Transcript FastFacts Feature Presentation

Slide 1
FastFacts
Feature Presentation
April 26, 2013
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© 2013 The Johns Hopkins University. All rights reserved.
Slide 2
Today’s Topic
We’ll be taking a look at…
New Form I-9 and E-Verification
Processes
Slide 3
Today’s Presenter
Judy Harvey
Senior Administrator for Leave and Records, School of Medicine
Slide 4
Session Segments
Presentation
Judy will address the new Form I-9 and review E-Verification
processes.
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]
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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.
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New Form I-9
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Agenda
Today we will…
Review the changes and roll out schedule
Examine features of the new Form I-9
Review of E-Verification
Slide 9
Changes and Roll Out
On March 8, 2013, The United States Custom and Immigration
Service (USCIS) released a new Employment Eligibility Verification
Form I-9.
Employers are required to use the new form beginning on May 7,
2013.
Our I-9 vendor, Equifax (formerly TALX) will begin using the new
form electronically on May 1, 2013.
The new form has additional fields, and expanded instructions
for completion.
The new form and instructions are available from USCIS at
http://www.uscis.gov/files/form/i-9.pdf.
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Employee Access to Section 1
Employees will access the new I-9 through www.NewI-9.com
Section 1 must be completed by the employee on or before the first
day of employment for pay
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Slide 12
New Form I-9
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Changes to Employee Information Portion of
Section 1 of the Form I-9
Addition of the Department of Homeland Security Seal to the header of the form
The form has an expiration date of 3/31/2016
Section 1 is now titled “Employee Information and Attestation”
“YES/NO” radio buttons that appear on the screen shot are for employees with
“Special Placement”. This does not apply to JHU, and will not be visible to our
employees when they complete Section 1.
Many of the field names have explanations next to them
Maiden Name field has been re-titled “Other names used (if any)”
“U.S.” and “International” radio buttons that were above the address fields have
been removed
State field now has a drop down that includes “Can” and “Mex” for use only by those
employees who are border commuters from Canada or Mexico.
“E-mail Address (optional)” and “Telephone Number (optional)” fields have been
added.
Hire Date has been re-titled “Employment Date”
Fields that do not apply to an employee must be completed with “N/A”.
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Completion of Employee Information Portion of
Section 1 -continued
Last Name (Family Name)
Must be employee’s full, legal last name
• If the employee has 2 last names, or a hyphenated last name,
both names must be included
First Name
• Employee’s given name including 2 names or hyphenated name
Middle Initial
• If an employee has no middle name, then the field must be
completed with “N/A”.
Other names used
• Include maiden name and any other legal names
• If an employee has no “other names”, the field must be
completed with “N/A”.
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Completion of Employee Information Portion of
Section 1 -continued
Address
• May not enter a PO Box number.
• If the employee has no street address, enter a description of the
location giving the nearest streets or landmarks.
Apt. Number
• Enter if applicable
• If an employee has no Apt. Number, N/A can be entered in the field
City or Town
State
• The State field has a drop down that includes “CAN” and “MEX” to be
used by border commuters.
• Must be a US address unless the employee is a border commuter from
Canada or Mexico.
Zip Code
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Completion of Employee Information Portion of
Section 1 -continued
Date of Birth
• Enter in mm/dd/yyyy configuration
Social Security Number
• Because JHU is an E-Verify employer, all employees must enter a valid
social security number. The radio button “Refuse SSN” will not be
available to JHU employees, and the SSN Applied for will be available
only to I-9 Users.
• A non US citizen employee who has applied for, but not received a
social security number must complete section 1 with an I-9 User.
E-Mail Address
• Entering an e-mail address is optional for all employees
• If an e-mail address is not entered, the field can be completed with
“N/A”.
Telephone Number
• Entering a telephone number is optional for all employees.
• If a telephone number is not entered, the field can be completed with
“N/A”.
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Completion of Employee Information Portion of
Section 1 -continued
Location
 The drop down selections remain the same
Employment Date
 If the employee has been offered and accepted a position, but
has not yet started to work, use the current date or a future hire
date if it has been determined.
 If the employee has started to work, the hire date in SAP must
be used.
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Completion of Employee Attestation Portion
Section 1
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Changes in Employee Attestation Portion of
Section 1
Lawful permanent resident option now includes a field “Alien
Registration Number/USCIS Number”
Makes it clear- that an alien authorized to work who provides the
Alien Registration Number/USCIS Number need not provide any
additional information
New fields have been added to complete the “Foreign Passport
Number” and the “Country of Issuance” for an alien authorized to
work who provides a Form I-94 Admission Number obtained from
CBP (Customs and Border Protection) upon the employee’s arrival in
the US
A drop down is available for the “Country of Issuance”
A check box is available for employees with an I-94 Number, but no
foreign passport number
The Perjury statement for the electronic signature has been updated
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Completion of Employee Attestation Portion of
Section 1
A citizen of the United States
Employee will click on the radio button next to “A citizen of the
United States”.
No further information is needed and the employee will move to
the Employee Electronic Signature.
A noncitizen national of the United States
A noncitizen national of the United States is a person born in
America Samoa, certain former citizens of the former Trust
Territory of the Pacific Islands, and certain children of noncitizen
national born abroad.
This category has a very limited population, and I-9 Users who
have an employee who has made this selection should make
sure that it is accurate.
No further information is needed and the employee will click
“Continue” at the bottom of the screen.
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Completion of Employee Attestation Portion of
Section 1
Lawful permanent resident
An employee who is not a US citizen who resides in the US
under legally recognized and lawfully recorded permanent
residence as an immigrant.
