Welcome to PST096 Introducing E-Verify

1. Welcome to PST096 Introducing E-Verify

2. Welcome! Cell Phones Introductions Materials Roster Signing Questions Rest Rooms

3. Evaluations! • To assist the University of Florida’s efforts in sustainability we have moved to electronic evaluations • Within next 3 days you should receive email request to provide feedback on today’s class • Please help us assess the quality of our training by completing the evaluation Thank you!

4. Agenda • E-Verify • Overview • UF & department obligations • Important dates • Completing Form I-9 • ePAF and E-Verify • E-Verify decisions • Security

5. E-Verify Overview

6. E-Verify Overview • DHS • US Department of Homeland Security • USCIS • US Citizenship & Immigration Services • Bureau of DHS • SSA • Social Security Administration • I-9 • Employment eligibility verification form • SSN • Social Security Number

7. E-Verify: what is it? • E-Verify: what is it? • Internet based system • Operated by DHS in partnership with SSA • Uses information from I-9 to determine eligibility of employee to work in US • Now mandatory for all federal contractors

8. E-Verify: what does it mean to UF? • E-Verify: what does it mean to UF? • Strict time deadlines for • I-9 completion • E-Verify submission through ePAF • We will look at these later… • Consequences for not meeting deadlines

9. E-Verify: what does it mean to UF? • ‘Memorandum of Understanding’ signed with USCIS in October 2009 • Have 90 days from that date to start process of e-verifying new employees • Have 180 days from that date to start process of e-verifying existing employees • UF therefore starts the E-Verify process in January 2010

10. E-Verify: what does it mean to UF? • All new hires will be E-Verify checked • Includes faculty, staff, student assistants, OPS, Federal Work Study, and lump sum payments • Excludes courtesy appointments and ISCR* pay plans • *ISCR = Independent Contractor/Scholar

11. E-Verify: what does it mean to UF? • All existing employees will be E-Verify checked • Includes faculty, staff, Student Assistants, OPS, Federal Work Study, and lump sum payments • Excludes courtesy appointments, ISCR pay plans and employees hired before November 6, 1986

12. E-Verify: how does it work? Decision Step 1 Employee and Dept complete I-9 Step 2 Department submits I-9 through ePAF Step 4 Decision received within minutes and can be viewed by Core Office We will look at this process (including E-Verify decisions) in more detail… Step 3 E-Verify process looks at I-9 details

13. Any questions?

14. Let’s start with completing the I-9

15. When to use Form I-9 ** **

16. Completing Form I-9 • Form I-9 • First step to verify eligibility to work in US • Must be completed within strict timeline (more later…) • Required for hires regardless of nationality, visa, and citizenship status

17. Completing Form I-9 • Form I-9 • Essential all information entered accurately • Check date entered correctly (month/day/year) • Do not use white out! Cross out error, initial and date the correction • Employee can correct Section 1 • Employer can correct Section 2 • Always use latest version and download from http://www.hr.ufl.edu/forms/default.asp

18. Example I-9 Timeline Let’s look at an example for the I-9 timeline Justin Time has applied for a position within HR Services and has been invited for interview…

19. Example I-9 Timeline

20. Follow along with the I-9 completion procedure using the sample form attached to your Training Guide

21. I-9 Section 1: Employee Information • I-9 Section 1: Employee Information • Must be completed by the employee on or before first day of hire • But not before job acceptance received! • Let’s look at this in more detail…

22. I-9 Section 1: Employee Information Errors should be crossed out and new details intialed and dated by employee Social Security Number must be entered? Citizenship status box must be clearly checked. Alien # or admission # and expiration date must be entered if applicable - Justin N Time Employee must sign and date Section 1 in all cases. Check dates correct i.e. day/month/year 01/05/1960 JT 11/9/2009 123 Gator Street 01/01/1960 FL 123-45-9876 Gainesville 32611 If assistance required for Section 1 preparer/translator must sign certification 12345 X 11/11/2012 Justin Time 11/9/2009

23. I-9 Section 2: Documentation • I-9 Section 2: Documentation • Must be completed by the employer within 3 business days of start of hire • Documents must be original and unexpired • Employee must produce one document from List A OR one from List B and one from List C • If documents not received by end of 3rd business day of start of hire, employee will be terminated

24. I-9 Section 2: Documentation • I-9 Section 2: Documentation • To comply with fair employment practice department cannot specify which documents should be produced • Receipts may be accepted for lost or damaged documents but originals must be produced within 90 days

25. I-9 Section 2: Documentation • Photocopies of I-9 and related documents can be made but department are encouraged to destroy them after ePAF approved or must be stored under lock and key

