Authorization to Complete I-9 Forms - Arizona State University · Slide 1 of 156 Human Resource Information System (HRIS) Authorization to Complete I-9 Forms

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Human Resource Information System (HRIS)

Authorization to Complete I-9 Forms

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Learning Objectives

This class will authorize you to:

•  Fill out the Form I-9 •  Recognize the correct documents that establish

Identity and Employment Eligibility •  Prevent delays in establishing pay for a new employee •  Submit a correctly completed Form I-9 on the

employee's first day of work or at the least within the first 72 hours (3 days) of starting their job.

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Facts I-9 Questions?

Please contact Human Resource Employee Services at:

(480) 965-2701

The due date/deadline for submitting a Form I-9 for new employees is within 72 hours/3 days from the employees’ first day of work.

By law if an employee has not be verified within 72 hours of employment hire date they must be terminated.

It is recommended that this form be submitted by the first day of work to avoid possible delays.

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Facts

To ensure that ASU adheres to this mandate, Human Resources at ASU requires that all staff who are responsible for certifying I-9 forms be authorized to do so.

To become authorized you simply need to complete this course and answer a few test questions at the end.

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Why Authorization?

The new employee has 72 hours from their start date to complete and turn in the I-9. Submitting a late or incorrect Form I-9 to Human Resources may cause these problems:

•  It may affect the individual’s start date.

•  Benefits could be delayed

•  Their paycheck could be delayed

•  If it is the department’s or ASU's fault (mistakes) it can delay when the new employee receives their first check.

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The process for verifying a new hire’s employment eligibility has changed. Effective immediately, ASU will use I-9 Talx—a Web-based employment eligibility service—to enter, verify, document, and ensure employment eligibility for new hires. As a result of this new paperless process, you no longer need to complete paper I-9 forms included in the New Hire Packet. The new employment verification process consists of four main steps:

Step 1: Have the new hire enter their information in I-9 Talx. (www.newi9.com)

Step 2: Login to I-9 Talx and complete the new hire’s I-9. (www.i9Talx.com)

Step 3: Determine if the employee is legally eligible to work in the U.S.

Step 4: Terminate the employees if not legal to work according to the Basic Pilot Program.

Facts - New I-9 Talx

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Step 1:

Have the new hire complete their information in section 1 of the I-9.

www.newi9.com (Save to favorites)

Step 2:

Login to I-9 Talx and complete & verify the new hire’s I-9.

www.i9Talx.com (Save to favorites) SECTION 2 of the I-9

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Paper I-9 forms no longer need to be retained or filed at ASU. Everything is now completed and stored by authorized I-9 verifiers online in the I-9 Talx system.

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Form I-9 Talx Employee Information and Verification

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Use the Main Menu to navigate through the site.

Navigating

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One note of caution, if you use the back button in the upper left corner of your browser, you can get logged out, or loose information. When entering or changing information there is a back button at the bottom of the page that allows you to go back one page. Using that back button will keep you from being logged out or loosing information.

Navigating

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The Quick Search Box includes a list of all of the I-9s that are under your responsibility for your location based on those I-9s that have been processed or are waiting to be processed. If no information is appearing there you can click Refresh All or Refresh individual statuses.

Quick Search Box

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Pending - Employee has completed Section 1 ahead of time and you still need to complete Section 2.

Re-verification Due - Employee has a status of alien and their documents are gong to expire within 90 days, they will go into this category. Notifications are going out on those employees as well, so that you'll know that the employee needs to get their new documents updated and bring them in for you to complete Section 3.

Statuses in Quick Search

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SSN Applied For - Employee is new to the country and has not yet obtained a Social Security number. You can complete Section 1 and 2 for the employee, indicating that they do not have a social. Once they get the social they can bring it in so that you can complete Section 3 with that information. At that point it will go through the E-Verify system. In the meantime they'll be in this category.


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E-Verfiy Issues - According to E-Verify 97% of I-9s submitted to them can be verified as employment authorized. The other 3% will go into the E-Verify Issues category.

Generally you'll be coming into the E-Verify system to complete Section 2.


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I-9 Section 1

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Although the employee is responsible for completing section 1, we, as the employer, are responsible for ensuring that it is accurately and completely filled out prior to the employee leaving our desk.

(cont’d.)

Section 1

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•  Pay special attention to the “attestation box” and ensure that the employee marks one of the choices and fully completes the required information.

