User Guide. User Guide. Inside the User Guide:

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1 User Guide Inside the User Guide: Getting Started 2 Dashboard 2 Help Section 3 Reports 3 Administration 4 Processing a New I-9 Form 5 Option 1 5 Option 2 9 Option 3 12 Option 4 13 Completing Section 2 for Options 2, 3 or 4 15 Storing Paper Forms 18 E-Verify Results 20 E-Verify Photo Tool 27 Reviewing Completed Forms and E-Verify Cases 30 Reverifications and Rehires Section 3 of the Form I-9 31 Close Out Incomplete Form I-9s 33 Processing I-9s for employees awaiting their SSN 35 Completing Form I-9s when Receipts are Presented 38 Making Changes to Sections 1 or 2 Electronically 40 Documenting Employee Terminations 42 FAQs 45 PreCheck, Inc Page 1

2 Getting Started Once you are signed up for I-9Ensure, PreCheck s I-9 and E-Verify service, you will receive user information via for accessing the system. You may also request a training demonstration and/or access to the training site, depending on what s convenient for you. Note that E-Verify will be mentioned throughout this guide. If you are not currently subscribing to E-Verify, you may simply disregard the information relating to E-Verify. Dashboard When logged into the site at you will see a screen like the one below. The dashboard allows you to view any pending cases, upcoming expiring work authorizations, communication from the Social Security Administration (SSA) or Department of Homeland Security (DHS) for E-Verify users; and it identifies items requiring your attention (in red). PreCheck, Inc Page 2

3 Let s review each section of the dashboard s Notices area, and as a reminder, please note that items displayed in red communicate items needing your attention and resolution, and the items in blue give you an at-a-glance status of items that fall under each section. 1. Quick Links This area contains all the available methods for starting the I-9 process including starting a new Form, sending an to the employee to complete Section 1 ahead of time, launching the Kiosk Session, and if applicable, start the I-9 process for remote hires. 2. Search - This search field will allow you to search for I-9 and E-Verify case information within the data you ve submitted to the system to date. You may search by first name, last name, address, alien number, case number, date of birth, SSN or Note field. 3. Section 1 Options In this area of the dashboard, you will see a Section 1 s In Progress area that shows the status of any requests sent to employees to fill out Section 1 of the I-9 from home or a computer outside of your facility. Also in the In Progress area, you will find forms that have Section 1 completed either through the launch kiosk session or by the employee from home if you ed them a request to do so. You may click on their submitted information and complete the form I-9 when you review their identification for Section Expiring Work Authorizations This section will alert you of upcoming expirations so that you can work with the employee to renew their work authorization (and update their existing I-9) or plan otherwise. 5. Unprocessed E-Verify Queries Should E-Verify experience an outage while you are in the process of submitting a query to them, the system will retain your information so you do not need to re-enter any information. You will be able to click on an item in this section and complete the process from where you left off. 6. Incomplete E-Verify Cases It is in this section that you will find cases that were not completely processed with E-Verify. Every I-9 form for E-Verify clients started in the system creates a case, however if you do not signal that the case is closed or finalize the process via the other options available you will see items in this area of the Notices section. It s a great feature should you be interrupted or someone have to leave in the midst of processing their I-9 form. 7. Unresolved E-Verify Cases This area will show E-Verify submissions where the employee was referred to the SSA or the DHS due to a Tentative Non-Confirmation (TNC), or because the case required additional verification by DHS. Once a response or determination is reached by either SSA or DHS you will be notified of cases needing your attention and further processing in red. 8. Important Links This section provides quick access to the USCIS I-9 and E-Verify resource web sites for the most up-todate information. Help Section Under the Help section you will find E-Verify Participation and Right to Work posters that you should print and post in your Human Resources area, or where employees and applicants can see them. There is also a Handbook regarding I-9 forms, and a link to test your connection to E-Verify, if needed. Reports A variety of reports are available to all users including a summary of pending cases, company usage, I-9s set to be purged and a list of locations and users. PreCheck, Inc Page 3

4 Administration Options available under this link from the home page will depend on what type of user level you are assigned. There are several types of user profiles that can be set up in the system. All users can adjust their basic profile information, including their username, password, and elect to receive a weekly case report advising of items requiring their attention that otherwise are displayed on the dashboard in red when logged in. Standard User General user of the system, individual who processes I-9s. Location Admin Administrator at the location level, who can oversee activity for their specified location(s). This user can make changes for the location, as well as add new locations, create new user profiles for the location, export company forms showing usage as well as create reports showing summary info for pending cases. Helpful tip The ability to add new users is handy if you are ever audited you can simply create a user profile for the auditor and they can audit at their convenience without necessarily being on site at your location. Company Admin Administrator overseeing activity at multiple locations. This user can make changes for the company, each location under that company, as well as add new locations, profile info, create new user profiles for the location, export company forms showing usage as well as create reports showing summary info for pending cases. This individual can manage company administrators, locations administrators and standard users. Helpful tip The ability to add new users is handy if you are ever audited you can simply create a user profile for the auditor and they can audit at their convenience without necessarily being on site at your location. To further support transparency and compliance within the I-9 system, a series of new view-only user type levels have been created within the system. The new levels allow users to be provided access to the system to monitor compliance and I-9 completion, without the permissions and ability to configure or modify data. I-9Ensure User Level Hierarchy and Permissions COMPANY LOCATION STANDARD Admin View Only Admin User View Only Self Feature Manage Company and Preferences Manage Company Administrator(s) Bulk Termination Date Uploads Manage Company Location(s) Manage Location Administrator(s) Manage Standard User(s) Enter I-9 Forms Search I-9 Forms (w/in their access) Manage E-Verify Cases Help Tab & Dashboard I-9 and E-Verify Links Terminate Employees Reporting Export Company Forms Report Pending Case Summary Report Company Usage Report Optional Optional Optional Locations Report Purge I-9 Forms Report Users Report (optional) PreCheck, Inc Page 4

