I-9 & E-VERIFY PROCESS

Learning Objectives Understand your Role in I-9 / E-Verify Compliance Understand the Connection between the Hire iForm and Automated Electronic I-9 Process Understand the E-Verify Process Learn Quick Search Box Housekeeping Know Where to Go for Help 2

I-9 / E-Verify Law o The Immigration Reform and Control Act of 1986 (IRCA) requires employers to verify the employment eligibility of persons working in the United States who are both citizens and noncitizens. o The I-9 form is required for every new hire (or re-hire) working in the U.S. after November 6, o Employers are subject to civil and criminal penalties if they do not comply with the Immigration Reform and Control Act of o The I-9 Employment Verification and E-Verify process cannot be used to “pre-screen” employees, and the obligation to review documents is not triggered until a person has been hired. o On October 1, 2012, North Carolina joined the ranks of an increasing number of states requiring the use of E-Verify. 3

Duke’s “Sanitation Grade” How Clean was Our House in past year? 4

A Year in Review: Areas for Improvement 5

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Recap/Questions 7 All employees must have a completed I9 within 3 days of first day of work AND also be authorized work through E-Verify. It’s the Law! We are completing I9 for all new hires. We need to make sure Section 1 and 2 of the I9 are completed on time and the new hire is authorized through E-Verify.

“New Hire” iForm / I-9 Process Hire iForm with I-9 Link sent to New Hire Equifax I-9 Complete Sections 1&2 Equifax I-9 Complete Sections 1&2 TNC E-Verify Authorized TNC Letters Resolved ? Yes Authorized No Term FNC Employment Eligibility Authorized thru e-Verify SSN* Hire iForm Processed with Completed I9 I9 Matched to Hire iForm Foreign National Tips 1) All Foreign Nationals should complete their I-9 at Duke Visa Services 2) Match DUID on iform to Alternate ID on I9 3) Section 1 should be completed once the employee has entered the country. Visa documents contain information needed for the I-9. 8

Recap/Questions 9 Electronic I9/E-Verify service is process used to ensure we are in compliance with BOTH the I9 and E-Verify laws, which requires a completed I9 within 3 days of hire AND that the new employee is authorized to work Hire iform process includes an automated I9 approval step that is tied to I9/E-Verify service. Jacky is NOT holding up your hire iform.

Why is my hire iform stuck at the I-9 step? Incomplete! 2. I-9 not complete I-9 1. Timing # # SSN/ DUID Mismatch 10

Top Floor: I-9 Ground Floor: E-Verify #1 Good Housekeeping Tip: Keep Your Quick Search Box Clean! I-9/E-Verify Compliance 11

Quick Search Box 12

Pending Tips Section 1 of the I-9 is complete…but Section 2 is not complete. The Hire iForm will not move forward. Duplicate Pending I-9s will auto purge after 90 days, no need to worry about these. You can resend the following link to an employee who deleted or didn’t get the original I-9 link. Replace the XXXX with your org key: 13

Searching I9 Records Launch Search from Main Menu Select Search Criteria Type in Name Check Type of I9 Choose Location Clear Date Range Click Search 14

Re-verifications Tips Foreign Nationals with expiring documents will need to acquire new documents and visit Duke Visa Services. If you accepted a receipt for a document, the employee will need to return with an original document for verification and you will need to click “receipt update.” 15

Re-Verification-Updating a Receipt 1.Search for the Employee. 2.Pull up the Employee’s I-9 and click Receipt Update. 3.Select which receipts are to be updated and click continue. 16

Updating a Receipt- Con’t 4. Update/Confirm Document number and click continue 5. Employment Authorized 6. Close Case 17

Recap/Questions 18 Check Pending Quick Search box for any I9’s where the employee has completed Section 1 and we now need to complete Section 2. We only need to go to our Reverification Quick Search, if we accepted a receipt vs. an original document. In which case, need to update receipt with original document numbers.

