Transcript FastFacts Feature Presentation

Slide 1
FastFacts
Feature Presentation
April 12, 2011
We are using audio during this session, so please dial in
to our conference line…
Phone number: 888-651-5908
Participant code: 182500
© 2011 The Johns Hopkins University. All rights reserved.
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Today’s Topic
We’ll be taking a look at…
Form I-9 Processing Updates
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Today’s Presenter
Judy Harvey
Sr. Administrator for Leave and Records for the School of Medicine
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Session Segments
Presentation
Judy will address upcoming changes to processing a Form I-9 in
the TALX system.
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!
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AOL Instant Messenger – HopkinsFastFacts
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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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Form I-9 Processing Updates
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Agenda
Today we will:
Discuss Photo Match Requirements for U.S. Passports.
Demonstrate the process for Passport Data Verified status.
Demonstrate the process for Close and Resubmit Case status.
Explain the new SSN Receipt Document Number field.
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New Photo Match Regulation
As of April 20, 2011, U.S. Passports and Passport Cards will become
part of the E-Verify Photo Match Process.
Employees who present an unexpired U.S. Passport or Passport Card
will have a status returned of “Photo Match” or “Photo Matching”.
As of December 4, 2010, employees who presented an I-551
(Permanent Resident Card) or an I-766 (Employment Authorization
Document) began using Photo Match.
This will continue to be part of this process.
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Employee Presents Unexpired U.S. Passport or
Passport Card
I-9 user indicates that a
U.S. Passport or Passport
Card is being used as the
employee’s Section 2
document.
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Enter Passport Information
Accuracy is
very important.
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Complete I-9 Process
1. Verify information
2. Read statement
3. Check the box
4. Click Continue.
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Photo Match Status
E-Verify returns a status
of “Photo Matching.”
Click Photo Matching.
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Matching Photos
 You must match the DOCUMENT photo with the E-Verify photo. Do not
match the E-Verify photo to the employee. Hair color and length,
weight, facial hair, and eyeglasses may have all changed from the time
the photo was taken.
 Click the Yes radio button when:
--The document photo and the E-Verify photo match
--E-Verify is not able to provide a photograph
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Retaining Document Copy
 You will be reminded that the last part of the Photo Match process
involves scanning a copy of the document into the employee’s TALX
file.
Click Continue to move to
the next screens to close
the case.
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Completing a Positive Photo Match
 E-Verify will return an “Employment Authorized” status
The I-9 user will need to
click Continue to close
the case.
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Closing a Case—Employee Employed
If the employee is
currently employed, click
the Yes radio button.
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Closing a Case
 When Yes is selected, the screen will display 3 options.
 The default option is ‘The employee continues to work after
receiving an Employment Authorized result’. If this is the correct
response, click the Close Case button.
 Choosing option 2, ‘The case is invalid because another case with
the same data already exists’ may require a new I-9 to be
completed.
 Choosing option 3, ‘The case is invalid because the data entered
is incorrect’ will require a new I-9 to be processed.
Select the appropriate
option.
Click Close Case.
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Closing a Case-Employee Not Employed
If the employee is NOT
currently employed, click
the No radio button.
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Closing a Case-Employee Not Employed
 When No is selected, the screen will expand to show 4 options.
 There is no default option when No is selected.
Select the appropriate
option.
Click Close Case.
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Attaching a Document to the TALX Record
 Once the case is resolved, you will be prompted to attach the
document copy to the electronic I-9.
Click History…
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Attaching a Document to the TALX Record
Click Attach
File.
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Attaching a Document to the TALX Record
1. Scan and save the document to your computer.
2. Click Browse
and select the file.
3. Enter the
document name.
4. Click Save.
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Non-matching Photos
If the document photo
and E-Verify photo do
not match, select the No
radio button.
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Non-matching Photos
 You will be reminded that the last part of the Photo Match process
involves scanning a copy of the document into the employee’s TALX file.
Click Continue.
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E-Verify Response to Non-matching Photos
 E-Verify will return a “Tentative Non Confirmation” status.
 Attach the document copy to the electronic I-9.
 Follow the Tentative Non Confirmation process.
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Uploading a Document Copy to E-Verify
A document copy must be uploaded to E-Verify only when all of the
following three conditions are met:
1. An employee presented a document included in the Photo
Match.
--U.S. Passport or Passport Card
--I-766 Employment Authorization Document
--I-551 Permanent Resident Card
2. The I-9 User indicated that the photo on the employee’s
document did NOT match the photo presented by E-Verify.
3. The employee chooses to contest the DHS Tentative Non
Confirmation.
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Slide 29
Uploading a Document Copy to E-Verify
Follow the Tentative Non Confirmation process for an employee
contesting the Tentative Non Confirmation
--Verify employees information
--Print the notice and give it to the employee
--Upload the document to E-Verify. Follow these steps:
1. Scan and save the document to your computer.
2. Click Browse and
select the file.
3. Click Continue.
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Completing the Tentative Non Confirmation Process
 Complete the Tentative Non Confirmation process:
--Refer the employee to DHS.
--Print the Tentative Non Confirmation letters.
--Complete the process by returning to the Employee Detail
Page.
 An employee will have eight business days to contact DHS
 Monitor the TALX system for updated status.
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Passport Data Verified Status
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Passport Data Verified
 “Passport Data Verified” status may occur after a DHS Referral.
 When a status of “Passport Data Verified” is returned, there is
nothing for the I-9 User to do. This is a non-actionable status.
 The I-9 User will need to wait for E-Verify to update the employee
to a new status.
 Often the updated status will be “Photo Match.”
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Tentative Non Confirmation and Photo Non Match
The possibility exists for an employee to receive more than one Tentative
Non Confirmation.
A Tentative Non Confirmation may be returned for data such as name, birth
date, or passport number that does note match.
The employee would correct the situation with DHS, and a status of Photo
Matching would be returned.
Then, if the I-9 user indicates that the photos do not match, a second DHS
Tentative Non Confirmation will be created requiring an additional set of
paperwork and eight day period.
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Close and Resubmit Case
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Close and Resubmit Case Status
 “Close and Resubmit Case Status” may occur after a DHS Referral.
 I-9 User must close the case, using the appropriate closure reason
--Select Yes or No to indicate if the employee is still employed.
--Select the closure option for the employee.
--Click Close Case.
 The I-9 User must complete a new I-9 to open another case
within E-Verify.
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SSN Receipt Document Number
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Slide 37
Addition of SSN Receipt Document Number
 A valid List C document is a receipt for a lost, stolen, or damaged
Social Security Card.
 The I-9 will now require the document number of the receipt
rather than the employee’s SSN.
 Please note that an SSN Receipt Document is valid for 90 days,
after which the employee must present the replacement document
to complete the I-9.
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E-Verify Status Available on TALX Main Menu
Indicates current
status of E-Verify.
Check for future EVerify down times.
Slide 39
Conclusion
Today we...
Discussed Photo Match Requirements for U.S. Passports.
Demonstrated the process for Passport Data Verified status.
Demonstrated the process for Close and Resubmit Case status.
Explained the new SSN Receipt Document Number field.
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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 42
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!