5 Processing a New I-9 Form The I-9Ensure system provides a way for you to complete I-9s electronically and submit the individual s I-9 info to E-Verify, if required. It s a flexible system with a number of ways to create/store I-9s. Some of the options range from doing the data entry of both Sections 1and 2 for the employee, to more efficient options, such as allowing them to enter their own information for Section 1, while you then enter Section 2 information, and submit to E-Verify, if required. The method that works best for you will depend on the resources you have available and whether your new hire is able to complete Section 1 themselves. Available Methods for I-9 Creation and Completion Option 1: HR Staff Completes Section 1 and 2 In One Session Option 2: Kiosk Session: New Hire Completes Section 1 Themselves (At Your Facility) Option 3: Invitation: New Hire Completes Section 1 Themselves Option 4: HR Staff Completes Section 1 on Behalf of New Hire, Later Completes Section 2 Option 1 You complete both Sections 1 and 2 at once, while New Hire is present. This option works well if it is not convenient for the new hire to complete Section 1 ahead of time, perhaps they do not have computer access, are unable to type, you may not provide computers for them to complete it online, or you may just prefer to do the entry of the form yourself. The New Hire must be present while you complete this form so that they can review data entered for accuracy and electronically sign Section To begin, click New Form I-9 from near the top right-hand corner of the dashboard. You will be asked if they are a new hire, enter their Social Security Number (SSN) and click Next to continue. The SSN is only required if E-Verify needs to be run for this location. 2. You will choose that you want to complete an Electronic I-9, leaving the option for only completing Section 1 unchecked. Click Next to continue. PreCheck, Inc Page 5

6 3. The next screen will take you to the Section 1: Employee Information and Verification screen where you will enter the employee s basic information and indicate whether the employee states if they are a citizen, non-citizen, permanent resident or alien authorized to work. Required fields are marked with an asterisk. 4. After hitting Continue, you will arrive at the screen titled Section 1. Employee Electronic Signature, which will reflect the information you ve just entered and instruct that the employee review the information for accuracy. You will need to allow the employee to view the screen to read the stated terms and conditions, and allow them to control your mouse as they will need to click the box to accept the stated terms and click Yes-Continue to represent their signature. Interesting Fact The click for signature option was developed specifically for this need, and was approved as one of the acceptable forms of electronic signature by the E-Signature Act. PreCheck, Inc Page 6

7 5. The next screen will present Section 1A: Preparer and/or Translator Certification. The preparer information will prepopulate with the information associated with the user who has logged in and is creating the digital I-9. You can edit all fields as needed, which you would do usually only if a translator has been utilized. You will click the box to accept the stated terms and click Yes Continue to sign your signature as attestation that you ve assisted in the preparation and that the information is correct to your knowledge. 6. You ll then be led to the Section 2: Employer Review and Verification screen. You will examine the identification documents provided by the employee from either list A, or lists B & C according to the USCIS instructions for completing Form I-9s. The options available in document drop down lists will be customized to show items associated with whether they indicated they were a citizen, non-citizen, lawful permanent resident or alien authorized to work. Complete all required fields for the documents. The system defaults to the present day for the Start Date; however, you may adjust this date to a past or future date. Remember, I-9 forms and E-Verify must be completed within three federal business days from the day of hire. If you are using E-Verify and you enter a start date more than 3 business days prior to the current date, you will be asked for a reason why the I-9 form was not completed within 3 business days of start date. Please refer to the USCIS Employer Handbooks on the Form I-9 and E-Verify for more information on deadlines. Your information will populate into the Authorized Representative field based on the user profile that the form is being created under. You can use the Notes field to enter any pertinent info that you d like, such as Employee ID, but it is not required. The search I-9 form on the dashboard allows you to search by Note field, in addition to the other basic fields of employee first name, last name, etc. Again you will click on the box to accept the terms and click on Yes Continue to represent your signature and attestation that the documents appear to be genuine. PreCheck, Inc Page 7

8 If your company is not participating with E-Verify, the process will stop here with the Form I-9 being finalized and you will return to the Dashboard. If your facility is participating with E-Verify, you will immediately submit to E-Verify once you click Yes-Continue from this page. Please refer to the E-Verify Results section, for more information on typical responses you ll receive and necessary actions associated with those. Note that the E-Verify Photo Tool will be used to complete E-Verify for the following scenarios: a U.S. citizen presents a U.S. Passport; a non-citizen presents a permanent resident card (Form I-551) or a non-citizen presents an employment authorization document (Form I-766). Please refer to the section on the E-Verify Photo Tool for more information. Also note that there has been a change in the document number required for Permanent Resident Cards (Form I-551) when submitting to E-Verify. Please refer to the FAQ Section to get information on where to find the document number from various Form I-551 versions. PreCheck, Inc Page 8

