I-9 Online Training Guide

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2 Table of Contents I-9 Online: page 1 Important Notes: page 3 Employees completion section 1: page 5 Verifying Section 2: page 12 Completing I-9 with U.S. Passport: page 13 Completing I-9 with List B and C: page 21 Completing I-9 without a Social Security Number: page 28 Completing I-9 for Foreign National with Social Security Number: page 38 Completing I-9 with an EAD card: page 48 Completing I-9 with a LPR: page 54 Reverifying section 3: page 59 Updating SSN: page 59 Work authorization reverification: page 63 Uploading I-9 for Remote Employees: page 66 Running Outstanding official document report: page 73 Using I-9 Online help: page 78 2

3 Important Notes Time Requirements New employees can complete Section 1 of the I-9 on or before their first day of work. Instructions on how to complete this are included in their offer letter for new University Staff. Students and wage employees will complete their I-9 within their departments. The I-9 Specialist will collect the new employee s identification, access the Employer I-9 site, and complete Section 2 no later than the 3rd business day. Section 2 can be completed as soon as the new employee accepts the offer but must be completed no later than the 3 rd day after the employee's start date. No Social Security number A new employee with no Social Security number has to be in the country for 10 business days to be able to apply for a Social Security number. If the new employee does not have a Social Security number, the I-9 Specialist will have to complete Section 1 on their behalf, select the radio button 'social security number applied for', and complete the Translator/Preparer Certification section. The I-9 Specialist will need to contact HRCIS, who provides a temporary Social Security number for the new employee so the new employee can be entered into the Integrated System. The University is an E-verify user which requires all employees to have a social security number. The employee is required to update their social security number upon receipt. Lost, Stolen or Damaged Social Security Card If the new employee's Social Security card is lost, stolen, or damaged, the new employee can still complete Section 1. List C has an option to select 'Receipt for lost, stolen, or damaged Social Security card.' The new employee must bring the receipt for applied or lost social security card back to the I-9 Specialist who must attach the receipt into I-9 Online. Once the employee receives their new or replacement Social Security card they must bring the Social Security Card to the departmental I-9 Specialist, who must: Scan and attach the card into I-9 Online. This must be done within 90 days of the employee's hire date. The I-9 Specialist must send an to Christine Langford at crf6b@virginia.edu informing HRCIS that the attachment has been done. HRCIS will update the Social Security number in the employee's Integrated System record. The I-9 Specialist must update Section 3 for the new employee, and enter the social security number into I-9 Online. A copy of the social security card will need to be scan and attached to their I-9. 3

4 Important notes regarding acceptable documents The I-9 Specialist must see original documents. Documents must appear to be genuine and related to the new employee. All documents have to be current and valid (not expired). All List A & B documents require a photo. A certified copy of a birth certificate is acceptable. A copy of the U.S. Passport, EAD card or LPR card, when presented by the employee is required and must be attached in I-9 Online. The I-9 Specialist cannot require more or different documents than are presented by the new employee as long as they are on the list of acceptable documents. 4

5 Employees completing Section 1 All new employees who have a valid social security number will be able to complete section one of the I-9 on or before their first day of work by going to the following website: The employee will be prompted to enter the characters as seen. 5

6 Section one of the I-9 form will appear. The employee will enter: - Name - Address - Date of birth - Social Security Number - The address and telephone are optional fields - Hit continue 6

7 Check their citizenship status box Click Continue 7

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9 The employee review screen will appear. If there is any information that needs to be changed, the employee can click Change information. If the information entered is correct, the employee will check the box in the Employee Electronic Signature section. 9

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11 A confirmation screen will appear thanking the employee for completing Section 1 of their I- 9. A customized list of documents needed for the completion of Section 2 displays at the bottom of the page. The list of documents varies according to the citizenship status the new employee entered in Section 1 of the I-9. 11