•  Foreign Nationals will mark the third box “An alien authorized to work until ___/__/____

Section 1

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•  (Alien # or Admission #)_____________

•  The work authorization date will be located on the employees work authorization document which may be an I-20, DS-2019 or an H1B Form I 797 A. The alien # or admission # is the number located at the top of the Form I-94 which is comprised of 11 numbers.

Section 1

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The name should appear exactly as it appears on the employee's document in List A or List B of the List of Acceptable documents.

Section 1

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The Employee MUST complete the Attestation box to affirm their legal responsibility for the accuracy of the information and to protect ASU.

Section 1

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A Lawful Permanent Resident is a person who has gone through the legal process to become a “Permanent Resident of the US”. They are eligible for employment as equally as a Citizen of the US.

Section 1

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A Lawful Permanent Resident will have a Driver License and regular Social Security card THAT DOES NOT INCLUDE “for work purposes only’ printed on it above the SSN. This individual CAN Use their DL and SSN to complete the form I-9 (List b & List C) OR they can use their PRC Form I-551 (List A).

Section 1

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For the line titled “An alien authorized to work”: The date is collected from the DS-2019 (J-1 Student or J-1 Researcher) or the Form I-20 ( F-1 Student), plus the number on the Form I-94.

For the line titled “(Alien # or Admission #)” use I-94.

Section 1

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Please send Internationals to the Human Resource office in the USB Building to receive one-on-one assistance with a Human Resource NRA specialist who can help them get their I-9 verified.

Section 1

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I-9 Section 2 Lists of Acceptable Documents

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Section 2

Click the Pending link to view a list of I-9s that are pending in the Quick Search box.

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Section 2

Because the employee doesn't choose a location in Section 1 you will be able to see all pending I-9s at ASU. Click on the employee's name to get into Section 2.

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Section 2

Enter the start date.

This is the employee’s first day of employment.

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Section 2

NOTE – You must complete the I-9 within 3 days from the employee’s start date (72 hours).

If the I-9 is not completed within 3 days from the employee’s start date their paycheck will be affected.

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Section 2

If you have access to one location it will be indicated in the Location field. If you have access to multiple locations you will have a drop down menu.

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Section 2

If the employee says they filled out some information incorrectly, you can click the View and Print Employee Receipt link to view their receipt.

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Section 2 This view is also helpful

if the employee brought in the wrong documents, or no documents at all. You can print this out for them to take with them for reference so they can bring in the right documents. The list of documents is specific to their work status.

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Section 2

The Attestation Box Remember that in section 1 there are four possible

categories the employee can attest to being in. They are: •  A citizen of the United States •  A noncitizen national of the United States (see

instructions) •  A lawful permanent resident (Alien#) A ____________ •  An alien authorized to work – Use EITHER (Alien #) A

_______ OR (I-94 # ) _____ (The system will not let you use both.)

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Section 2

Lists of Acceptable Documents The Talx system will display different lists of acceptable

documents depending on which category is chosen in the attestation box. These documents can be used to either:

•  Prove identity AND work authorization •  Prove identity •  Prove work authorization

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Section 2 Here are the document lists displayed by the system for

each category:

If A citizen of the United States: List A to Prove identity AND work authorization: 1. U.S. Passport or U.S. Passport Card 2. OR one item each from Lists B and C Cont’d

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Section 2

If A citizen of the United States: (Cont’d) List B to prove identity: 1.  Driver’s License or ID Card Issued by State or Possession with Photo 2.  ID Card Issued by Federal, State, Possession or Local government

with Photo 3.  School ID Card with Photo 4.  Voter’s Registration Card with Photo 5.  U.S. Military Card 6.  Military Dependent’s ID Card 7.  U.S. Coast Guard Merchant Mariner Card 8.  Native American Tribal Document with Photo 9.  Canadian Driver’s license

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Section 2

If A citizen of the United States: (Cont’d) List C to prove work authorization: 1.  Social Security Account Number Card Authorized for Employment 2.  Form FS-545 – Certification of Birth Abroad from Dept. of State 3.  Form DS-1350 – Certification of Report of Birth from Dept. of State 4.  Original Birth Certificate or Certified Copy with Official Seal 5.  Native American Tribal Document 6.  Form I-197 – U.S. Citizen ID Card 7.  Form I-179 – ID Card for Use of Resident Citizen in the U.S. 8.  Receipt for lost, stolen or damaged Social Security Account Number

Card

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Section 2

The following document lists are for Internationals. Remember that all Nonresident Alien employees must go to the Human Resource Department to have a Human Resource NRA specialist help them complete the I-9 and Glacier program.