9 Option 2 Kiosk Session: New Hire Completes Section 1 of the I-9 Themselves For more efficient use of this system, and if your office s resources permit, it is recommended to allow the new hire to complete Section 1 themselves. Allowing the new hire to do so is a natural step for many clients who already ask them to complete other paperwork in the office prior to starting. A great number of facilities already have computers in office where new hires and applicants can sit down to take skill surveys or apply for jobs, so this step can easily fit into today s processes, in those cases. Completing Section 1 To allow the new hire to complete Section 1 in the office, perform the following steps: 1. Log into I-9Ensure from your kiosk terminal. From the dashboard find the Section 1 Options area, and click on Section 1 Kiosk Please note, when launching kiosk sessions you should always be the one to login to the system first, and should not share your login info with the new hire, as anyone logged in and prior to launching a kiosk session would have access to search completed I-9s and other sensitive information. 2. The Kiosk Session welcome page will appear. Your employees will simply click Here to begin entering their information for Section 1. PreCheck, Inc Page 9

10 3. After starting, they will see the fields below, identical to the paper version of the form. A timer near the top will also display how much time they have left to complete the fields and hit Next. 4. The next screen will provide an opportunity for the employee to review their entries as well as agree or disagree with a statement regarding the use of falsified documents in connection with the completion of the Form. PreCheck, Inc Page 10

11 5. The next screen will present Section 1A: Preparer and/or Translator Certification. If a Preparer or Translator was used to complete Section 1, click yes and the preparer/translator should enter their name and address in the spaces provided. 6. After completing Section 1A: Preparer and/or Translator Certification. The USCIS List of Acceptable Documents will be presented to the employee with instructions to take the identification with them to present to you when you complete Section 2. After ending their session another new hire may begin their I-9 if necessary, as it returns to the screen where they can click to begin Section 1. Completing Section 2 Please refer to the section Completing Section 2 for Options 2, 3 or 4 for information regarding completing Section 2 for forms initiated through the Kiosk Session. PreCheck, Inc Page 11

12 Option 3 Invitation: New Hire Completes Section 1 of the I-9 Themselves through an Link from the Employer You may elect to invite a new hire to complete Section 1 of the I-9 outside of your office, which you can do by sending them an invitation. This works well if the individual has an active address, access to the internet, and if you want to limit the time spent on completing the I-9 in your office or if you do not have a common area for the new hire to complete the I-9 electronically in your office. 1. To kick off the invitation simply click on the Section 1 link from the options on the right-hand side of the Dashboard. 2. Enter the employee s First and Last Names and their address. Your employee will be sent an with a link to complete Section 1 online, their PIN number for login purposes and instructions to complete Section 1 of the Form I-9. Completing Section 2 Employees who completed Section 1 will appear on the Section 1s in Progress list on the Dashboard the next time you login. Please refer to the section Completing Section 2 for Options 2, 3 or 4 for information regarding completing Section 2 for Section 1s initiated through the Invitation. PreCheck, Inc Page 12

13 Option 4 You complete Section 1 on the behalf of the individual This feature is useful if you prefer Section 1 be completed as soon as possible, but the new hire cannot complete it themselves or will be using a translator. For this option, the new hire must be present, as they will have to review what you ve entered for accuracy. 1. To start, you ll click New Form I-9 near the top right-hand corner of the dashboard. You ll indicate that the individual is a New Hire, enter their Social Security Number and click Next 2. On the next screen, you will indicate that you would like to complete an Electronic I-9 for the new employee and check the box to indicate that you only want to complete Section 1 of the Form I On the following screen, you will complete Section 1 on behalf of your employee then will click Continue. PreCheck, Inc Page 13

14 4. You will need to allow the employee to view the screen to read the stated terms and conditions, and allow them to control your mouse as they will need to be the one to click the box to accept the stated terms and click Yes-Continue to represent their signature. 5. Before submitting you will be offered the chance to change the Preparer/Translator, information, if necessary. Once hitting accepting the terms states and clicking on Yes-Continue, the Section 1 is saved. It awaits completion of Section 2 on the dashboard in the Section 1 Options - Section 1s in Progress area. Completing Section 2 Please refer to the section Completing Section 2 for Options 2, 3 or 4 for information regarding completing Section 2 for Section 1 forms completed by your HR staff at a prior time. PreCheck, Inc Page 14

15 Completing Section 2: If you choose Options 2, 3, or 4 Below are the instructions for completing Section 2 of the Form I-9 if Section 1 was completed by Kiosk Session, Invitation, or if an HR Staff member entered Section 1 information on the employee s behalf To locate Section 1s that have been completed by Kiosk Session, Invitation, or by you the Employer, go to the Section 1 Options area of the Dashboard. There will be a link reflecting any Section 1 requests you ve sent that have not been completed, as well as a link for those Section 1s that have been saved and await completion of Section To complete Section 2 in these scenarios, click on the link that refers to Forms that have Section 1 Completed and are awaiting completion of Section 2. PreCheck, Inc Page 15

16 2. Select the employee by clicking on the appropriate Complete icon from the list provided. You ll then be led to the Section 2: Employer Review and Verification screen. You will examine the identification documents provided by the employee from either list A, or lists B & C according to the USCIS instructions for completing Form I-9s. The options available in document drop down lists will be customized to show items associated with whether they indicated they were a citizen, non-citizen, lawful permanent resident or alien authorized to work. Complete all required fields for the documents. The system defaults to the present day for the Start Date; however, you may adjust this date to a past or future date. Remember, I-9 forms and E-Verify must be completed within three federal business days from the day of hire. If you are using E-Verify and you enter a start date more than 3 business days prior to the current date, you will be asked for a reason why the I-9 form was not completed within 3 business days of start date. Please refer to the USCIS Employer Handbooks on the Form I-9 and E-Verify for more information on deadlines. Your information will populate into the Authorized Representative field based on the user profile that the form is being created under. You can use the Notes field to enter any pertinent info that you d like, such as Employee ID, but it is not required. The search I-9 form on the dashboard allows you to search by Note field, in addition to the other basic fields of employee first name, last name, etc. Again you will click on the box to accept the terms and click on Yes Continue to represent your signature and attestation that the documents appear to be genuine. PreCheck, Inc Page 16