12 Verifying Section 2 The I-9 specialist will log into I-9 Online through NetBadge via You will be taken directly to your I-9 Online home page. This page allows you to: Create a new I-9: If the employee has not completed section one on their own, you will use this to complete the entire I-9. Upload I-9: This is used for employees that are located at remote locations and have to complete a paper I-9. Reverify in section 3: This is used to update social security numbers, or an employees work authorization Search for employee: If the employee completed section one, the I-9 Specialist can search for their employee by name or change type of I-9 to pending. This will show all employees pending where the Specialist can select their employee. Add comment: If there are discrepancies on the I-9 that needed to be explained, the add comment feature will need to be used. Reasons could include: o I-9 was not submitted in the time requirements. o Name was misspelled or changed. The Quick Search box is displayed in the top right corner with the following options: Pending-This is where new hires that have completed section 1 will be located until the I-9 Specialist completes their I-9 and assigns them an org. Reverification due- You will find all employees that have work authorizations expiring. SSN Applied For-Employees that have not received their social security number can be found here. NOTE: On initial log in, the I-9 Specialist will need to click the refresh all button to update their que with current information. 12

13 Completing I-9 with U.S. Passport The employee completes their name, and address. and phone number fields are optional. The I-9 Specialist enters the org and hire date. NOTE: If employee previously completed section one, go to Search for Employees or Pending to pull their section one. 13

14 The employee checks the appropriate citizenship box. The preparer and/or translator certification is completed only if the employee did not complete section one on their own or corrections were made after they completed section one. Hit continue. 14

15 Review the information. If corrections are needed, click change information. Read attestation and check the box. Hit Continue. 15

16 Select U.S. Passport or U.S. Passport Card. Hit continue. 16

17 Enter the passport number found at the top of the passport picture page. Enter the expiration date of the passport. Hit continue. 17

18 I-9 Specialist reviews information entered. 18

19 Read attestation, check box. Hit continue. A clear copy of the U.S. Passport must be attached. Click Attach file under actions in I-9 History. 19

20 Select U.S. Passport or U.S. Passport Card from the drop down list. Click on Browse to select image. Click Save. 20

21 Completing I-9 with List B and C I-9 Online Training Guide The employee completes their name, and address. and phone number fields are optional. The I-9 Specialist enters the org and hire date. NOTE: If employee previously completed section one, go to Search for Employees or Pending to pull their section one. 21

22 The employee checks the appropriate citizenship box. The preparer and/or translator certification is completed only if the employee did not complete section one on their own or corrections were made after they completed section one. Hit continue 22

23 Review the information. If corrections are needed, click change information. Read attestation and check the box. Hit Continue. I-9 Online Training Guide 23

24 Select list B & C documents to be presented. Remember that all list B documents must contain a photograph. 24

25 Enter the information from the documents. Hit continue. 25

26 I-9 Specialist reviews information entered. 26

27 Read attestation, check box. Hit continue. 27

28 Completing I-9 without a Social Security Number I-9 Online Training Guide If an employee does not have a social security number, the I-9 Specialist must complete the entire I-9. NOTE: The 1 day/3 day rule still applies. The University is an E-Verify participant which requires all employees to have a social security number. The employee must apply for a social security number with the social security administration and provide a copy so the I-9 can be updated. Click on Create a new I-9. 28

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31 The I-9 Specialist will complete section 1 and will also need to complete the preparer/translator section. I-9 Online Training Guide At the social security number field, click the SSN applied for box. This will allow the I-9 Specialist to bypass the social security number. Continue Section 1 as normal. NOTE: If an employee is on a F-1, or J-1, there will be no A#, the I-94 number should be used. The expiration date will come from the I-20 (F1), DS-2019 (J1), EAD card, I-797 (H1b), or if on a TN or E3, the I-94 card. Click continue. 31

32 The I-9 Specialist will select the Electronic Signature box that states they have assisted in the completion of Section 1. Hit Continue. 32

33 Review the information. Click the Employee Electronic Signature box and click continue. 33

34 The I-9 Specialist will select the Visa Type that the employee is on (If unsure of the visa type to select, please call HR-CIS). NOTE: F-1: Will have an I-20 J-1: Will have a DS-2019 H-1B: Will have a I797 F-1 with opt: EAD card 34

