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FastFactsFeature 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.

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

Changes to the TALX I-9eXpress e-Verification

Process

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Today’s PresenterJudy HarveySr. Administrator for Leave and Records

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Session Segments

PresentationJudy will address changes in processing the Form I-9 and e-verification.During Judy’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. 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: fastfacts@jhu.eduYou can also send us an instant message!

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

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How To View Full Screen

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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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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

EmployedNot Employed

Authorized + OptionalError MessageSSA and DHS Case Incomplete StatusPhoto MatchContest and Non-Contest TNCPuerto Rico Birth Certificate

Remind users to refer often to User Guidehttp://hrnt.jhu.edu/elr/i9/documents/JHU_I9_Manual.pdf

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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 I-9 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 Response-

Employment Authorized

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Employment Authorized

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Case Closure Option

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Employment AuthorizedYes – The employee IS currently employed.

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Employment AuthorizedNo – 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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After the SSA or DHS Case Incomplete status is addressed, the case is updated by E-Verify to one of the following statuses:

Employment AuthorizedEmployedNot employed

SSA or DHS Tentative Non-ConfirmationTNC process

Photo Match

Status Update

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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 nameSSNDocument number

A new I-9 must be processed to correct:Birth dateAlien number

Updating the I-9

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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 3Correcting SSN

1.

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Updating Section 3Correcting Document Number

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Updating Section 3Correcting Document Number

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Changes to E-Verify Status Response

Photo Match

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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.

Photo Match

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1. Initial response.

Photo Match

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OR2. A search for an employee produces a response

of “Verify Photo.”

Photo Match

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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 thephoto 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 DOESNOT match the photo presented by E-Verify.

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TNC Process

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TNC Process

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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.

TNC Process

Upload Document to E-Verify:

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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 ProcessPrint TNC Referral Letters

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TNC ProcessComplete TNC Process

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Puerto Rico Birth Certificates

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New EmployeesBeginning 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 EmployeesEmployers 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.

New and Existing Employees

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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.

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Conclusion

A new response of a status of Photo Match will be returned for Non-U.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 Non-U.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 I-9 purposes.

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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!