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FastFactsFeature 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

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Today’s TopicWe’ll be taking a look at…

Form I-9 and E-Verification Processes

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Today’s PresenterPatricia DaySenior Director of Employee and Labor Relations

Robbie JordanTALX I-9 eXpress Implementation Manager

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Session Segments

PresentationPatricia and Robbie will address Form I-9 and E-Verification Processes.During Patricia and Robbie’s presentation, your phone will be muted.

Q&AAfter 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.

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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: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt 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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Welcome

Where we areWhere we are going and whyForm I-9 and E-Verification overviewsDemonstrationTipsComing attractions

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Form I-9 Review

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PurposeVerify identity and employment eligibility

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Who Can Work?

CitizensNationals of the United StatesLawful permanent residentsAuthorized aliens

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Who Must Complete I-9?

Everyone hired after November 6, 1986Employees -- Section 1Employer -- Section 2

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When Must I-9 Be Completed?

Employee completes at time of hireSection 2 -- Three business days of first day of work for payException -- Employee works fewer than three days

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Prepare/Translator

Assistance provided

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Social Security Number

RequiredSection 1University assigned number (do not insert)

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Documents

Original (identity and employment authorization)UnexpiredList B -- only documents with photo

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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 extensionReceipt valid 90 days

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Minors

Minor -- unable to provide document from list A or list B with photoParent or guardianPreparer

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Reverification

Non-U.S. citizenEmployment authorization expiredComplete new I-9Prior to expiration

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Rehired Employees

Complete new I-9Section 1 – employeeSection 2 - employer

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Records Management

TALXCopies of documents

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Unlawful Discrimination

Citizenship or immigration status discriminationNational originDocument practicesRetaliation

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Penalties

Hiring or continuing to employ authorized aliensFailing to comply with Form I-9 requirements

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E-Verification Overview

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E-Verify System

Internet-based systemOperated by Department of Homeland SecurityPartner Social Security Administration

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Privacy

ProtectedE-Verify involves individual’s personal informationResponsible for ensuring information is safeguardedResponsible for ensuring only used to e-verifyFailure to comply with laws and regulations can result in criminal penalties

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Getting Started

Complete Form I-9Social Security NumberIf employee selects a document from list ‘B’ –- it must bear a photographE-Verify must be submitted no later than the third business day after start to work for payReview information for accuracy before you continueCannot use e-verify to discriminateCannot use e-verify to prescreen applicants

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Results: Confirmation

Information matches will receive results promptly

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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 recordsEmployee must be notify as soon as possible to provide the opportunity to contest TNC and resolve

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Contest Non-Confirmation

Employee will be given referral letterEmployee must visit SSA office within eight federal government workdays to resolveEmployee must contact DHS by phone within eight federal government workdays of referral to resolve

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Documents

Cannot require document to be presentedDocuments should not be copied

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Posters

E-Verification participation posterRight to Work posterEnglish and Spanish

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Presentation/Demonstration

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Tips

Date of hire cannot be a future dateNo Social Security Number issued by the UniversityReview all information before click “continue”Non-confirmation; consult Human Resources

Technical non-confirmation not contestedFinal non-confirmation

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Coming Attractions

Instructions to acces the TALX system – employee and youTraining session for everyone authorized to complete an I-9 for a non-U.S. citizenDirection for completing Form I-9 and E-verify when employee is not on siteJHU I-9 User GuideInformation on the HR homepage

I-9 usersFAQ

Go-live November 15, 2009

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Important things to remember

Section 1 – Must be completed by employee at time of hireSection 2 – Must be completed by employer within 3 days of starting workDo not use university-issued SSNDo not use the process to screen potential employeesDo not copy documentsCannot discriminate based on:

National OriginImmigration Stats

After a non-confirmation, consult human resources.

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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.

Q&A

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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: fastfacts@jhu.edu

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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!