35 Select the documents presented. NOTE: Cannot accept a social security card that states Not authorized for employment, not valid for work authorization. This is usually on employees that have F1 or J1 status. Hit Continue. Enter document information. Verify I-94 number. Click continue. 35

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37 Review information entered. If no corrections need to be made, click continue. 37

38 Completing I-9 for Foreign National with SSN I-9 Online Training Guide If section one was completed by employee, he/she can be found by using the pending I-9 or search for employees function. If the employee completed section one on their own, once you click on their name, it will take you directly to section two. If you need to complete section with the employee, click Create I-9. Section one notes: - If an employee is on a F-1, or J-1, there will be no A#, the I-94 number should be used. - The expiration date will come from the I-20 (F1), DS-2019 (J1), EAD card, I-797 (H1b), or if on a TN or E3, the I-94 card. - address and phone number are optional fields. - If the employee received their I-94 (admission record) at the CBP (Customs Border Patrol) in connection with their arrival in the U.S., you will enter their passport number and country of issuance. If not, check the box immediately below the request. Click continue. 38

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42 The I-9 Specialist will select the Visa Type that the employee is on (If unsure of the visa type to select, please call HR-CIS). NOTE: F-1: Will have an I-20. Acceptable combinations: List A o Foreign passport w/i-94 and I-20 List B & C o Driver s license/id and I20 J-1: Will have a DS Acceptable combinations: List A o Foreign passport w/i-94 and DS-2019 List B & C o Driver s license/id and DS2019 H-1B: Will have an I797. Acceptable combinations: List A o Foreign passport w/i-94 List B & C o Driver s license/id and I797 o Driver s license/id and SS card F-1 with opt: EAD card. Acceptable combinations: List A o Foreign passport w/i-94 o EAD card TN: I-94 Acceptable combinations: List A o Foreign passport w/i-94 List B & C o Driver s license/id and SS card E3: I-94 Acceptable combinations: List A o Foreign passport w/i-94 List B & C o Driver s license/id and SS card 42

43 Select the documents presented. NOTE: Cannot accept a social security card that states Not authorized for employment, not valid for work authorization. This is usually on employees that have F1 or J1 status. Hit continue. Enter document information. Verify I-94 number. Click continue. 43

44 Review information entered. If no corrections need to be made, click continue. 44

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47 Completing I-9 with an EAD card If section one was completed by employee, he/she can be found by using the pending I-9 or search for employees function. If the employee completed section one on their own, once you click on their name, it will take you directly to section two. If you need to complete section with the employee, click Create I-9. Enter E-1 Dependent for visa type, this lets us know that the employee is on a EAD. Select Employment authorization document under list A. Hit continue. 47

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49 Enter document number, will begin with an EAC or SRC. Enter expiration date of card. Verify Alien #. Hit continue. 49

50 Verify information is correct. Hit continue. 50

51 Attach a copy of the EAD card to the employees I-9. 51

52 Select ead from the drop down list. Select image to upload. Click Save. 52

53 Completing I-9 with a LPR If section one was completed by employee, he/she can be found by using the pending I-9 or search for employees function. If the employee completed section one on their own, once you click on their name, it will take you directly to section two. If you need to complete section with the employee, click Create I-9. Acceptable document combinations: - LPR Card: List A - Driver s license/id and SS card: List B & C 53

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55 Verify that alien # is correct. Enter expiration date of card. Enter document number, this will begin with EAC, SRC, LIN, MSC. Hit continue. 55

56 Verify information is correct. Hit continue. 56

57 Attach copy of LPR card to employees I-9. 57

58 Reverifying in Section 3 Updating Social Security Numbers. The I-9 Specialist may view the employees that need their social security numbers in the Quick Search box. Click refresh all to update the list. Click the ssn applied for box. This lists the employees that need to have their social security numbers entered. You may also enter the employees name in the Search for employees area. 58

59 Employee Detail screen will appear, click on Change SSN. 59

60 Check the edit ssn box and enter the social security number. Click continue. A copy of the ss card needs to be attached. Click attach file. 60

