FastFacts Feature Presentation

1. FastFactsFeature Presentation December 1, 2010 • We are using audio during this session, so please dial in to our conference line… • Phone number: 877-468-2134 • Participant code: 182500 © 2010 The Johns Hopkins University. All rights reserved.

2. Today’s Topic We’ll be taking a look at… Changes to the TALX I-9eXpress e-Verification Process

3. Today’s Presenter Judy HarveySr. Administrator for Leave and Records

4. Session Segments Presentation Judy will address changes in processing the Form I-9 and e-verification. 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.

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: fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. How To View Full Screen

7. 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.

8. Changes to the TALX I-9 eXpress and e-Verification Process

9. Agenda • Update and educate on changes to the I-9 process, including: • Resolve Case vs. Case Closed • Employed • Not Employed • Authorized + Optional • Error Message • SSA and DHS Case Incomplete Status • Photo Match • Contest and Non-Contest TNC • Puerto Rico Birth Certificate • Remind users to refer often to User Guide • http://hrnt.jhu.edu/elr/i9/documents/JHU_I9_Manual.pdf

10. Quick Review of I-9 Process • Employee completes Section 1 of the Form I-9 in I-9eXpress. • Designated I-9 user completes and submits Section 2 of the Form I-9 in I-9eXpress. • Designated I-9 user receives response from E-Verify system: • “Employment Authorized” • “Tentative Non-Confirmation” (TNC)

11. Changes to E-Verify Status Response- Employment Authorized

12. Employment Authorized

13. Case Closure Option

14. Employment Authorized Yes – The employee IS currently employed.

15. Employment Authorized No – The employee IS NOT currently employed.

16. Changes to E-Verify Status Response Authorized + Optional

17. Authorized + Optional When a response of “Authorized + Optional” is received, JHU will consider the employee authorized to work. To complete the E-verify process, select “Close Case.”

18. Changes to E-Verify Status Response Error Message

19. Error Message Current Status: An error has occurred (the 5th digit of SSN (999888112) is not valid for this state)

20. Changes to E-Verify Status Response SSA and DHS Case Incomplete Status

21. Case Incomplete • E-Verify returns the status of “case incomplete” if there are minor discrepancies between the data submitted and the data on record for the employee at SSA or DHS.

22. Review/Edit Case • The employer/employee is then given a second chance to review/edit the data to confirm accuracy, reducing the number of Tentative Non Confirmations.

23. SSA Case Incomplete

24. SSA Case Incomplete: Check Info

25. DHS Case Incomplete: Check Info

26. After the SSA or DHS Case Incomplete status is addressed, the case is updated by E-Verify to one of the following statuses: Employment Authorized Employed Not employed SSA or DHS Tentative Non-Confirmation TNC process Photo Match Status Update

27. Information will only be updated in the E-Verify system, not on the I-9 itself. The following corrections can be made by updating section 3 of the existing I-9. Employee’s name SSN Document number A new I-9 must be processed to correct: Birth date Alien number Updating the I-9

28. Updating Information on the Electronic Form I-9 Search for employee in I-9eXpress

29. Accessing Section 3

30. Updating Section 3 Correcting Employee Name

31. Updating Section 3 Correcting SSN 1.

32. Updating Section 3 Correcting Document Number

33. Updating Section 3 Correcting Document Number

34. Changes to E-Verify Status Response Photo Match

35. The photo match status will only be returned for Non-U.S. Citizens who present I-766 (Employment Authorization document) or I551 (Permanent Resident Card) for authorization to work in the United States. Currently, only I-9 users who have been granted permission to complete Form I-9 for Non-U.S. Citizens should see this response. Photo Match

36. 1. Initial response. Photo Match

37. OR 2. A search for an employee produces a response of “Verify Photo.” Photo Match

38. E-Verify Photo Matching

39. E-Verify Photo Matching Provide a “Yes” response: • When the photograph on the employee’s document matches the • photo presented by E-Verify. • When E-Verify is not able to provide a photograph.

40. Attaching a Document Copy to an Electronic Form I-9

41. Access Employee Record

42. Uploading Document to I-9

43. E-Verify Photo Matching Provide a “No” response: • When the photograph on the employee’s document DOES • NOT match the photo presented by E-Verify.

44. TNC Process

45. TNC Process

46. When the employee presented a document included in the Photo Matching tool feature. Currently these are the I-766 and I-551. The U.S. Passport and U.S. Passport Card will be added in 2011. The employer indicated that the photograph on the employee’s document and the photograph returned by E-Verify do NOT match. The employee chooses to contest the DHS TNC. TNC Process Upload Document to E-Verify:

47. TNC Process Uploading Document to E-Verify

48. TNC Process Uploading Document to E-Verify

49. TNC Process Print TNC Referral Letters

50. TNC Process Complete TNC Process