Slide 1 FastFacts Feature Presentation November 29, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code: © 2009 The Johns Hopkins University. All rights reserved.
Slide 2 Todays Topic Well be taking a look at… Form I-9 and E-Verification Processes for Non-US Citizens
Slide 3 Todays Presenter Jennifer Kerilla Director of the Office of International Services at JHMI
Slide 4 Session Segments Presentation Jennifer will provide an introduction for I-9 preparers who are authorized to complete Section 2 of Form I-9. During Jennifers 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. Jennifer will answer as many of your questions as time allows.
Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –
Slide 6 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.
Slide 7 Form I-9 and E-Verification Processes for Non-US Citizens
Slide 8 Agenda Today well be covering: Employment Eligibility Verification for Non-US Citizens Assisting Non-US Citizens with Section 1 Reference tools for completing Section 2 Foreign National Information Form E-Verify Re-Verification Continued training
Slide 9 When non-US citizens report to the designated I-9 preparer: -If they completed Section I in advance, their I-9 will be in Pending -If they did not receive the communication about I-9 Express, asking them to complete Section 1 in advance, the I-9 preparer should click New I-9. IMPORTANT NOTE: -IF they do not have a SSN, then they must complete Section I in the designated I-9 preparers office. Employment Eligibility Verification for Non-US Citizens
Slide 10 Non-citizens complete Part I in the designated I-9 preparers office if they do not have a Social Security Number at the time of hire/first day of work for pay. I-9 preparers will advise all new hires who do not yet have a SSN to select SSN Applied For even if they have not yet submitted their application to SSA. Individuals who have just entered the US may not yet be eligible to apply for their SSN. The I-9 preparers should advise them to refer to guidance from the International Office before applying. The Payroll Office will monitor I-9 express alerts and communicate to the non-citizen as the 90 day period nears an end. Assisting Non-US Citizens with Section 1
Slide 11 When reviewing Section I, be sure to review the Hire Date and the Location. All Non-Citizens should have the same location Non-US citizen faculty, staff and student. Assisting Non-Citizens with Section 1 The majority of non-citizens completing Form I-9 will be either: A Lawful Permanent Resident OR An Alien Authorized to Work. During the instructor-led sessions, participants will receive a comprehensive overview of the Reference Manual for Processing Non-US Citizens I-9s and step-by- step guidance for advising non-citizens on how to properly complete the Alien # and I-94 # fields.
Slide 12 The Preparer and/or Translator Certification fields are automatically populated when the I-9 preparer creates a new I-9. If the non-citizen requires a preparer/translator, the fields should be properly completed with the preparer/translators information. In all other circumstances, it is important to hit Clear before the non- citizen selects Continue Preparer/Translator Section
Slide 13 Ask the non-US citizen to review the information one more time for completeness/accuracy. Review Section Data Entered into Section1
Slide 14 The non-citizen will electronically sign the I-9 by checking the box and clicking Continue. Electronic Signature for Section 1
Slide 15 Instructor-led training on December 8 th and 9 th w ill include step-by-step guidance on completing Section 2 of the I-9. The Reference Manual for Processing Non-US Citizen I-9s is a tool that was created by the International Office at Homewood to assist I-9 preparers with the following: Recognizing List A, B and C documents Identifying Expiration Dates, Document Numbers, etc… Properly entering required information into the appropriate Section 2 fields The Reference Manual for Processing Non-US Citizen I-9s will be housed in the learning management system [LMS] to ensure it is regularly updated and always easily accessible to I-9 preparers. Completing Section 2 of the I-9
Slide 16 Reference Manual for Processing Non-US Citizen I-9s
Slide 17 A Preview to the Reference Manual
Slide 18 A Preview to the Reference Manual
Slide 19 A Preview to the Reference Manual
Slide 20 A Preview to the Reference Manual
Slide 21 A Preview to the Reference Manual
Slide 22 I-9 Central Home webpage: Additional Reference Resources
Slide 23 In addition to Reference Manual for Processing Non-US Citizen I-9s, I-9 preparers should be familiar with the Handbook for Employers [M-274]. The Handbook was created by U.S. Citizenship & Immigration Services to inform employers how to properly complete and update I-9 forms. Additional Reference Resources
Slide 24 JHUs Employment Eligibility Verification webpage: Additional Reference Resources
Slide 25 A blank FNIF or instructions for accessing the fill able form should be provided by the I-9 preparer. The FNIF form will assist the hiring department in completing the ISR in SAP. It is strongly recommended that the FNIF be distributed with the Walk-In Hours and contact information for the Tax Office. It is important that non-U.S. citizens complete the FNIF form when they begin employment at JHU or re-verify their employment due to a change of status. The form is available on the Controller website:
Slide 26 E-Verify – Initial Case Results After the I-9 preparer attests to the information entered in Section 2 and electronically signs the I-9, the information must be validated in E- verify. **If the individual does not have a SSN, their information will not be sent to E-verify until they report their SSN to Payroll**
Slide 27 Possible Initial Case Results Employment Authorized This response means that the employee is authorized to work in the United States. A case that is Employment Authorized is incomplete until it is closed.