17 If your company is not participating with E-Verify, the process will stop here with the Form I-9 being finalized and you will return to the Dashboard. If your facility is participating with E-Verify, you will immediately submit to E-Verify once you click Yes-Continue from this page. Please refer to the E-Verify Results section, for more information on typical responses you ll receive and necessary actions associated with those. Note that the E-Verify Photo Tool will be used to complete E-Verify for the following scenarios: a U.S. citizen presents a U.S. Passport; a non-citizen presents a permanent resident card (Form I-551) or a non-citizen presents an employment authorization document (Form I-766). Please refer to the section on the E-Verify Photo Tool for more information. Also note that there has been a change in the document number required for Permanent Resident Cards (Form I-551) when submitting to E-Verify. Please refer to the FAQ Section to get information on where to find the document number from various Form I-551 versions. PreCheck, Inc Page 17

18 Storing Paper Forms You may use this system to store completed paper versions of the Form I-9s. It is important the both Section 1 and 2 be completed in its entirety prior to storing the Form in the I-9Ensure system. If you are entering information about a new hire and your facility participates in E-Verify, this process must still be completed within 3 federal business days from your employee s hire date. You may also use this system to store completed Form I-9s for current employees. Once forms are stored, the same search and tracking features will be available for all employees in the system. E-Verify will not run for current employees even if you are a participant of the program. 1. To store Paper Form I-9s for a new hire, click on the New Form I-9 button located at the top right-hand side of the Dashboard. From the next screen you will indicate if the employee is a new hire or a current one, enter their Social Security Number (SSN) if provided by the employee and click Next. 2. Choose Paper I-9 from the completion options and click Next to continue. 3. Using the information from your completed paper Form I-9, fill in Section 1 with your employee s data and attestation. If you enter a start date more than 3 business days prior to the current date, you will be asked for a reason why the I-9 form was not completed within 3 business days of start date. The Overdue Reason will be provided to E-Verify if you are a current participant in the program. Click Next to continue to the next screen. PreCheck, Inc Page 18

19 4. The next screen will ask for the documents presented to you when Section 2 of the Form I-9 was completed. The options available in the document drop down lists will be customized to show items associated with whether the employee indicated if they are a citizen, non-citizen, lawful permanent resident or alien authorized to work. If for the first document you select an option from list B, then a section for list C documents will also appear on the form. Complete all required fields for the documents. From this screen, you may also attach a copy of the completed paper form as well as copies of the documents presented to you when completing Section 2. By clicking on Continue you will create the electronic I-9 Form and run E- Verify (if you are a participant). If your company is not participating with E-Verify, the process will stop here with the Form I-9 being finalized and you will return to the Dashboard. If your facility is participating with E-Verify and submitting to them to confirm eligibility to work, you will immediately submit to E- Verify once you click Continue. Please refer to the E-Verify Results section for more on typical responses you ll receive and necessary actions associated with those. Note that the E-Verify Photo Tool will be used to complete E-Verify for the following scenarios: a U.S. citizen presents a U.S. Passport; a non-citizen presents a permanent resident card (Form I-551) or a non-citizen presents an employment authorization document (Form I-766). Please refer to page 34 for more information. Also note that there has been a change in the document number required for Permanent Resident Cards (Form I-551) when submitting to E-Verify. Please refer to the FAQ Section to get information on where to find the document number. PreCheck, Inc Page 19

20 E-Verify Results Once you have completed entering information for the digital I-9, the system will submit information to the E-Verify site. You will see a results screen titled E-Verify Results within a few seconds of submitting. Every Form I-9 submitted to E-Verify creates a case, and you ll see that a Case Number is listed at the top of the results screen, and underneath you will see an E-Verify Response. There are several responses you may receive and we ll take a look at those below. SSA Employment Authorized: In most cases the E-Verify Response will state that the individual is SSA/DHS Employment Authorized, meaning they are authorized to work in the United States. When you get this response, you may go ahead and close the case by click on the Close Case link. Before being able to close the case, E-Verify will ask if the employee is still employed and you will choose either a No or Yes. Depending on which answer you choose, a list will appear with possible reasons you are closing the case. Choose the appropriate one in your situation and click Submit. Once submitted, the case will be closed and you will be taken back to the Dashboard. No Options Yes Options PreCheck, Inc Page 20

21 Re-verify Information for E-Verify participants: If E-Verify detects a potential issue with the information provided, a Reverify screen will appear asking the user to check if there are errors in the information entered and make necessary changes, if needed. Once this page has been reviewed for accuracy, click to Continue to move on to the E-Verify process. You may make changes to the Form if you find any errors with data entry, then resubmit the case. You will then be asked to click Resubmit to send the case to E-Verify. PreCheck, Inc Page 21