The following lists are for reference only unless you are a Human Resource NRA specialist:

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Section 2

If a noncitizen national of the United States

•  List A to prove identity AND work authorization: •  U.S. Passport or U.S. Passport Card •  OR one item each from Lists B and C (Cont’d)

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Section 2

If a noncitizen national of the United States (Cont’d)

List B to prove identity: 1. Driver’s License or ID Card Issued by State or Possession

with Photo 2.  ID Card Issued by Federal, State, Possession or Local

government with Photo 3. School ID Card with Photo 4. U.S. Military Card 5. Military Dependent’s ID Card 6. U.S. Coast Guard Merchant Mariner Card

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Section 2

If a noncitizen national of the United States (Cont’d)

List C to prove work authorization: 1. Social Security Account Number Card Authorized for

Employment 2. Original Birth Certificate or Certified Copy with Official Seal 3. Employment authorization document issued by DHS 4. Receipt for lost, stolen or damaged Social Security

Account Number Card

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Section 2 If a lawful permanent resident List A to prove identity AND work authorization:

1. Form I-551 – Permanent Resident Card or Alien Registration Receipt Card

2. Foreign Passport with I-551 Stamp or Printed Notation on Machine-readable Visa

3. OR one item each from Lists B and C (Cont’d)

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Section 2

If a lawful permanent resident (Cont’d)

List B to prove identity: 1.  Driver’s License or ID Card Issued by State or Possession with

Photo 2.  ID Card Issued by Federal, State, Possession or Local government

with Photo 3.  School ID Card with Photo 4.  Voter’s Registration Card with Photo 5.  U.S. Military Card 6.  Military Dependent’s ID Card 7.  U.S. Coast Guard Merchant Mariner Card 8.  Canadian Driver’s license

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Section 2

If a lawful permanent resident (Cont’d)

List C to prove work authorization:

1.  Social Security Account Number Card Authorized for Employment 2.  Receipt for lost, stolen or damaged Social Security Account Number

Card

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Section 2

If an alien authorized to work List A to prove identity AND work authorization:

Provide Alien # OR I-94#. The Talx system will not allow you to use both

(Cont’d)

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Section 2 If an alien authorized to work (Cont’d)

List A to prove identity AND work authorization: Provide Alien # OR I-94#. The Talx system will not allow

you to use both or the following error appears:

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Section 2

If an alien authorized to work (Cont’d)

List A to prove identity AND work authorization:

1.  Form I-766 – Employment Authorization Document that contains a photograph

2.  Foreign Passport with I-94 or I94A 3.  Foreign Passport with I-94 or *-94A and I-20 4.  Foreign Passport with I-94 or I-94A and DS-2019 5.  FSM or RMI Passport with I-94 or I-94A 6.  OR one item each from Lists B and C

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Section 2


List B to prove identity:

1.  Driver’s License or ID Card Issued by State or Possession with Photo

2.  ID Card Issued by Federal, State, Possession or Local government with Photo

3.  School ID Card with Photo 4.  Voter’s Registration Card with Photo 5.  Canadian Driver’s license

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Section 2


List C to prove work authorization:

1.  Social Security Account Number Card Authorized for Employment 2.  Employment authorization document issued by DHS 3.  Receipt for lost, stolen or damaged Social Security Account Number

Card

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Section 2

These screenshots from the video show the documents listed by the Talx system if the employee is a citizen of the United States.

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Section 2

If the employee brought in the correct documents, you can complete Section 2. Choose either list A to select the only option available there, which is U.S. Passport or U.S. Passport Card.

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Section 2 Or, choose a combination

of 1 item from List B and 1 item from List C. All documents must be unexpired.

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Section 2

List B is of documents, other than the passport that have a picture I.D.

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Section 2

List C is of documents that prove the employee's work authorization. For this example we’re choosing: Social Security Account Number Card Authorized for Employment.

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Section 2 If the employee filled out

Section 1 but never came back with documents to fill out section 2, you can click the "Employee terminated before completing I-9" option to take them out of the pending list and keep it from looking like someone started working at ASU without completing their I-9.

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Section 2

Click Continue to process the I-9 without any documentation.

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Section 2 After clicking Continue

more List B & C information fields appear.