SSN Applied For After the employee receives a social security card, it is the department’s responsibility to update the SSN in SAP and Equifax after viewing the original document. A social security number is required to authorize through e-verify. 19

Updating a SSN on foreign national 1.Select SSN Applied For Link in Quick Search Box 2.Find & Click name of foreign national that you’ve received new social security card: 3. Click on “Edit SSN” and update SSN/Click Continue 20

Updating a SSN Con’t 5. Status update informing you that SSN has been updated but e-Verify case “DHS Incomplete” and requires you to Review/Edit case 6. Review information/ Click “Continue” 21

Updating a SSN Con’t In rare cases, the status may go to “SSA Case Incomplete” and prompt you to review SSN and birthdate, which usually means the data is incorrect and will go to a TNC status unless the SSN and/or birthdate is corrected prior to hitting the Continue button 22

Updating a SSN Con’t 7.Typically, the e-verify status will not immediately be authorized but will be “DHS Verification In Process” 8.Follow up by checking your E-Verify Issues Quick Search box for the updated status. If moved to Authorized, you will need to go to e-verify issues Quick search box items and close the case. If moved to TNC, you will need to contact Duke Visa Services. 23

Recap/Questions 24 Duke Visa Services completes foreign national I9’s and reverifications but it is YOUR responsibility to update the foreign national’s SSN in the SSN Applied for Quick Search box so they can be AUTHORIZED to work in the U.S.

E-Verify Issues Authorized (Case not Closed) Photo Matching SSA/DHS Case Incomplete DHS Verification in Process SSA/ DHS TNC SSA/ DHS Referred *SSA- Social Security Admin. *DHS- Department of Homeland Security 25

Authorized-Case not Closed Two Primary Errors: Didn’t hit “Refresh” after notification that Initial Verification didn’t Process Didn’t scroll down to bottom of page after notification of “Employment Authorized” and Close Case 26

Initial Verification not processed Click the Refresh Button, to push through to E-verify Service will continue to try to process the transaction and usually authorizes after user exits I9 service and then shows up in the E-verify issues as an Authorized but not closed case 27

Authorized: but case not closed 1. If you do not close the case after seeing the “Authorized” status you must go to the E-Verify Issues quick search box. 2. Click on the “authorized” case. 3. Scroll down to bottom of screen & click “close case.” 28

Authorized: but case not closed 29

Photo Matching 1.Click the “Photo Matching” button 2.Compare the photos 3.If they match, click Yes 4.Make a copy of the passport 5.Upload a copy of the passport 6.Close the Case 30

Tips on Permanent Resident Card When completing section 2 use these numbers… 31 Alien No. Document No. 3 Alpha + 10 Digits

SSA/DHS Incomplete 1.Select “E-Verify Issues” Link in Quick Search Box 2.Find & Click the “SSA/DHS Incomplete” case 3. Scroll Down to bottom 4. Click “Review/Edit” button 5. Review all information for accuracy 6. Click the “Continue” button – Should move to “SSA or DHS Verification in Process” – You must WAIT for the service to return a status. 32

SSA/DHS TNC 1.Department Should: Check the I9 for accuracy – if errors, close case as invalid and Start a New I9. 2.If no errors, employee has 2 options: Contest the TNC – 8 days to follow up Will not contest – Contact the HRIC 33

34 Missing This status rarely means an I9 is missing, the HRIC performs audits to rule out false negatives: – Employees hired before 8/6/12 do not have an electronic I9 on record, unless they are working (or have worked) on a FAR contract. – Foreign Nationals with a dummy SSN in SAP and SSN applied for in the I9 service don’t match up – Adjustments to CSD can fool the system into thinking an I9 is missing – Employee does NOT work and/or is NOT receiving compensation in U.S., so no I9 is required (PSA 23) Don’t need to complete a New I9 for a record listed as Missing HRIC is handling “Missing” I9 types flagged with an M before person’s name 29

Additional Resources 35 Our website is under construction but will soon include helpful video clips and specific troubleshooting documentation.

Top 10 Takeaways 1.You must complete the I-9 by the 3 rd business day AND the employee must be authorized through E-verify. 2.Jacqueline Kendrick is not holding up your iForm 3.Direct all Foreign Nationals to Visa Services 4.Clean your “Quick Search Box” 5.After receiving an “Authorized” status scroll down and click “Close Case” 6.Follow steps to complete “Photo Matching” 7.It is your responsibility to update the SSN and run E-Verify 8.95% of Tentative Non-Confirmations (TNCs) are due to keying errors. Review I-9 for accuracy 9.Missing does not mean “Complete a new I-9” 10.Use the Troubleshooting handouts from class 36