Slide 1 FastFacts Feature Presentation April 26, 2013 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2013 The Johns Hopkins University. All rights reserved. Slide 2 Today’s Topic We’ll be taking a look at… New Form I-9 and E-Verification Processes Slide 3 Today’s Presenter Judy Harvey Senior Administrator for Leave and Records, School of Medicine Slide 4 Session Segments Presentation Judy will address the new Form I-9 and review E-Verification processes. During Judy’s presentation, your phone will be muted. Q&A After 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. Slide 5 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: [email protected] You can also send us an instant message! GoogleTalk – [email protected] AOL Instant Messenger – HopkinsFastFacts MSN – [email protected] Slide 6 Survey Survey At 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. Slide 7 New Form I-9 Slide 8 Agenda Today we will… Review the changes and roll out schedule Examine features of the new Form I-9 Review of E-Verification Slide 9 Changes and Roll Out On March 8, 2013, The United States Custom and Immigration Service (USCIS) released a new Employment Eligibility Verification Form I-9. Employers are required to use the new form beginning on May 7, 2013. Our I-9 vendor, Equifax (formerly TALX) will begin using the new form electronically on May 1, 2013. The new form has additional fields, and expanded instructions for completion. The new form and instructions are available from USCIS at http://www.uscis.gov/files/form/i-9.pdf. Slide 10 Employee Access to Section 1 Employees will access the new I-9 through www.NewI-9.com Section 1 must be completed by the employee on or before the first day of employment for pay Slide 11 Slide 12 New Form I-9 Slide 13 Slide 14 Changes to Employee Information Portion of Section 1 of the Form I-9 Addition of the Department of Homeland Security Seal to the header of the form The form has an expiration date of 3/31/2016 Section 1 is now titled “Employee Information and Attestation” “YES/NO” radio buttons that appear on the screen shot are for employees with “Special Placement”. This does not apply to JHU, and will not be visible to our employees when they complete Section 1. Many of the field names have explanations next to them Maiden Name field has been re-titled “Other names used (if any)” “U.S.” and “International” radio buttons that were above the address fields have been removed State field now has a drop down that includes “Can” and “Mex” for use only by those employees who are border commuters from Canada or Mexico. “E-mail Address (optional)” and “Telephone Number (optional)” fields have been added. Hire Date has been re-titled “Employment Date” Fields that do not apply to an employee must be completed with “N/A”. Slide 15 Completion of Employee Information Portion of Section 1 -continued Last Name (Family Name) Must be employee’s full, legal last name • If the employee has 2 last names, or a hyphenated last name, both names must be included First Name • Employee’s given name including 2 names or hyphenated name Middle Initial • If an employee has no middle name, then the field must be completed with “N/A”. Other names used • Include maiden name and any other legal names • If an employee has no “other names”, the field must be completed with “N/A”. Slide 16 Completion of Employee Information Portion of Section 1 -continued Address • May not enter a PO Box number. • If the employee has no street address, enter a description of the location giving the nearest streets or landmarks. Apt. Number • Enter if applicable • If an employee has no Apt. Number, N/A can be entered in the field City or Town State • The State field has a drop down that includes “CAN” and “MEX” to be used by border commuters. • Must be a US address unless the employee is a border commuter from Canada or Mexico. Zip Code Slide 17 Completion of Employee Information Portion of Section 1 -continued Date of Birth • Enter in mm/dd/yyyy configuration Social Security Number • Because JHU is an E-Verify employer, all employees must enter a valid social security number. The radio button “Refuse SSN” will not be available to JHU employees, and the SSN Applied for will be available only to I-9 Users. • A non US citizen employee who has applied for, but not received a social security number must complete section 1 with an I-9 User. E-Mail Address • Entering an e-mail address is optional for all employees • If an e-mail address is not entered, the field can be completed with “N/A”. Telephone Number • Entering a telephone number is optional for all employees. • If a telephone number is not entered, the field can be completed with “N/A”. Slide 18 Completion of Employee Information Portion of Section 1 -continued Location The drop down selections remain the same Employment Date If the employee has been offered and accepted a position, but has not yet started to work, use the current date or a future hire date if it has been determined. If the employee has started to work, the hire date in SAP must be used. Slide 19 Completion of Employee Attestation Portion Section 1 Slide 20 Changes in Employee Attestation Portion of Section 1 Lawful permanent resident option now includes a field “Alien Registration Number/USCIS Number” Makes it clear- that an alien authorized to work who provides the Alien Registration Number/USCIS Number need not provide any additional information New fields have been added to complete the “Foreign Passport Number” and the “Country of Issuance” for an alien authorized to work who provides a Form I-94 Admission Number obtained from CBP (Customs and Border Protection) upon the employee’s arrival in the US A drop down is available for the “Country of Issuance” A check box is available for employees with an I-94 Number, but no foreign passport number The Perjury statement for the electronic signature has been updated Slide 21 Completion of Employee Attestation Portion of Section 1 A citizen of the United States Employee will click on the radio button next to “A citizen of the United States”. No further information is needed and the employee will move to the Employee Electronic Signature. A noncitizen national of the United States A noncitizen national of the United States is a person born in America Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen national born abroad. This category has a very limited population, and I-9 Users who have an employee who has made this selection should make sure that it is accurate. No further information is needed and the employee will click “Continue” at the bottom of the screen. Slide 22 Completion of Employee