Driver's License information appears for you to fill in if the employee used that for documentation.

Indicate the State of Territory on the Driver's License, Document #, Expiration Date.

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Section 2 If a document has an

expiration date, all dates must be in the future.

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Section 2 If you enter an

expiration date that's in the past you will get an error message when you click Continue.

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Section 2

For List C if a Social Security Card was used, indicate that the number on the document is the same as the one shown on the screen by clicking the checkmark box.

Click Continue

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Section 2

At this point you have the chance to review all of the information that was entered. It's important to stress that all information matches the documentation for the Social Security Administration and the Department of Homeland Security.

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•  I understand the employee's work authorization will be verified electronically with the United States government. •  I authorize my Section 2 electronic signature to be automatically applied to the documents provided to the employee should the employee contest/not contest the verification results. •  I am not using government verifications for pre-screening purposes or discriminating against any employee who receives a tentative nonconfirmation response.

Section 2 Employer Electronic

Signature

Scroll to the bottom of the screen to read and agree with the certification statements:

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Access an I-9 at a Later Time

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If you need to access an employee's I-9 again click Search Employees in the main menu,

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Then click on the employee's name.

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That will take you to the employee detail page. There are several different options for actions to take on this page. You can:

* Go to Section 3 to make changes on the I-9

* Create a New I-9 * Change Location to view an

I-9 * Review or print and I-9 * View E-Verify History of an I-9

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I-9 Section 3 Updating and Re-verification

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Section 3

On the employee detail page you can go into Section 3 to make any needed changes to the I-9. Reasons you may need to do this might be if:

•  The employee changed their name

•  Need to have their documents reverified

•  Need to rehire

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Section 3

Other reasons to access Section 3:

1. If the employee is rehired and their name changed, change it there. 2. If their information is still correct enter the rehire date and choose

which documents they will use. 3. If they've obtained their Social Security card enter the number there,

and choose Social Security from the documents. 4. If they are a rehire and none of their information has changed you

can simply enter a rehire date. 5. If they are an alien and documents are expired, choose the

document that has the new expiration date, add the new date, and complete filling out the document information.

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New I-9

If the employee is being rehired but their work status, name, etc has changed you can click the "New I-9" link.

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New I-9 That will take you back to

Section 1 with their personal information filled in. If you need to make necessary changes, do so there then complete Section 1 and 2 of the I-9 at that time.

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Change Location

If you have access to Multiple Locations you can change their location using the Change Location button, but you must have access to the location that they are moving to, as well as your location. Choose another location for the I-9 in the drop-down menu for location. If you need access to multiple locations you can request access to them by contacting the ASU Office of Human Resources.

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Review or Print an I-9 You can view or print the original I-9 by clicking the Original I-9 link at the bottom of this page, although we are no longer required to keep paper copies on file. Any changes made in Section 3 would be shown.

History Button You can view the E-Verify history of an I-9 by clicking this button.

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Complete an I-9 for an Employee

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Completing an I-9 for an Employee

If the employee came in the 1st day and couldn't complete the I-9 without assistance you can complete the form for them. Reasons to complete a form for an employee are:

•  If they are not fluent in English, didn't have someone to translate for them, or weren't skilled with computers.

•  If their status is “SSN Applied For” •  If they are outside the hiring age range of 16-125 years of age

you would have to complete section 1 for them. •  Or any other reason why they couldn’t complete the form

themselves.

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To get started click the New I-9 link.

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1. If the employee does not yet have a SS # click SSN Applied For radio button.

2. For the purpose of this example indicate that work status is "A lawful permanent resident”

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3.  Your preparer information will already be filled in. If you need to update your preparer information contact the ASU Office of Human Resources. They are the only ones who can update preparer information.

4.  If the employee is outside the hiring age of range (from 16-125), check the box to indicate you have authorization to hire that employee.

5.  Click Continue

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6.  The employer double-checks the information here then gives their electronic signature by clicking a checkmark to verify:

“By checking this checkbox I attest, under penalty of perjury, that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct.”

This signature is also available in Spanish.

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8.  They indicate that everything is correct by clicking a checkmark in the Employee Electronic Signature, which states:

•  I am aware that federal law provides for imprisonment and/or fines for false statements or use of false documents in connection with the completion of this form.

•  I understand that the employer will electronically verify my work authorization with the united States government.

