1. 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.

2. Slide 2 Todays Topic Well be taking a look at… Form I-9 Processing Updates

3. Slide 3 Todays Presenter Judy Harvey Sr. Administrator for Leave and Records for the School of Medicine

4. Slide 4 Session Segments Presentation Judy will address upcoming changes to processing a Form I-9 in the TALX system. During Judys presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Judy will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 How To View Full Screen

7. Slide 7 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8. Slide 8 Form I-9 Processing Updates

9. Slide 9 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.

10. Slide 10 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.

11. Slide 11 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 employees Section 2 document.

12. Slide 12 Enter Passport Information Accuracy is very important.

13. Slide 13 3. Check the box 4. Click Continue. Complete I-9 Process 2. Read statement 1. Verify information

14. Slide 14 Photo Match Status E-Verify returns a status of Photo Matching. Click Photo Matching.

15. Slide 15 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

16. Slide 16 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 employees TALX file. Click Continue to move to the next screens to close the case.

17. Slide 17 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.

18. Slide 18 Closing a CaseEmployee Employed If the employee is currently employed, click the Yes radio button.

19. Slide 19 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.

20. Slide 20 Closing a Case-Employee Not Employed If the employee is NOT currently employed, click the No radio button.

21. Slide 21 When No is selected, the screen will expand to show 4 options. There is no default option when No is selected. Closing a Case-Employee Not Employed Select the appropriate option. Click Close Case.

22. Slide 22 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…

23. Slide 23 Attaching a Document to the TALX Record Click Attach File.

24. Slide 24 1. Scan and save the document to your computer. Attaching a Document to the TALX Record 2. Click Browse and select the file. 4. Click Save. 3. Enter the document name.

25. Slide 25 Non-matching Photos If the document photo and E-Verify photo do not match, select the No radio button.

26. Slide 26 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 employees TALX file. Click Continue.

27. Slide 27 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. 27

28. Slide 28 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 employees document did NOT match the photo presented by E-Verify. 3. The employee chooses to contest the DHS Tentative Non Confirmation. 28

29. Slide 29 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: Uploading a Document Copy to E-Verify 1. Scan and save the document to your computer. 2. Click Browse and select the file. 3. Click Continue.

30. Slide 30 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. 30

31. Slide 31 Passport Data Verified Status 31

32. Slide 32 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.

33. Slide 33 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.

34. Slide 34 Close and Resubmit Case

35. Slide 35 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.

36. Slide 36 SSN Receipt Document Number 36

37. 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 employees 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.

38. Slide 38 E-Verify Status Available on TALX Main Menu Indicates current status of E-Verify. Check for future E- Verify down times.

39. 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.

40. Slide 40 Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

41. Slide 41 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

42. 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/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!