Click the radio button opposite “A lawful permanent resident”
Enter your Alien Registration Number
The employee may enter either their Alien Registration Number
(A-Number) or USCIS Number in the field. At this time the
USCIS Number is the same as the A-Number without the “A”
prefix.
No further information is needed and the employee will click
“Continue” at the bottom of the screen.
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Completion of Employee Attestation Portion of
Section 1
Alien authorized to work
An employee who is not a citizen or national of the United
States, or a lawful permanent resident, but is authorized to work
in the US.
Click the radio button next to “An alien authorized to work”
Enter the date that work authorization expires in the box next to
“(expiration date if applicable, mm/dd/yyyy)”.
If the employee has no expiration date (refugees, asylees, and
certain others), check the box next to “Employee is an alien
whose work authorization does not expire or has no specific
expiration date for their employment authorization”.
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Completion of Employee Attestation Portion of
Section 1
An alien authorized to work who has obtained their Alien Registration
Number/USCIS Number completes #1.
The employee may enter either their Alien Registration Number
(A-Number) or USCIS Number in the field. At this time the USCIS
Number is the same as the A-Number without the “A” prefix.
No other information needs to be entered in this part of Section 1
Slide 25
Completion of Employee Attestation Portion of
Section 1
An alien authorized to work who has not received an Alien
Authorization Number/USCIS Number completes #2.
Enter the I-94 Number
**Beginning April 30, 2013, persons entering the US through
air or sea will no longer receive a paper I-94. Foreign
visitors will be able to print a paper I-94 from
www.cbp.gov/I94
Enter the foreign Passport Number
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Preparer and/or Translator Certification
This section should only be completed if you are aiding an employee
who has difficulties completing the form. You should not be
completing the form for employees who are able to complete
Section 1 themselves. The only changes to this area of the I-9 form
is the addition of the drop down for the “State” field.
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Preparer and/or Translator
If an I-9 User aided an employee in the completion of Section 1,
they will view a screen that compiles all of the Section 1
information. The Preparer/Translator should carefully review all of
the information for accuracy before checking the attestation box on
the electronic signature.
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Employee Attestation Portion of Section 1
Employees should review
all of their information.
Changes can be made if
needed by clicking
“Change Information”
Employees should read
the attestation
statements.
Click the check box
Click “Continue”
Slide 29
Section 2. Employer or Authorized
Representative Review and Verification
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Changes to Employer or Authorized Representative
Review Portion of Section 2
Change in the header for Section 2
Employee Name will appear on the top of this section of the form
Additional space has been added to Section A so that 3 documents
may be listed when needed
There is a 3-D barcode box that will be visible, but has no planned
use at this time
The Employment Date (formerly Hire Date) has been removed from
the certification statement
Larger fields have been created for the Employer’s Name and
address.
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Changes to Employer Review Portion of Section 2
of the Form I-9
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Completing List “A” Documents for a non US
Citizen
Slide 33
Electronic I-94
Non US citizens who have
entered the US at an airport or
sea port, will not be given a
paper I-94 form as they have in
the past.
They will need to access and
print it from the Customs and
Border Protection website,
www.cbp.gov/i94
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Employer Attestation and Signature
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Employer Signature
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Completing Section 2 for an Existing Pending I-9
The employee must update section 1 if:
•There is an “other name” that they had legally used at some time
•The address used is Canadian or Mexican, select that designation
from the “state” drop down list
•Their status requires the Foreign Passport Number and Country of
Issuance
The employee may modify section 1 if:
• They wish to enter an email address or a telephone number.
If the employee modifies Section 1, they will need to re-sign to approve the
modifications before Section 2 can be completed.
If there are no modifications to Section 1, Employee clicks on the continue
button and will move to Section 2.
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Section 3
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Changes To Section 3
• Section has been renamed “Reverification and Rehire”
• New Name field now indicates the need to enter a Last Name, First
Name and Middle Initial
• The date of Rehire is clarified to be configured as mm/dd/yyyy
• A new field to print the name of the Employer or Authorized
Representative
Slide 39
E-Verify Issues
The determination of DHS or SSN Incomplete allows an I-9 user to
go back into the I-9 and correct some fields that may have been
entered incorrectly. However, an I-9 user feels that all the
information is correct and resubmits the I-9 to E-Verify, an
employees status will be returned as TNC (tentative non
confirmation).
TNCs must be dealt with immediately.
Once an employee has decided to contest a TNC, the I-9 User must
check on a regular basis to make sure that an employee does not
move to an FNC (Final Non Confirmation).
Employment Authorized determinations must be closed out.
Slide 40
Important Things To Remember
Section 1 – Must be completed by employee on or before the first
day of employment.
Section 2 – Must be completed by employer within 3 days of
starting work.
The new Form I-9 will be used beginning May 1, 2013.
Paper I-94s will no longer be available for most non US citizens.
Employees who completed Section 1 on the old Form I-9 will be
directed to review the new fields for possible completion.
E-Verify issues need to be resolved quickly.
Slide 41
Resources
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Resources
USCIS I-9 Central - http://www.uscis.gov/I-9Central
USCIS Employer Handbook - http://www.uscis.gov/files/form/m274.pdf
I-94 (Customs Border Patrol) http://www.cbp.gov/xp/cgov/travel/id_visa/i-94_instructions/
I-9 Policy - http://hrnt.jhu.edu/policies/form_i_9_e_verify.cfm
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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.
Slide 44
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 45
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!