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Changes to E-Verify Status Response
Authorized + Optional
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Authorized + Optional
When a response of “Authorized + Optional” is received, JHU will
consider the employee authorized to work. To complete the E-verify
process, select “Close Case.”
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Changes to E-Verify Status Response
Error Message
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Error Message
Current Status: An error has occurred (the 5th digit of SSN
(999888112) is not valid for this state)
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Changes to E-Verify Status Response
SSA and DHS Case Incomplete
Status
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Case Incomplete
E-Verify returns the status of “case incomplete” if there are minor
discrepancies between the data submitted and the data on record for
the employee at SSA or DHS.
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Review/Edit Case
The employer/employee is then given a second chance to
review/edit the data to confirm accuracy, reducing the number of
Tentative Non Confirmations.
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SSA Case Incomplete
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SSA Case Incomplete: Check Info
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DHS Case Incomplete: Check Info
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Status Update
After the SSA or DHS Case Incomplete status is addressed, the case
is updated by E-Verify to one of the following statuses:
Employment Authorized
Employed
Not employed
SSA or DHS Tentative Non-Confirmation
TNC process
Photo Match
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Updating the I-9
Information will only be updated in the E-Verify system, not on the
I-9 itself. The following corrections can be made by updating section
3 of the existing I-9.
Employee’s name
SSN
Document number
A new I-9 must be processed to correct:
Birth date
Alien number
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Updating Information on the
Electronic Form I-9
Search for employee in I-9eXpress
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Accessing Section 3
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Updating Section 3
Correcting Employee Name
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Updating Section 3
Correcting SSN
1.
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Updating Section 3
Correcting Document Number
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Updating Section 3
Correcting Document Number
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Changes to E-Verify Status Response
Photo Match
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Photo Match
The photo match status will only be returned for Non-U.S. Citizens
who present I-766 (Employment Authorization document) or I551
(Permanent Resident Card) for authorization to work in the United
States.
Currently, only I-9 users who have been granted permission to
complete Form I-9 for Non-U.S. Citizens should see this response.
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Photo Match
1. Initial response.
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Photo Match
OR
2. A search for an employee produces a response of
“Verify Photo.”
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E-Verify Photo Matching
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E-Verify Photo Matching
Provide a “Yes” response:
• When the photograph on the employee’s document matches the
photo presented by E-Verify.
• When E-Verify is not able to provide a photograph.
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Attaching a Document Copy to an
Electronic Form I-9
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Access Employee Record
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Uploading Document to I-9
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E-Verify Photo Matching
Provide a “No” response:
• When the photograph on the employee’s document DOES
NOT match the photo presented by E-Verify.
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TNC Process
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TNC Process
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TNC Process
Upload Document to E-Verify:
When the employee presented a document included in the Photo
Matching tool feature. Currently these are the I-766 and I-551.
The U.S. Passport and U.S. Passport Card will be added in 2011.
The employer indicated that the photograph on the employee’s
document and the photograph returned by E-Verify do NOT match.
The employee chooses to contest the DHS TNC.
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TNC Process
Uploading Document to E-Verify
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TNC Process
Uploading Document to E-Verify
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TNC Process
Print TNC Referral Letters
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TNC Process
Complete TNC Process
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Puerto Rico Birth Certificates
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New and Existing Employees
New Employees
Beginning October 31, 2010, only certified copies of Puerto Rico
birth certificates issued on or after July 1, 2010, are acceptable
for Form I-9 purposes.
Beginning October 31, 2010, if an employee presents for List C
a birth certificate issued by the Vital Statistics Office of the
Commonwealth of Puerto Rico, the I-9 user must look at the
date that the certified copy of the birth certificate was issued to
ensure that it is still valid.
Existing Employees
Employers must not re-verify the employment eligibility of
existing employees who presented a certified copy of a Puerto
Rico birth certificate for Form I-9 purposes and whose
employment eligibility was verified on Form I-9 to October 31,
2010.
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Conclusion
Beginning on Friday, December 3, 2010, before an E-Verification can
be closed, an I-9 user will need to indicate if an employee is
currently employed. For E-verification purposes, an employee is
considered to be employed if he or she has been offered and has
accepted employment, and there has not been any action by the
university or the employee to withdraw the offer of employment.
JHU will always consider a response of Authorized + Optional as
authorization to work and that the case should be closed.
An error response will require that the case be closed as invalid, and
that a new I-9 must be completed.
A new response of SSA or DHS Case Incomplete status will allow an
I-9 user to make certain corrections to the E-Verify record and to
resubmit it for approval. Corrections to an employee’s name, SSN,
or document number will require an update to Section 3 of the
existing I-9. A correction to an employee’s birth date or alien
number will REQUIRE that a new I-9 be processed.
Slide 54
Conclusion
A new response of a status of Photo Match will be returned for NonU.S. Citizens who present a I-766 or I-551 as proof of authorization
to work in the United States. I-9 users approved to process NonU.S. Citizen I-9s will need to match document photos with a photo
returned by DHS. Copies of these two documents will need to be
uploaded to TALX and attached to the Form I-9.
Screens have been changed for the Tentative Non Confirmation
process to make them more user friendly.
Beginning October 31, 2010, only certified copies of Puerto Rico
birth certificates issued on or after July 1, 2010 are acceptable for I9 purposes.
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Q&A
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.
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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: [email protected]
Slide 57
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!