61 Under select document, click other. Browse and attach the appropriate file. Ener SS card in document name. Click Save. 61

62 Work Authorization Reverification The I-9 Specialist may view the employees that need their social security numbers in the Reverification due box. Click refresh all to update the list. Click the reverification due box. This lists the employees that need to have their work authorizations updated. You may also enter the employees name in the Search for employees area. 62

63 Click on Section 3. 63

64 Check the visa type. Check the type of document presented: o Form I-551-Permanent Resident Card or Alien Registration Receipt Card: This would be for permanent resident. Copy of card would need to be attached. Visa type: LPR o Form I-766-Employment Authorization Document that contains a photograph: this would be EAD card. Copy would need to be attached. Visa type: E3 o Form I-94: This would be for H-1b, TN or E3. Visa type: H-1b, TN, E3 o Employment authorization document issued by DHS: This would be used for F1 (I20), J1 (DS2019), H1b (I797). Visa type: F1, J1, H1b. Click continue. Enter document information and continue. 64

65 Uploading I-9 for Remote Employees I-9 Online Training Guide There may be certain Departments who have new employees that do not work in Charlottesville. These employees must have a paper I-9 completed to be uploaded into I-9 Online. The paper I-9 must be faxed or mailed to the I-9 Specialist who must upload the I-9 into the I-9 Online system. The paper I-9 is available on the HRCIS website that the employee must carry with them. Any person may act as the authorized agent of the University to complete the I-9. Once the I-9 is completed, it must be sent to the I-9 Specialist to be uploaded into I-9 Online. The form may be found at: Scan the paper I-9, and the additional notary request form in the same file. Choose Upload I-9. 65

66 Enter section one as it is shown on the paper I-9 completed. Complete the Preparer and/or Translator Information. Click continue. 66

67 Enter hire date and org. Select documents presented. 67

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69 Select document to upload. Click Upload I-9. 69

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71 Review information. Hit continue. 71

72 Running the HR Outstanding Official Documents Report Procedure You will need to run the HR Outstanding Official Documents report, which shows you your employees who are missing an I-9. The report has a tab for visa end dates that need to be monitored for your employees who have a valid visa that may be expiring within the next 90 days. Log into Integrated System Discoverer Plus using your User Name and Password. Enter the Limited after the UVA ODS Specialist into the Responsibility field. Click go. 72

73 Step 1 of the Workbook Wizard displays. Search for the report if it is not listed in your Recently Used window. Click the Browse... button. Select the report from the list of workbooks displayed. To display all HR reports you can enter HR in the Name contains field. Workbooks beginning with HR display. Click on the HR_Outstanding Official Documents report. Click Open; yes. Click in the Select Organization(s) field. Enter the org number to report on field and click ok. The report displays the list of your org s new employees who do not have the I-9 field completed on their HR record. 73

74 I-9 Specialist s will also need to monitor the visa end dates for your employees. Click the Visa Expiration tab. 74

75 Click Yes. Click in the Select Organization(s) to report on field. Enter the org in the report on field. Click OK. This report displays your org s employees who have a visa date that is ending within the next 90 days. If you would like to run the report to display employees with any visa end date, in order to monitor Visa Expiration Dates, deselect the 90 day condition. Click the Edit menu. Click the worksheet..menu. 75

76 Click the conditions tab. Click the condition. Click the Remove button. Click ok. The report will refresh and show visa information on any employee who has a Visa Type or Visa Expiration date. NOTE: This report is to show you the upcoming expirations of any employees in the org number selected that have expiration dates. If their I-9 is not in I-9 online, you will need to complete a new one to get them into the system. Otherwise, you would just update section 3. 76

77 Using I-9 Online Help I-9 Online help offers help with common I-9 questions. Click the Help tab. 77

78 The help option has a list of items that can be useful; please keep in mind that they are not UVA specific. Please call HR-CIS with any questions. NOTE: USCIS does not expect you to be a document expert; you are only expected to reject documents that do not reasonably appear to be genuine or to relate to the person presenting them. 78