Transcript FastFacts Feature Presentation

Slide 1
FastFacts
Feature Presentation
October 14, 2009
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-468-2134
Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…
Form I-9 and E-Verification
Processes
Slide 3
Today’s Presenter
Patricia Day
Senior Director of Employee and Labor Relations
Robbie Jordan
TALX I-9 eXpress Implementation Manager
Slide 4
Session Segments
Presentation
Patricia and Robbie will address Form I-9 and E-Verification
Processes.
During Patricia and Robbie’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.
Patricia and Robbie will answer as many of your questions as
time allows.
Slide 5
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
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.
Slide 7
Welcome
Where we are
Where we are going and why
Form I-9 and E-Verification overviews
Demonstration
Tips
Coming attractions
Slide 8
Form I-9 Review
Slide 9
Purpose
Verify identity and employment eligibility
Slide 10
Who Can Work?
Citizens
Nationals of the United States
Lawful permanent residents
Authorized aliens
Slide 11
Who Must Complete I-9?
Everyone hired after November 6, 1986
Employees -- Section 1
Employer -- Section 2
Slide 12
When Must I-9 Be Completed?
Employee completes at time of hire
Section 2 -- Three business days of first day of work for pay
Exception -- Employee works fewer than three days
Slide 13
Prepare/Translator
Assistance provided
Slide 14
Social Security Number
Required
Section 1
University assigned number (do not insert)
Slide 15
Documents
Original (identity and employment authorization)
Unexpired
List B -- only documents with photo
Slide 16
Lost, Stolen, or Damaged Documents
Receipt (not accepted for employment less than three days)
Present within three days of work for pay
Not acceptable -- applied for initial employment authorization or
application for an extension
Receipt valid 90 days
Slide 17
Minors
Minor -- unable to provide document from list A or list B with photo
Parent or guardian
Preparer
Slide 18
Reverification
Non-U.S. citizen
Employment authorization expired
Complete new I-9
Prior to expiration
Slide 19
Rehired Employees
Complete new I-9
Section 1 – employee
Section 2 - employer
Slide 20
Records Management
TALX
Copies of documents
Slide 21
Unlawful Discrimination
Citizenship or immigration status discrimination
National origin
Document practices
Retaliation
Slide 22
Penalties
Hiring or continuing to employ authorized aliens
Failing to comply with Form I-9 requirements
Slide 23
E-Verification Overview
Slide 24
E-Verify System
Internet-based system
Operated by Department of Homeland Security
Partner Social Security Administration
Slide 25
Privacy
Protected
E-Verify involves individual’s personal information
Responsible for ensuring information is safeguarded
Responsible for ensuring only used to e-verify
Failure to comply with laws and regulations can result in criminal
penalties
Slide 26
Getting Started
Complete Form I-9
Social Security Number
If employee selects a document from list ‘B’ –- it must bear a
photograph
E-Verify must be submitted no later than the third business day
after start to work for pay
Review information for accuracy before you continue
Cannot use e-verify to discriminate
Cannot use e-verify to prescreen applicants
Slide 27
Results: Confirmation
Information matches will receive results promptly
Slide 28
Results: Non-Confirmation
Tentative Non-Confirmation (TNC) -- notice must be given to
employee (next step covered in TALX presentation)
TNC means SSA and/or DHS could not confirm employee’s personal
information matches records
Employee must be notify as soon as possible to provide the
opportunity to contest TNC and resolve
Slide 29
Contest Non-Confirmation
Employee will be given referral letter
Employee must visit SSA office within eight federal government
workdays to resolve
Employee must contact DHS by phone within eight federal
government workdays of referral to resolve
Slide 30
Documents
Cannot require document to be presented
Documents should not be copied
Slide 31
Posters
E-Verification participation poster
Right to Work poster
English and Spanish
Slide 32
Presentation/Demonstration
Slide 33
Tips
Date of hire cannot be a future date
No Social Security Number issued by the University
Review all information before click “continue”
Non-confirmation; consult Human Resources
Technical non-confirmation not contested
Final non-confirmation
Slide 34
Coming Attractions
Instructions to acces the TALX system – employee and you
Training session for everyone authorized to complete an I-9 for a
non-U.S. citizen
Direction for completing Form I-9 and E-verify when employee is
not on site
JHU I-9 User Guide
Information on the HR homepage
I-9 users
FAQ
Go-live November 15, 2009
Slide 35
Important things to remember
Section 1 – Must be completed by employee at time of hire
Section 2 – Must be completed by employer within 3 days of
starting work
Do not use university-issued SSN
Do not use the process to screen potential employees
Do not copy documents
Cannot discriminate based on:
National Origin
Immigration Stats
After a non-confirmation, consult human resources.
Slide 36
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.
Slide 37
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 38
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!