•  I authorize my Section 1 electronic signature to be automatically applied to the documents that employer will provide me should I contest/not contest the verification results.

7.  The employee then reviews, and makes any changes necessary.

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11. The system then goes directly to Section 2 where the I-9 has been saved as Pending.

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Complete a Pending I-9

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Complete via Pending You can complete Section 2 in

the form by accessing it in Pending state via the Quick Search menu. You can also access the pending form here to print a copy for the employee because they didn’t have all of their documentation yet, or if you had to leave your desk and got logged out.

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Complete via Pending

After clicking Continue from the previous page the start date and location will come over. You’ll need to indicate which documents were presented by the employee. For purposes of this example we’ve indicated List A and a Permanent Resident Card or Alien Registration Receipt. Click Continue again.

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Employer Review of Section 2

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Employer Review and Verification

1.  Issuing Authority is automatically filled in 2.  Click a checkmark next to “The number on the document is the same”

for the Alien #. 3.  Enter an expiration date or click a check the box indicating the

document has no expiration date. 4.  Click Continue

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Click the Employer Electronic Signature click a checkmark next to the statement that reads “I have read and agree with the certification statement above”, enter your password, then click Continue again.

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A message stating that the I-9 was successfully added. Appears. Scroll down to the History button to click.

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A different message appears indicating a Tentative Nonconfirmation Notice in English and Spanish. The Social Security Administration (SSA) was not able to confirm that this employee is eligible to work in the U.S.

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SSA Tentative Nonconfirmation Notices This is generally a data issue; either the wrong data was submitted, or incorrect or out of date data was stored in E-Verify's database.

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There are three courses of action available to take at this point: 1.  Resolve Case by correcting data entered incorrectly. 2.  Process the Not Contest choice for the employee. 3.  Process the Contest choice for the employee.

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Your first option is to use the Resolve Case button if you find that incorrect information was submitted after double-checking how the form was filled in.

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After clicking the Resolve Case button, the Select Case-Resolution list appears.

Click "Invalid Query" to let E-Verify know that the original I-9 was not valid and that a new I-9 will be sent. This also lets the ASU system know what happened and takes it out of the I-9 E-Verify Issues status.

Click Resolve

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Click the Resolve Case button that now appears under the Tentative Nonconfirmation Notice.

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Click the New I-9 button that now appears above the Tentative Nonconfirmation Notice. This will make it a little easier to submit new information because the original information will still be filled in on the form. You only need to correct the error(s).

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I-9 Section 3

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Section 3 If you believe the information was submitted correctly, the employee can choose to contest or not contest the results.

1. Click View SSA Tentative Nonconfirmation Notice (English or Spanish) to print out the document for the employee so that they can make an educated decision whether to contest or not. This version does not have the employee's personal info on it.

2. If the employee chooses not to contest click Not Contest.

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Section 3 The notice will explain what happened to cause the Tentative Nonconfirmation, what the E-Verify system is, where E-Verify checks information, as well as what it means to contest or not contest. This information allows the employee to make an educated decision about what to do next.

The employee’s personal information will not be filled in on this version of the notice.

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Not Contest

2. If the employee chooses not to contest click the Not Contest button.

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Not Contest

Steps are displayed telling how to process the non-confirmation notice.

Step 1 is to print the form by clicking the link to the notice. The form will have the employee's personal information on it for you to print out and shows the employee chose not to contest the nonconfirmation. It will also have your signature, the name of the employer, and the date the document was printed on it.

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Not Contest

Step 2 is to click the checkbox indicating that the employee received copy of the notice.

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Not Contest

Step 3 is to select the Case Resolution. For No Contest cases the case resolution should always be "Unauthorized Employee Terminated" (employment unauthorized so employee was terminated)

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Not Contest

Last of all click Resolve. This let’s E-Verify and I-9 Talx systems know that you’ve followed the correct steps, you’ve terminated this employee, and so they can take it out of their issues list.

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Contest the Tentative Nonconfirmation

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Contest the Nonconfirmation

The 3rd and most frequent option is for the Employee to Contest the Tentative Nonconfirmation results. Click the Contest button.

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Instructions appear to show how to process a Contest to complete verification for an employee. This is the most frequently chosen option.

Step 1 - Click the View SSA Tentative Nonconfirmation Notice link to print a copy for the employee.

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The Referral Letter has all of the employee's personal information on it and a brief indication of why the nonconfirmation came over and what type of data may be mismatched.