Attestation Portion of Section 1 Lawful permanent resident An employee who is not a US citizen who resides in the US under legally recognized and lawfully recorded permanent residence as an immigrant. Click the radio button opposite “A lawful permanent resident” Enter your Alien Registration Number The employee may enter either their Alien Registration Number (A-Number) or USCIS Number in the field. At this time the USCIS Number is the same as the A-Number without the “A” prefix. No further information is needed and the employee will click “Continue” at the bottom of the screen. Slide 23 Completion of Employee Attestation Portion of Section 1 Alien authorized to work An employee who is not a citizen or national of the United States, or a lawful permanent resident, but is authorized to work in the US. Click the radio button next to “An alien authorized to work” Enter the date that work authorization expires in the box next to “(expiration date if applicable, mm/dd/yyyy)”. If the employee has no expiration date (refugees, asylees, and certain others), check the box next to “Employee is an alien whose work authorization does not expire or has no specific expiration date for their employment authorization”. Slide 24 Completion of Employee Attestation Portion of Section 1 An alien authorized to work who has obtained their Alien Registration Number/USCIS Number completes #1. The employee may enter either their Alien Registration Number (A-Number) or USCIS Number in the field. At this time the USCIS Number is the same as the A-Number without the “A” prefix. No other information needs to be entered in this part of Section 1 Slide 25 Completion of Employee Attestation Portion of Section 1 An alien authorized to work who has not received an Alien Authorization Number/USCIS Number completes #2. Enter the I-94 Number **Beginning April 30, 2013, persons entering the US through air or sea will no longer receive a paper I-94. Foreign visitors will be able to print a paper I-94 from www.cbp.gov/I94 Enter the foreign Passport Number Slide 26 Preparer and/or Translator Certification This section should only be completed if you are aiding an employee who has difficulties completing the form. You should not be completing the form for employees who are able to complete Section 1 themselves. The only changes to this area of the I-9 form is the addition of the drop down for the “State” field. Slide 27 Preparer and/or Translator If an I-9 User aided an employee in the completion of Section 1, they will view a screen that compiles all of the Section 1 information. The Preparer/Translator should carefully review all of the information for accuracy before checking the attestation box on the electronic signature. Slide 28 Employee Attestation Portion of Section 1 Employees should review all of their information. Changes can be made if needed by clicking “Change Information” Employees should read the attestation statements. Click the check box Click “Continue” Slide 29 Section 2. Employer or Authorized Representative Review and Verification Slide 30 Changes to Employer or Authorized Representative Review Portion of Section 2 Change in the header for Section 2 Employee Name will appear on the top of this section of the form Additional space has been added to Section A so that 3 documents may be listed when needed There is a 3-D barcode box that will be visible, but has no planned use at this time The Employment Date (formerly Hire Date) has been removed from the certification statement Larger fields have been created for the Employer’s Name and address. Slide 31 Changes to Employer Review Portion of Section 2 of the Form I-9 Slide 32 Completing List “A” Documents for a non US Citizen Slide 33 Electronic I-94 Non US citizens who have entered the US at an airport or sea port, will not be given a paper I-94 form as they have in the past. They will need to access and print it from the Customs and Border Protection website, www.cbp.gov/i94 Slide 34 Employer Attestation and Signature Slide 35 Employer Signature Slide 36 Completing Section 2 for an Existing Pending I-9 The employee must update section 1 if: •There is an “other name” that they had legally used at some time •The address used is Canadian or Mexican, select that designation from the “state” drop down list •Their status requires the Foreign Passport Number and Country of Issuance The employee may modify section 1 if: • They wish to enter an email address or a telephone number. If the employee modifies Section 1, they will need to re-sign to approve the modifications before Section 2 can be completed. If there are no modifications to Section 1, Employee clicks on the continue button and will move to Section 2. Slide 37 Section 3 Slide 38 Changes To Section 3 • Section has been renamed “Reverification and Rehire” • New Name field now indicates the need to enter a Last Name, First Name and Middle Initial • The date of Rehire is clarified to be configured as mm/dd/yyyy • A new field to print the name of the Employer or Authorized Representative Slide 39 E-Verify Issues The determination of DHS or SSN Incomplete allows an I-9 user to go back into the I-9 and correct some fields that may have been entered incorrectly. However, an I-9 user feels that all the information is correct and resubmits the I-9 to E-Verify, an employees status will be returned as TNC (tentative non confirmation). TNCs must be dealt with immediately. Once an employee has decided to contest a TNC, the I-9 User must check on a regular basis to make sure that an employee does not move to an FNC (Final Non Confirmation). Employment Authorized determinations must be closed out. Slide 40 Important Things To Remember Section 1 – Must be completed by employee on or before the first day of employment. Section 2 – Must be completed by employer within 3 days of starting work. The new Form I-9 will be used beginning May 1, 2013. Paper I-94s will no longer be available for most non US citizens. Employees who completed Section 1 on the old Form I-9 will be directed to review the new fields for possible completion. E-Verify issues need to be resolved quickly. Slide 41 Resources Slide 42 Resources USCIS I-9 Central - http://www.uscis.gov/I-9Central USCIS Employer Handbook - http://www.uscis.gov/files/form/m274.pdf I-94 (Customs Border Patrol) http://www.cbp.gov/xp/cgov/travel/id_visa/i-94_instructions/ I-9 Policy - http://hrnt.jhu.edu/policies/form_i_9_e_verify.cfm Slide 43 Q&A 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. Slide 44 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: [email protected] Slide 45 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!