22 SSA/DHS Tentative Non-Confirmation (TNC) In some cases you may receive a SSA/DHS Tentative Non-Confirmation E-Verify response. The screen will explain that the employee should not be terminated based on a TNC, and it instructs that the employee must be given the option to contest the results if they choose. This process will need to be completed WITH THE EMPLOYEE PRESENT as documents will need to be discussed and provided directly to them. The steps will be outlined as you complete each one, starting with Step 1, as exhibited in the screenshot below. The I-9Ensure system gathers the signatures electronically so it important to follow each step with the employee. Step 1 This step will the link for the Tentative Non-Confirmation Further Action Notice. When you click on the link it will open a copy of the Further Action Notice which you can print out and then review with the applicant. You may have them review this information on your screen. It includes instructions to go over with the employee covering why they ve received the notice, what they should do, and what their rights are. You can print a copy in Spanish, if needed as well. You d select languages on the righthand side of the screen. A check box will appear to confirm that you have shown this notice to the employee will appear after you click the link. Step 2 This step will appear once you ve clicked on the Step 1 link and the box stating that you have reviewed the Further Action Notice with the employee. It will ask if the employee wishes to contest the result and you will select Yes or No. You would enter the response by the employee after they have reviewed the TNC. PreCheck, Inc Page 22

23 If the employee chooses not to contest the TNC Click No on Step 2 Step 3 This step will instruct the employee to attest to the statement acknowledging that they have received and reviewed the Further Action Notice and that they are giving up their right to contest the decision. The employee will click the check box and click on Save Signature and Continue to electronically sign the TNC. Step 4 Will require you to review the employer certification and prompt you to check the box accepting the terms and click Save Signature and Continue to electronically sign the TNC. Step 7 Will allow you to print the sign TNC to provide to the employee. And from here, you must Close the Case and indicate whether the employee will continue to be employed even after Not Contesting a TNC. Please refer to the USCIS guidelines on continuing to hire an individual who chooses not to contest a TNC. Remember that the E-Verify MOU states If the employee does not choose to contest a tentative nonconfirmation or a photo mismatch or if a secondary verification is completed and a final nonconfirmation is issued, then the Employer can find the employee is not work authorized and terminate the employee s employment. If the employee chooses to contest the TNC Click Yes on Step 2. Step 3 This step will instruct the employee to attest to the statement on the screen, acknowledging that they have received and reviewed the Further Action Notice and that they have 8 federal business days to contact the proper federal agency. The employee will click the check box and click on Save Signature and Continue to electronically sign the Further Action Notice. Step 4 Will require you to review the employer certification and prompt you to check the box accepting the terms and click Save Signature and Continue to electronically sign the Further Action Notice. PreCheck, Inc Page 23

24 Step 5 You will click the button to notify the SSA or DHS of the referral. The 8-business day deadline for the employee begins after this button is clicked. Step 6 You will print the Referral Date Confirmation Letter to the employee. Step 7 Gives you the chance to print the signed Further Action Notice to provide a signed copy to the employee. This will also be saved in the system. After the referral letter is printed and provided to the employee, you may finalize the Form I-9 and return to the dashboard by clicking on the link named as such. You would be able to track the referral s progress via your dashboard, under the Unresolved Cases section. When the employee completes the verification process with E-Verify you will see an update in that section in red. Once you click on those items, you can review the referral data, and the case status, and process the response. PreCheck, Inc Page 24

25 Closing Cases with a Tentative Non-Confirmation (TNC) Status If you notice a mistake on the Form I-9 that you believe may contribute to the TNC, you have the ability to Close the Case and select the appropriate reason. Closing a case during the Tentative Non-Confirmation process should be done with carefully as you do not want to close an E-Verify case prematurely. Note: If you receive a Tentative Non-Confirmation (TNC) for an employee, make sure to complete the TNC process. DO NOT close a case when the employee is contesting the Tentative Non-Confirmation until you have a final answer from E-Verify, whether it is Employment Authorized or a Final Non-Confirmation. If you have to close a case prior to receiving a final authorization from E-Verify, you will have to make sure to create a new E-Verify case by completing a New Form with the employee. No Options Yes Options PreCheck, Inc Page 25

26 Additional Verification You may at times receive an E-Verify Response of Additional Verification, as shown below. When this occurs, the Department of Homeland Security is reviewing the case for which can take up to 10 days. Once they ve completed their additional verification you will receive an update on the dashboard, under DHS Additional Verifications. From here you Finalize form and return to Dashboard. The Case will be found under Unresolved E-Verify Cases which will be updated when a response is sent by the DHS. PreCheck, Inc Page 26

27 E-Verify Photo Tool When certain documents are presented to you in order to complete Section 2 you may be asked to verify if the photo on the screen matches the photo from the document you are holding. This Photo Tool is only applicable when the following documents are presented: a) A U.S. citizen presents a U.S. Passport, or b) A non-citizen presents a permanent resident card (Form I-551), or c) A non-citizen presents an employment authorization document (Form I-766) NOTE: It is important that you match the photo on the screen with the document you are holding and not compare the photo on the screen to the actual person. Compare the photo on the screen and the photo on the document your employee presented. Do the photos match? Click Yes or No If you click Yes, E-Verify will process the response and will provide you with the E-Verify Results on the next screen, where you will be able to Close the Case. If you click No, a Tentative Non-Confirmation (TNC) response will be given and the steps should be followed: Step 1 - Print the DHS Tentative Non-Confirmation Further Action Notice and review it with the employee. Step 2 - Indicate whether the employee is contesting the Non-Confirmation by clicking Yes or No. PreCheck, Inc Page 27