26. I-9 Section 2: Documentation Employer Certification Document List A Example Document List B and C Example Certification: “I attest, under penalty of perjury, that I have examined the document(s) presented by the above-named employee, that the above-listed documents appear to be genuine and to relate to the employee named, that the employee began employment on (date) and that to the best of my knowledge the employee is authorized to work in the United States.” Social Security Card Drivers License Passport Examples of passport stamps, visa documents and USCIS forms found at http://www.hr.ufl.edu/recruitment/everify/default.asp SS Administration State of Florida United Kingdom 098765432 123-45-6789 B-123-456-789 Enter the date the employee started work. Complete business address details, sign and date Section 2 01/01/2015 01/01/2015 123456789 05/14/2013 Always include Document Title, Issuing Authority, Document Number, and any Expiration Date. Take care to enter details on appropriate line 11/9/2009 Melissa Curry MELISSA CURRY Assoc.Dir. Recruitment 11/9/2009 University of Florida, 1932 W University Ave, Gainesville, FL 32611

27. I-9 Section 3: Updating • I-9 Section 3: Updating • If previous work authorization expiring and now renewed • To update expired documents • Use existing I-9. Enter new details in Section 3 as soon as possible to ensure continued employment eligibility • Let’s look at Section 3…

28. I-9 Section 3: Updating Use existing I-9 ( available from Core Office or download from original ePAF) BUT if not the current version then download new version and enter employee name only in section 1 with new details in section 3 and attach to original I-9 In this example, Section 3 is completed to update documentation with new employment authorization details Department should fax or send updated I-9 to appropriate Core Office (Recruitment & Staffing/ Academic Personnel/Student Employment) 098765432 01/01/2015 I-94 Melissa Curry 11/9/2009

29. Start date or before… I-9: it’s the law!

30. Any questions?

31. The next stage is to process the hire through e-PAF and submit E-Verify check

32. E-Verify and ePAF

33. E-Verify and ePAF • Essential that information entered accurately in ePAF(no transposed numbers etc.) • Let’s take a look at the revised Hire Employee ePAF…

34. and the new next step is… 123-45-9876

35. E-Verify Prompt A prompt will appear when an E-Verify check is required. Click YES to continue

36. This screen shows details required for E-Verify. Note the fields auto-populated from details entered earlier in the ePAF. E-Verify Screen Justin Time The I-9 Date must now be entered together with Document details E-Verify does not currently accept hyphenated names, therefore remove the hyphen and replace with a space e.g., Smith-Jones becomes Smith Jones. Note this does not change the name in the UF Directory or ePAF!

37. Non Citizen Example Click E-Verify button to continue Special note: for E-Verify purposes, use date the I-9 was signed by employee which may be different from the effective date of hire used for ePAF Justin Time Justin Time produced a foreign passport with I-94 stamp as evidence of eligibility. Use look up list for Document ID The fields you need to enter will populate according to the Document ID. In this example, Alien OR I-94, Visa and Passport # are required

38. Citizen Example This example shows the screen for a US citizen. The I-9 date has been entered and Document ID # 28 selected from the look up list shown below. Note there are no other fields to be completed relating to documentation. Andy Mann

39. E-Verify Complete At the E-Verify Complete screen click OK to continue the ePAF and submit for approval in the usual way

40. ePAF Approval • Approval process has not changed • Hire Employee ePAF can be submitted for approval regardless of E-Verify decision • ePAF can be approved regardless of E-Verify decision • Employee can start work regardless of E-Verify decision (unless Final Nonconfirmation)

41. Social Security Numbers • What if no Social Security Number? • I-9 must be completed • E-Verify check can be delayed • This is the only exception allowed under the new E-Verify timeline regulation • Let’s look at this in more detail…

42. Social Security Numbers No Social Security Number? I-9 must be completed in all cases Where SSN wait letter is 2 weeks Where SSN wait letter is 4 weeks and Tax Services issue Tax ID # Department completes Hire ePAF using Tax ID # as SSN. Prompt for E-Verify is bypassed Department can delay completing Hire ePAF Department completes ePAF/submits E-Verify when SSN received Department notifies Core Office immediately SSN received. Core Office submits E-Verify manually

43. Understanding the E-Verify decisions

44. E-Verify: Decisions SSA Tentative Nonconfirmation (SSA TNC) DHS Tentative Nonconfirmation (DHS TNC) Final Nonconfirmation Employment Authorized

45. E-Verify: Decisions • Who can view the E-Verify decisions? • Only the Core Office can view decisions and will notify the department in all cases (except Employment Authorized) • If TNC decision received can employee start work? • Yes, and can continue to work until Final Nonconfirmation received or employee chooses not to contest the TNC decision

46. Decision: Tentative Nonconfirmation • If department error (e.g., transposed numbers) Core Office can correct and resubmit E-Verify • If TNC for other reason Core Office notifies department and meets employee to explain process SSA Tentative Nonconfirmation (SSA TNC) DHS Tentative Nonconfirmation (DHS TNC)

47. Decision: Tentative Nonconfirmation • If employee chooses to contest decision he/she must contact appropriate agency within 8 days • If employee chooses not to contest decision he/she will be terminated immediately SSA Tentative Nonconfirmation (SSA TNC) DHS Tentative Nonconfirmation (DHS TNC)

48. Decision: Final Nonconfirmation • Core Office receives Final Nonconfirmation decision and communicates appropriately • Final Nonconfirmation results in termination of employment Final Nonconfirmation

49. Decision: Authorized Employment • System generated verification number is automatically recorded. No further action! Employment Authorized

50. Employment Authorized!