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It also indicates who signed it, why they have the letter, and what they must do. The employee must visit a SSA office within 8 business days to resolve the process. (E-verify takes an additional 2 days to respond to I-9 Talx.) The Referral Letter also explains to the employee what to take with them to the SSA office.

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It also indicates who signed the letter . . .

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The referral letter also explains why they have this letter, more information about the E-Verify program, and what the employee needs to do next to contest the tentative nonconfirmation.

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The employee must visit a SSA office within 8 business (or work) days to resolve this process. The 8 days does not include holidays or weekends. (E-verify takes an additional 2 days to respond to I-9 Talx.)

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The DHS process is different but very similar. The employee must call the DHS office since the offices are in regions of the country and not always within travel distance for an employee.

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The Referral Letter also explains what to take with them to the SSA office.

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The Referral Letter offers a phone number to obtain information about employee rights as well as a phone number and website to help them find the nearest SSA office.

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After you indicate that the employee has been given copies of the notice and letter, click the SSA Referral button to notify the SSA what is being done. This lets E-Verify know that you have referred the employee to the correct agency and that they will be trying to correct the nonconfirmation.

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Responses usually are that the employee is authorized to work in the US. If not, then the employee is not eligible to work and would need to be terminated.

If you receive a response back that is a Final Nonconfirmation, or that the employee did not go to the SSA office to show documentation (No-show) or that they did not contact DHS they would not be eligible to work and you would need to terminate them.

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Be sure to check the system 10 business days later to see if any responses have come back.

139

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Sometimes the response you get back is that E-Verify needs additional information. A button would be available for you to submit the information again for I-9 to be verified.

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Back at the Main Menu page, click Refresh All to update your list of Pending I-9s.

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The My Account Link

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Update or change your password

Access the My Account link to update your password or change the email address for your reset notice to go to.

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Update or change your password.

To change your Password click the “Change Your PASSWORD” link. You may wish to do this if someone got a hold of your password, was looking over your shoulder when you entered it, or you just want to update it. You must know your password and be logged into the system to do this.

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Update or change your password.

You can also change the email delivery address for your reset notice by clicking the “Change Your PASSWORD Rest Options” link.

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Standard Reports

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Reports

E-Verify also has some standard reports available to you. They cannot be changed, but are very useful. Click the Reports link on the Main Menu page.

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Reports

Click the Available Reports link.

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Reports

Export all I-9s from your location is the report most often used. It provides all information from all I-9s processed. However it does contain complete social security numbers so you need to handle the report carefully or adjust the column views when using this report.

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Help Section

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42:08 - Help Section

There is also a very nice Help section in the system.

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There are PowerPoint presentations available to remind you how to step through the various processes.

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I-9 Instructions in English and Spanish

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Identity and Employment Authorization Documents – shows what genuine documents look like on the front and back a very useful feature. Click that link in the Help section.

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Then click on a document name you wish to view, or scroll down to view all documents.

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Help Section

Views of genuine documents include how they look on the front and back. There is also a paragraph about each document. Information is updated on a regular basis to keep up with changing documents.

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Help Section

Documents and Regulations – government information that changes often.

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Help Section

Frequently Asked Questions – High level questions and answers not specific to ASU.

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Help Section

Application Features – Specific to the I-9 Talx system itself.

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Help Section

Government Resources – government websites that offer information about immigration, etc.

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Next Steps

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Next Steps

After viewing the video and studying the I-9 training information:

1.  Take the practice test, 2.  Then continue on to the final test. You must complete the

test with 100% accuracy. You may retake the test multiple times.

3.  When you are done, notify Human Resources that you’ve completed this training by sending an email to:

[email protected]

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FAQs About Form I-9 From the Quick Reference Guide for

Employers

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Question 1 How do new hires enter their information in I-9 Talx? Supply new hires with a copy of Completing Your Electronic I-9 for step-by-

step instructions when entering information in I-9 Talx. It is available online at: http://www.asu.edu/hr/forms/payrollpacket.pdf

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Question 2 - How do I resolve issues the new hire is experiencing? If the new hire cannot submit their information, read any messages displayed

at the top of the page that might indicate the nature of the problem. Also, be sure to look for any fields that were highlighted green. This highlighting indicates fields that are incomplete or entered incorrectly (e.g., the date format is incorrect).

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Question 3 What happens when the new hire finishes entering their information? After the new hire enters their information, login to I-9 Talx, select the new

hire’s record, enter the hire date, and then enter details about the new hire’s employment eligibility documents.