28 If the employee chooses not to contest the TNC Step 3 - will instruct the employee to attest to the statement acknowledging that they have received and reviewed the TNC Further Action Notice and that they are giving up their right to contest the decision. The employee will click the check box and click on Save Signature and Continue to electronically sign the Further Action Notice. Step 4 - You will then be asked to sign the attestation and you may close the case from there. Remember that the E-Verify MOU states If the employee does not choose to contest a tentative nonconfirmation or a photo mismatch or if a secondary verification is completed and a final nonconfirmation is issued, then the Employer can find the employee is not work authorized and terminate the employee s employment. If the employee chooses to contest the TNC Step 3a - will instruct the employee to attest to the statement on the screen, acknowledging that they have received and reviewed the TNC Notice and that they have 8 federal business days to contact the proper federal agency. The employee will click the check box and click on Save Signature and Continue to electronically sign the TNC. Step 4 - will ask you to provide a copy of the document with the photo mismatch to the DHS either by mail or by uploading a.gif document online. Choose the option that works best for you then click Continue. PreCheck, Inc Page 28

29 Step 5 This step will require you to read the attestation box and electronically sign by clicking on the box to accept the terms, and then click on Save Signature and Continue Step 7 You will be asked to print the DHS Referral Date Confirmation Letter. It will pop-up on another screen, you will print this document and provide it to the employee. Since the TNC was brought on by a Photo Tool mismatch, you would also use this referral letter to mail the copy of the employee s photo document to DHS, if you choose this option. Step 8 Allows you to print out the signed TNC Further Action Notice to provide to your employee. Confirm that you have provided the letter to the employee. After you complete this step, you will click on Finalize form and return to Dashboard. You may view the status of referred cases on the Dashboard under Unresolved E-Verify Cases. From here you would finalize the I-9 form and return to the Dashboard. Instruct the employee to contact DHS within 8 federal business days and you will find this case on the Dashboard under Unresolved E-Verify Cases while you wait for a response from the DHS. PreCheck, Inc Page 29

30 Reviewing Completed I-9 Forms and E-Verify Cases To review an employee s completed Form, simply search for their name from the Dashboard. Remember you may search by last name, first name, SSN, date of birth or though the notes entered when completing Section 2. Select the name of the employee from the Search Results and you will be led to that employee s profile within the system. The Employee Profile will include the completed Form I-9, copies of documents presented if they were attached, any other attached documents, the option to reverify the Form if needed and the audit trail. PreCheck, Inc Page 30

31 Reverifications and Rehires Completing Section 3 of the Form Employers may use Section 3 of the Form I-9 for the reverification of an expiring work authorization, or document a rehire date or name change. For detailed instructions on completing Section 3, please refer to the M-274 Handbook for Employers. The instructions below will show options on how you document/complete Section 3 using I-9Ensure: Forms with Section 1 and 2 completed electronically: The I-9Ensure system allows you to complete Section 3 of the I-9 Form electronically, should you need to enter a rehire date, enter a name change on the form, or reverify an expiring work authorization. To Enter a Rehire Date or Enter a Change in Name: Simply search the employee s name from the Dashboard, and select Reverify Form from the employee s profile page. To Reverify Expiring Work Authorizations: 1. Select the Employee s name from the Expiring Work Authorizations Section from the Dashboard 2. Click Reverify Form and enter the appropriate Forms of identification presented to show proof of extended employment authorization. PreCheck, Inc Page 31

32 Forms with Sections 1 and 2 completed on a Paper Form: For historical forms completed on paper, Section 3 will need to be completed on a paper form as well. Make sure to print out the most recent version of the Form I-9 and complete Section 3 on it. You will need to attach the newly completed Section 3 with the completed original Form. You may use the I-9Ensure system to track expiring Work Authorizations on a previously filled paper Form. Remember that the system will only track the expiration dates and provide you with reminders when reverification is due; however, to stay compliant, you will need to complete Section 3 on paper every time you need to perform a reverification. 1. Upload the paper version of the Form I-9 into the I-9Ensure system. Please refer to the section Storing Paper Forms from the User Guide. 2. Complete Section 3 of the latest version of the Form I-9, on paper, then scan and attach to the employee profile on I-9Ensure. 3. Reverify the expiring work authorization on the I-9 Ensure system to track the next expiration date, if necessary. (Note that this is only to be used as a reminder.) If another reverification is necessary when the new document expires, repeat steps 2 and 3. PreCheck, Inc Page 32

33 Close out Incomplete Form I-9s (Section 1 completed) Periodically, employees complete Section 1, typically via , and then terminate their employment before they complete Section 2. It is considered best practice to retain these forms accordingly, and purge them based upon normal purging rules and regulations. An option has been added within the Section 1 completed links, that will allow you to terminate these requests, and they will create valid, I-9 records, with just Section 1 completed. To close out Form I-9s without completing Section 2: 1. From the dashboard, click on the link, if applicable, that says, Forms have Section 1 completed and are awaiting completion of Section Select the exclamation icon (terminate) to initiate the termination process for that employee. 3. You will be asked Are you sure you want to terminate this case? Select OK PreCheck, Inc Page 33

34 4. You will be brought to the Close Case screen where you will be asked if the employee is still employed. 5. Select NO and you will be asked to enter in the termination date. 6. Enter Termination date and select submit. You will then be asked Are you sure you want to close the case with the selected status? Click OK and you will be directed to the employees form summary page. NOTE: you will see the termination date in Red for this employee. ( See screen shot below) This will retain the section one of the Form I-9. By selecting Form I-9 in the Options box you can view the I-9 with section showing only the section one completed. PreCheck, Inc Page 34

