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:

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FastFactsFeature Presentation

November 29, 2011

We are using audio during this session, so please dial in to our conference line…

Phone number: 888-651-5908 Participant code: 182500

© 2009 The Johns Hopkins University. All rights reserved.

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Today’s TopicWe’ll be taking a look at…

Form I-9 and E-Verification Processes for Non-US Citizens

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Today’s PresenterJennifer KerillaDirector of the Office of International Services at JHMI

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Session Segments

PresentationJennifer will provide an introduction for I-9 preparers who are authorized to complete Section 2 of Form I-9.During Jennifer’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Jennifer will answer as many of your questions as time allows.

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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] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

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Survey

SurveyAt 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.

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Form I-9 and E-Verification Processes for Non-US

Citizens

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Agenda

Today we’ll be covering:Employment Eligibility Verification for Non-US CitizensAssisting Non-US Citizens with Section 1Reference tools for completing Section 2Foreign National Information FormE-VerifyRe-VerificationContinued training

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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 preparer’s office.

Employment Eligibility Verification for Non-US Citizens

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Non-citizens complete Part I in the designated I-9 preparer’s office if they do not have a Social Security Number at the time of hire/first day of “work for pay.”

I-9 preparer’s 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 preparer’s 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

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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.

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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/translator’s information.

In all other circumstances, it is important to hit “Clear” before the non-citizen selects “Continue”

Preparer/Translator Section

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Ask the non-US citizen to review the information one more time for completeness/accuracy.

Review Section Data Entered into Section1

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The non-citizen will electronically “sign” the I-9 by checking the box and clicking ‘Continue.’

Electronic Signature for Section 1

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Instructor-led training on December 8th and 9th will  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

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Reference Manual for Processing Non-US Citizen I-9s

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A Preview to the Reference Manual

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A Preview to the Reference Manual

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A Preview to the Reference Manual

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A Preview to the Reference Manual

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A Preview to the Reference Manual

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I-9 Central Home webpage: http://www.uscis.gov/I-9Central

Additional Reference Resources

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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.

http://www.uscis.gov/files/form/m-274.pdf

Additional Reference Resources

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http://www.uscis.gov/I-9Central

JHU’s Employment Eligibility Verification webpage:http://hrnt.jhu.edu/policies/form_i_9_e_verify.cfm

Additional Reference Resources

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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:http://finance.jhu.edu/depts/tax/fnif.pdf

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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**

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Possible Initial Case Results

Employment AuthorizedThis 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.

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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.

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Initial Case Results

SSA or DHS Tentative Non-Confirmation [TNC]• A response of SSA Tentative Non-Confirmation indicates the information on the

employee’s 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

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E-Verify – Interim Case Results

An interim case result requires additional action before E-Verify can provide a final case result.

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Possible Interim Case Results

SSA or DHS IncompleteIn 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.

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Possible Interim Case Results

SSA or DHS Case in ContinuanceThis response means that the employee is has visited SSA or contacted DHS, but more time is needed to determine a final case result.

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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].

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When an employee’s 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

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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

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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 allemployees or fellowship recipients whose residence status isnonresident alien

A guide to accessing and running the report is available at:http://ssc.jhmi.edu/bin/g/a/bw_work_auth_rpt.pdf

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Additional Training ReminderYou MUST register through http://learning.jhu.edu

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Conclusion

Today we covered…Employment Eligibility Verification for Non-US CitizensAssisting Non-US Citizens with Section 1Reference tools for completing Section 2Foreign National Information FormE-VerifyRe-VerificationContinued training

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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.

Q&A

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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]

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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!