For complete information, refer to Completing an Electronic I-9 for a New Hire. If you can not locate the Employee I-9, please contact your HR representative.

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Question 4 What do I do after the new hire enters the required information in I-9

Talx? After the new hire enters their information, login to I-9 Talx, select the new

hire’s record, enter the hire date, and then enter details about the new hire’s employment eligibility documents.

For complete information, refer to Completing an Electronic I-9 for a New Hire. If you can not locate the Employee I-9, please contact your HR representative.

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Question 5 Do I need to print information from I-9 Talx or make copies of

employment eligibility documents? I-9 Talx automatically retains information that you and the new hire enter.

Unless I-9 Talx determines that an employee is ineligible to work or you are in the state of Colorado, you do not need to print or copy documents.

Note: Instructions for printing documents for ineligible employees are included in Step 3 of this guide. For further assistance, contact your HR representative.

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Question 6 An employee, whose I-9 Talx previously determined was eligible to

work, is appearing in the “ reverification due” link. How does this affect their employment eligibility?

(This is the same process as Signing Section 3 of the I-9) You must reverify an employee in I-9 Talx if their work eligibility is about to

expire. To reverify, refer to the following steps: 1.  Search for the employee using Quick Search/Reverification Due link, and

then click, the employee record. 2.  On the Employee Detail page, click the Reverify button. 3.  On the Updating and Reverification page, verify that the displayed

information is correct and select the appropriate document in the List A or List C Documents field.

Question 6 cont’d next slide

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Question 6 Cont’d. Note: The employee is required to present documentation. If your employee has changes his/her name since the original I-9 was

submitted, you may use the reverify button to change the name. 4.  Click Continue. 5.  Enter the required information for the document you selected in Step 3

and click Continue. 6.  From the Employer Review page, verify that the employee’s information

is correct. 7.  Select the I have read and agree with the certification statement

above check box, and complete the PIN field. 8.  Click Continue.

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Question 7 What do I need to do when a former employee, who was terminated due

to an I-9-related issue, re-applies to work? Have the individual complete a new electronic I-9 using I-9 Talx.

1. If already in the database, validate name, if OK click Same, employee needs to sign electronically, click continue, enter new hire date, enter document information, sign the I-9, click Continue.

2. If not in the system, start with step 2.

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In reference to Question 7 What do I do with a rehire? Search the database for existing I-9 using the SS# search. If already

existing, click on the employee link and reverify button. Enter new hire date and proceed with the I-9 application.

If not found in the I9 database, have the individual complete a new electronic I-9 using I-9 Talx, refer to step 1.

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Question 8 What do I do if I only need to correct the new hire’s information (eg.

name, date of birth, social security number), but the I-9 status is SSA Tentative Nonconfirmation?

In the E-Verify section, click on Resolve Case. Choose the option of Invalid Query, the click Resolve. Create a new I-9 for the employee using the New I-9 link from the main

menu. Complete the I-9 with the corrected information.

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Question 9 How do I enter a name change? Find the I-9 in the system with the old name. Correct the name by clicking on

the Reverify button. If there is no I-9 in the system, you will need to create a new I-9 using the original date of hire.

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I have rehired an employee from last year. Do I have to recreate an I-9? If the original I-9 was processed within 3 years of the new hire date, you will

be able to pull up the original I-9 by the social security number. Once you enter the SS#, they system will do a search and ask whether the SS# matches the information in I-9 Talx.

If it is the same person, the system will prompt you to section 3 to complete the rehire information. If it is a different person, the system will take you back to section 1 to correct the SS#.

If the new hire insists they have the correct SS#, advise them that they need to correct the issue with their local Social Security Administration (SSA) office.

If the original I-9 is more than 3 years old, the system will force you to create a new I-9.

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Ongoing Help

I-9 Questions? Please contact Human Resource Employee Services at:

(480) 965-2701

For immediate technical help with this course, submit a CRM (Customer Relationship Management) ticket at: http://help.asu.edu/contact Type in a summary and description of your problem.

Chat with Help Desk

Phone Help Desk: (480) 965-6500

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Thank you!

Thank you for your interest in complying with the laws and regulations regarding how to correctly complete and submit the Form I-9.

Your expertise in serving the ASU Community is much appreciated.

Please continue to the Pre-test section of this training.

End of Presentation