35 Processing I-9s for Employees awaiting their Social Security Number Note: This support is for employers requiring E-Verify. This capability has been added to alleviate the paper process required when a new employee has applied for a Social Security Number (SSN), but has not received an actual number yet. This is slightly different than Receipts because of the SSN requirements E-Verify. This support enables users and new hires to indicate that the SSN has been applied for, and then track those I-9s from the dashboard to ensure they are followed up and resolved. Complete I-9s for employees waiting for their Social Security Number: 1. From the New I-9 screen you will now be given the option to select Employee has applied for, and is waiting for a SSN. Note that this check box is available for all methods of completing Section 1 ( , Kiosk, Employer Assisted) 2. When employee completes Section 1 they can select the option I have applied for, and am waiting on a SSN. Selecting this option will allow them to complete the section one without the SSN and the employee will complete the Electronic Signature process, as normal. PreCheck, Inc Page 35

36 3. Section 2 can be completed by the Employer, as normal; however, after completion of section the 2, the case will not process through to E-Verify, but will allow you to select Complete Process Later. 4. After selecting Complete Process Later the case will then be on the Dashboard under Unprocessed E-Verify Queries awaiting SSN follow up. 5. When employee receives their SSN you will select the query from the Dashboard. By selecting the Revise option you will be brought into the Revise Section 1 screen. 6. Have the employee deselect I have applied for, and am waiting on a SSN, enter in their SSN, and electronically sign for the revision. PreCheck, Inc Page 36

37 7. The employer will then return to the Dashboard to find the Case under Unprocessed E-Verify Cases where the process option can be selected to process the case through E-Verify. PreCheck, Inc Page 37

38 Completing Form I-9s when Receipts are Presented To support receipts in the past, a paper form had to be created and uploaded into the system. This provided to be very manual and time consuming for many users. To improve usability, the ability to designate a receipt has been added to the system. If a receipt is designated, the expiration date for the document is hidden, and the I-9 is tracked on the dashboard for follow-up within 90 days of hire. To process Forms with Receipts: 1. The employee will complete Section 1 of the Form using any one of the available options on I-9Ensure. 2. As the Employer Representative completes Section 2, they are able to select Document is a Receipt when the employee presents a receipt for documentation. Please refer to the M-274 for guidelines when a receipt is acceptable as an I-9 document. 3. After completion of Section 2 the message above will appear letting you know a receipt was used and E-Verify cannot be processed until the actual document is received. Also, the system calculates the 90 days after hire of when this original document needs to be presented by. At this point the employer will select Complete Process Later. 4. The case will then be on the Dashboard under Unprocessed E-Verify Queries queries are awaiting Receipt follow-up. PreCheck, Inc Page 38

39 Following up on Receipt 1. From the Unprocessed E-Verify Cases on the Dashboard, the employer representative will select Revise under the actions column. 2. Unselect the Document is Receipt option, confirm start date, accept terms and select continue. 3. Case is then on the dashboard awaiting E-Verify processing under Unprocessed E-Verify Queries. PreCheck, Inc Page 39

40 Making Changes to Section 1 or Section 2 Electronically In an effort to reduce scenarios where the paper process for I-9 corrections is required, the I-9Ensure system now provides for electronic correction for a number of different types of errors that can occur as a result of incorrectly entered data. These invalid data points can occur in either Section 1, or Section 2, so functionality has been added to support corrections in either area. Please note that only Company Administrators have the capability of initiating a revision on either Section. From the employees Form Summary Page, Company Administrators will see two new options in the Options box, in the upper right corner of the page. The two new options are Revise Section 1 and Revise Section 2. Fittingly, Revise Section 1 will allow you to make corrections, with the employee, in Section 1, and Revise Section 2 will allow you to make corrections in Section 2. To make corrections on Section1 (Employee must be present and make the changes): 1. The employee must make all changes to Section 1. When selecting the option to correct Section 1, you will be prompted with the question is the employee present? When you select yes employee is present, you will be given the screen below for the employee to Revise Section After the Employee makes the necessary changes, they must agree to the attestation and then select continue. The updates will show up on the Employee Form Summary page and the system will create a revised Form I-9 with the updates and attach it to the original PDF version of the Form I-9. PreCheck, Inc Page 40

41 To make corrections on Section 2: 1. To make changes to Section 2 of the employee s Form I-9, the Company Administrator will need to select the Revise Section 2 link within the Options box on the employee s Form Summary page. Once selected, the Company Administrator will need to enter the necessary information to update the Employee s Form I After the Company Administrator makes the necessary changes, they must agree to the attestation and then select continue. The updates will show up on the Employee Form Summary page and the system will create a revised Form I-9 with the updates and attach it to the original PDF version of the Form I-9. Please note that the changes are shown in a different color and only the revised fields will be populated. At the bottom of the revised Form I-9 the attestation will show along with the electronic signature and date that the changes were made. PreCheck, Inc Page 41

42 Documenting Employee Terminations Employee terminations are handled depending on which stage of the I-9 process that employee is in. Please note that the changes entered in this system only affect I-9 and E-Verify functions. Employee starts work for pay, completes Section 1 however terminates employment prior to Section 2 completion In cases where an employee starts to work for a company and Section 1 of the I-9 form has been completed, however the employment is terminated prior to completing Section 2, enter a termination date in the system to save a completed Section 1 of the Form. 1. Under Section 1 Options, Click on # of Forms that have Section 1 Completed and Are awaiting Section 2 Completion 2. Locate your employee from the list, and click on the Terminate icon on their record 3. The system will confirm if you would like to terminate the employment. If you continue, you will be directed to the Close Case page. 4. Select that the employee is no longer employed them you will be able to then enter a termination date and submit. PreCheck, Inc Page 42

