PDF Online I-9 & E-Verify Process

Online I-9 & E-Verify Process

Offer accepted

Before

employee's 1st day of

work

1st day of work

? Send link to online I-9 site and Online I-9 Employee Reference Guide.

(See sample Letter to employee regarding I-9 process)

? Employee completes Section 1 of I-9 electronically at employee self service site.

? Employee reviews list of documents to bring on 1st day of work.

? Employee presents acceptable identity and work authorization documents to I-9 Administrator for review and completion of I-9 Section 2 (If employee is Foreign National, they must report to Donhowe or WBOB to complete I-9 & eVerify process).

? I-9 Administrator completes I-9 Section 2. ? Information is submitted to Social Security Administration and Department of

Homeland Security through e-Verify. ? Real-time employment authorization response received. ? If response is "Employment Authorized", process is complete. ? If a different response is received, resolution may take several days (refer to

Online I-9 Administrator User Guide).

Note: If employee has not previously completed Section 1 of the I-9, the I-9 Administrator may assist employee in completing on the first day.

Online I-9 & E-Verify Process

Offer accepted

? Send new employee link to online I-9 site

o , see I-9 form for new employees

? Send employee the Online I-9 Employee Reference Guide (in appendix).

o

? See sample Letter to employee regarding I-9 process in the appendix

Online I-9 & E-Verify Process

Before employee's 1st

day of work

? Employee completes Section 1 of I-9 electronically at employee self service site. ? Employee reviews list of documents to bring on 1st day of work. See the Online Employee

Reference Guide for the list of acceptable documents.

Online I-9 & E-Verify Process

1st day of work

? Employee presents acceptable identity and work authorization documents to I-9 Administrator for review and completion of I-9 Section 2 (If employee is Foreign National, they must make an appointment and visit Donhowe or WBOB to complete I-9 & e-Verify process).

? I-9 Administrator completes I-9 Section 2. ? Information is submitted to Social Security Administration and Department of Homeland Security

through e-Verify. ? Real-time employment authorization response received. ? If response is "Employment Authorized", resolve the case and process is complete. ? If a different response is received, resolution may take several days (refer to Online I-9

Administrator User's Guide). Note: If employee has not previously completed Section 1 of the I-9, the I-9 Administrator may assist employee in completing on the first day.

ONLINE I-9 ADMINISTRATOR USER GUIDE

Completing an electronic I-9

Table of Contents

Step 1: Have the new employee complete their information on Section 1 of the I-9 ....................................................2 Step 2: Login to I-9 eXpress to complete & verify the new employee's I-9 ...................................................................2

Check for Pending I-9s......................................................................................................................................................... 4 Creating a new I-9 ............................................................................................................................................................... 5 Complete Section 2 of the employee's I-9 .......................................................................................................................... 6 Photo Matching ................................................................................................................................................................... 8 Information Review ....................................................................................................................................................... 11 SSN Applied for / SSN Edit ................................................................................................................................................ 12 Finalizing the I-9 to complete the process ........................................................................................................................ 14 Step 3: Determine if the employee is legally eligible to work in the U.S .................................................................17 Monitoring E-Verify issues ................................................................................................................................................ 21 Step 4: Terminate the employees if not legal to work according to the E-Verify Program ..........................................22 Frequently Asked Questions ....................................................................................................................................22 Appendix .................................................................................................................................................................24 Sample Letter to New Employees .................................................................................................................................... 25 Online I-9 Reference Guide for New Employees ............................................................................................................. 26 Steps to resolving a Tentative Nonconfirmation (TNC).................................................................................................... 29 SSA Applied for Status ? Job Aid....................................................................................................................................... 32 Quick Reference Guide for Administrators ...................................................................................................................... 37

1 Online I-9 Administrator User Guide, revised August 2011

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