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FastFactsFeature Presentation
October 14, 2009
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-468-2134 Participant code: 182500
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Today’s TopicWe’ll be taking a look at…
Form I-9 and E-Verification Processes
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Today’s PresenterPatricia DaySenior Director of Employee and Labor Relations
Robbie JordanTALX I-9 eXpress Implementation Manager
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Session Segments
PresentationPatricia and Robbie will address Form I-9 and E-Verification Processes.During Patricia and Robbie’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. Patricia and Robbie 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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Welcome
Where we areWhere we are going and whyForm I-9 and E-Verification overviewsDemonstrationTipsComing attractions
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Form I-9 Review
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PurposeVerify identity and employment eligibility
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Who Can Work?
CitizensNationals of the United StatesLawful permanent residentsAuthorized aliens
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Who Must Complete I-9?
Everyone hired after November 6, 1986Employees -- Section 1Employer -- Section 2
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When Must I-9 Be Completed?
Employee completes at time of hireSection 2 -- Three business days of first day of work for payException -- Employee works fewer than three days
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Prepare/Translator
Assistance provided
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Social Security Number
RequiredSection 1University assigned number (do not insert)
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Documents
Original (identity and employment authorization)UnexpiredList B -- only documents with photo
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Lost, Stolen, or Damaged Documents
Receipt (not accepted for employment less than three days)Present within three days of work for pay Not acceptable -- applied for initial employment authorization or application for an extensionReceipt valid 90 days
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Minors
Minor -- unable to provide document from list A or list B with photoParent or guardianPreparer
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Reverification
Non-U.S. citizenEmployment authorization expiredComplete new I-9Prior to expiration
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Rehired Employees
Complete new I-9Section 1 – employeeSection 2 - employer
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Records Management
TALXCopies of documents
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Unlawful Discrimination
Citizenship or immigration status discriminationNational originDocument practicesRetaliation
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Penalties
Hiring or continuing to employ authorized aliensFailing to comply with Form I-9 requirements
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E-Verification Overview
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E-Verify System
Internet-based systemOperated by Department of Homeland SecurityPartner Social Security Administration
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Privacy
ProtectedE-Verify involves individual’s personal informationResponsible for ensuring information is safeguardedResponsible for ensuring only used to e-verifyFailure to comply with laws and regulations can result in criminal penalties
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Getting Started
Complete Form I-9Social Security NumberIf employee selects a document from list ‘B’ –- it must bear a photographE-Verify must be submitted no later than the third business day after start to work for payReview information for accuracy before you continueCannot use e-verify to discriminateCannot use e-verify to prescreen applicants
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Results: Confirmation
Information matches will receive results promptly
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Results: Non-Confirmation
Tentative Non-Confirmation (TNC) -- notice must be given to employee (next step covered in TALX presentation)TNC means SSA and/or DHS could not confirm employee’s personal information matches recordsEmployee must be notify as soon as possible to provide the opportunity to contest TNC and resolve
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Contest Non-Confirmation
Employee will be given referral letterEmployee must visit SSA office within eight federal government workdays to resolveEmployee must contact DHS by phone within eight federal government workdays of referral to resolve
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Documents
Cannot require document to be presentedDocuments should not be copied
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Posters
E-Verification participation posterRight to Work posterEnglish and Spanish
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Presentation/Demonstration
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Tips
Date of hire cannot be a future dateNo Social Security Number issued by the UniversityReview all information before click “continue”Non-confirmation; consult Human Resources
Technical non-confirmation not contestedFinal non-confirmation
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Coming Attractions
Instructions to acces the TALX system – employee and youTraining session for everyone authorized to complete an I-9 for a non-U.S. citizenDirection for completing Form I-9 and E-verify when employee is not on siteJHU I-9 User GuideInformation on the HR homepage
I-9 usersFAQ
Go-live November 15, 2009
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Important things to remember
Section 1 – Must be completed by employee at time of hireSection 2 – Must be completed by employer within 3 days of starting workDo not use university-issued SSNDo not use the process to screen potential employeesDo not copy documentsCannot discriminate based on:
National OriginImmigration Stats
After a non-confirmation, consult human resources.
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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!
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