43 Employment is terminated after Sections 1 and 2 of the I-9 Form are completed 1. To terminate an employee who has left the company, search for the employee s profile by entering their name in the search box. Once you are on the results page, click their name to bring up their form summary profile page. 2. Once on the Form Summary Page, locate the options box in the upper right corner. Now click the Terminate Employee link. 5. The system will confirm if you would like to terminate the employment. If you continue, you will be directed to the Close Case page. PreCheck, Inc Page 43

44 6. Select that the employee is no longer employed them you will be able to then enter a termination date and submit. Employee is no longer working for the company but is listed on the Dashboard with an Expiring Work Authorization 1. To document a termination of an employee after s/he appears on the Expiring Work Authorizations list from the Dashboard, go to the Expiring Work Authorizations list from the Dashboard. Then click the Terminate icon. 2. The system will confirm if you would like to terminate the employment. If you continue, you will be directed to the Close Case page. 3. Select that the employee is no longer employed them you will be able to then enter a termination date and submit. PreCheck, Inc Page 44

45 Frequently Asked Questions - FAQ This system sounds great, but why should I do this as opposed to paper I-9s and going to the E-Verify site directly? This solution combines both necessary processes in one convenient place, and then adds validation, efficiency, tracking and storage. You have to confirm eligibility to work by completing an I-9 for all new hires, and if you have federal contracts you must use information from the I-9 to submit to E-Verify s site and confirm authorization for employment, before someone starts working. This interactive solution gives you a way to do both hassle-free. It s also paperless and with your I-9s in a digital format you re ahead of the game should you ever be audited. Can I practice this process before beginning the digital I-9 submissions? As a matter of fact you can! We have a live training site that is connected to E-Verify, where you can use approved training data to walk through the steps and see the different outcomes you may receive. Please contact your Account Representative or the Product Manager for that information. Who should I contact if I have an issue? At PreCheck you have a number of people available to assist you. You may contact your Client Account Manager, the Client Services Manager, the Product Manager or your Sales Representative. We ll put you in touch with the appropriate person to assist you, if we don t know the answer. You should ve received a Contact Sheet with a number of people that you can reach out to at the time you received this User Guide. If not, please call and ask for any of the individuals above for your account. My company completes I-9 forms for large groups of new employees at once, how can we get the most out of this product and get these completed quickly? You can opt to have an sent to an employee requesting that they fill out Section 1 of the I-9 prior to coming in to have you examine their documents for Section 2. When logged in select New I-9 and begin the process, on the 2nd screen you will be asked if this is for a new employee and you will select Yes. The next screen will ask you if you want to store a paper form or complete an electronic one, when you select Electronic, there will be a check box and option for Only complete Section 1 of I-9 form. If you check this, and hit Next, you will be asked if you want to complete Section 1 on the employee s behalf or if you want to send the employee an link to complete Section 1, when you choose the option, you will prompted for the employee s information and they will receive the request via . You can track sent requests and open completed requests from the dashboard when they present their documentation to you. I d like to be prompted to attach scanned documents every time I create a new form, how can I do that? This is a great requirement, and ensures you always have the documents saved with the digital I-9. This can be configured on your account by PreCheck, please contact a PreCheck representative with this request. I may have submitted someone in error. What should I do? When in doubt, and if you ve not already closed the case, you may click on Close Case, indicate whether the employee is still employed or not, then choose a reason for closing the case. You may then start over with processing a new Form I-9 from the Dashboard. If you ve already closed the case out, you cannot undo the form. While some clients have used the Upload Document feature when viewing a case s Summary Details to attach a short explanation to the incorrect case, and have then created a new I-9 and submitted that to E-Verify with the correct information; we strongly recommend checking with your legal department on the steps you should take to correct possible errors. How often should I check the dashboard for updates? You can choose how often you want to check in. If you know that you have pending cases awaiting resolution from either the SSA or DHS, or have a near expiring work authorization, it would be helpful to check in daily. You can also be notified weekly of any items requiring your attention by editing your Personal Profile information, and opting to receive a Weekly Case Report. When trying to attach scanned documents I receive a message stating that the file is too large. Help! Recommended scan settings are a resolution of 300 DPI or less, Medium scan quality, and color type set at grayscale. PreCheck, Inc Page 45

46 Where do I find the document number for Permanent Resident Cards (Form I-551)? E-Verify now requires that the document number entered for Permanent Resident Cards reflect a 3-letter plus a 10-number combination or an error will occur. The document number is different from the A number you may be accustomed to. When you are presented with this identification form during the processing of Section 2, it is very important that you use the 13 alphanumeric characters. Since there are different versions of the Permanent Resident Card (Form I-551), you may use the illustrations below to assist you in locating the appropriate document number. Current Version: Introduced in May 2010 Version first issued in December 1997 and revised in May 2004 Older Permanent Resident Cards. Some cards that do not have a document number may still be in circulation. In these cases, enter three A s followed by 10 zeroes so that you enter exactly 13 characters in E-Verify. Cards that were issued between August 1989 and December 1997 contain expiration dates. While cards issued between January 1977 and August 1989 do not have document numbers and do not have expiration dates. PreCheck, Inc Page 46