Slide 28 Possible Initial Case Results DHS Verification in Process I-9 has been completed, but a response has not yet been returned by E- Verify. The case is automatically referred to DHS for further verification. No action is required by at this time. DHS will respond to most of these cases within 24 hours, although some responses may take up to three federal government workdays. Preparers will need to check E-Verify daily for a responses.
Slide 29 Initial Case Results SSA or DHS Tentative Non-Confirmation [TNC] A response of SSA Tentative Non-Confirmation indicates the information on the employees I-9 did not match information on record with the Social Security Administration (SSA) or the Department of Homeland Security (DHS). A Non-Confirmation does not mean that the individual is not authorized to work. The I-9 preparer must advise the individual of the TNC and the employee must choose to contest (i.e. follow the prescribed steps to correct the problem) or not contest. Individuals who indicate they do not wish to contest must immediately be referred to the appropriate Divisional Human Resources Office [staff] or appropriate academic department [all non-staff positions and appointments]. This requires immediate action by the hiring department or Division H.R. before case can be resolved in E-Verify
Slide 30 E-Verify – Interim Case Results An interim case result requires additional action before E-Verify can provide a final case result.
Slide 31 Possible Interim Case Results SSA or DHS Incomplete In some instances, there is a discrepancy in data between what has been entered by the Non-Citizen or I-9 prepare and what exists in DHS and SSA records. This may be as simple as a typographical error or incorrect information. Review the information entered in I-9 eXpress with the employee for correctness. Click Continue. Follow steps based on case result.
Slide 32 Possible Interim Case Results SSA or DHS Case in Continuance This response means that the employee is has visited SSA or contacted DHS, but more time is needed to determine a final case result.
Slide 33 Other E-Verify Results DHS No Show I-9 preparers will need to notify the employee to contact E-Verify immediately if their case results in a DHS No Show. It is important that Case Resolution Division review the record and issue a letter confirming that employment is authorized. The letter should be scanned and attached in i-9 eXpress. PHOTO MATCHING I-9 preparers are already familiar with photo matching for U.S. passports. I-9 preparers will now be required to complete photo matching for Form I-551 [Green Card] and Form I-766 [Employment Authorization Document/EAD].
Slide 34 When an employees employment authorization document expires, you must re-verify his or her employment authorization using Section 3 of the I-9. US Citizens and noncitizen nationals never need re-verification. Re-verification
Slide 35 Updating Section 3 is similar to completing Section 2 when an employee is hired. The I-9 Preparer selects the document from the list that the Non-US Citizen presents verifying their extended work authorization. Re-verification
Slide 36 Employees whose immigration status, employment authorization, or employment authorization documents expire should file the necessary application or petition sufficiently in advance to ensure that they maintain continuous employment authorization or valid employment authorization documents. Re-verification Departments and Divisions should monitor the expiration dates of their employees using the Work Authorization/Visa Expiration Dates Report. This BW report displays the work authorization date and visa type for all employees or fellowship recipients whose residence status is nonresident alien A guide to accessing and running the report is available at:
Slide 37 Additional Training Reminder You MUST register through
Slide 38 Conclusion Today we covered… Employment Eligibility Verification for Non-US Citizens Assisting Non-US Citizens with Section 1 Reference tools for completing Section 2 Foreign National Information Form E-Verify Re-Verification Continued training
Slide 39 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 ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants. Q&A
Slide 40 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 us at:
Slide 41 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… Thanks again!