I-9 Remote Hire Authorized Agent Guide

Transcription

1 I-9 Remote Hire Authorized Agent Guide Updated: 10/2015 PLEASE NOTE: Any information provided is not intended to be, and shall not be construed as, legal advice or a legal opinion. Each organization has the responsibility of setting up their own User Protocols and Guidelines as it relates to their policy on Form I-9 and E-Verify. Information provided should never replace the need for involving informed counsel on employment and immigration issues.

2 Table of Contents I-9 Remote Hire Authorized Agent Guide... 3 Completing Section Completing Section Photo Matching... 8 List of Acceptable Documents... 9 Citizenship Status/Document Matrix I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 2

3 I-9 Remote Hire Authorized Agent Guide The I-9 Remote Hire process may be utilized when a newly hired Employee needs to complete the Form I-9 remotely. The Employee can complete Section 1 prior to his or her appointment with an Authorized Agent to complete Section 2 or complete both Sections 1 & 2 of the Form I-9 in the presence of an Authorized Agent. Completing Section 1 1. The Employee must complete Section 1 before you can begin the process to complete Section 2. If the Employee has not completed Section 1, advise him or her to locate the link within the previously sent by his or her Employer or, within the sent to you, and complete the Section 1 process. Note: Section 2 cannot be completed until Section 1 has been completed. Figure I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 3

4 Completing Section 2 1. From the sent to you regarding you being identified to act as an Authorized Agent, locate the URL link and PIN. Click on the URL link. Figure 2 2. Enter the Employee s last name and your last name exactly as stated in the , if your last name has been misspelled, you may correct this when you complete Section 2, and enter the PIN. Click login. Figure 3 3. Review and confirm the information entered is correct and make any necessary corrections. The Employee s name will appear in the upper right corner for you to confirm you are with the correct Employee. Read the statement, check the acknowledgement box and click Continue. Figure 4 Note: You may postpone completion of Section 2, if necessary, by clicking Postpone Form Completion I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 4

5 4. Ask the Employee to provide you with his or her documents. Documents presented MUST be original and unexpired. To view a list of acceptable documents click on the Click Here link. The lists are also available at the end of this guide, Appendix A and Appendix B. Note: The documents presented by the Employee will coincide with the Employee s citizenship status, if the document(s) presented do not match a document in the dropdown, ask the Employee to confirm his or her citizenship and contact his or her Employer. Section 1 can be reviewed by clicking the icon. Figure I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 5

6 5. Enter all the required information in conjunction with the document(s) provided by the Employee. Figure 6 Error Checking Validation: If any required field is not completed or information entered is incorrect, a warning message will appear and the correct information must be entered prior to proceeding. Figure 7 6. Read the certification section, check the box to accept the terms and click Continue. If for any reason you need to complete the process later, click Cancel and Complete Later. Figure I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 6

7 7. If the Documentation Upload Required screen appears, the documents entered are required to be uploaded into the system. This requirement may be due to the employer s company policy, the employer is an E-Verify participant or it is a state requirement. Choose one of the following: Upload Selected Document(s) Browse and upload the document(s) before clicking this option. Employee will provide Document(s) to employer directly The Employee will be required to provide a copy of the document(s) to his or her employer. Agent will upload paper copies later You may log in at another time and upload the document(s). Note: When using a mobile device with a camera, such as an iphone, ipad, etc., you will be presented with the option to take a picture of the document and upload it automatically. Figure 9 The Employee may have already uploaded the document(s). Click on View Supporting Document to view what was previously uploaded and choose one of the folllowing: Original list A or B document(s) match the image(s) above If the document(s) match what the Employee presented. No-Original document(s) do not mach the image(s) above, or image(s) are not viewable If the docucment(s) do not match. You will be required to upload the documents that were presented. Figure A notice will appear indicating that Section 2 is completed. An notification will be sent to the Employee s employer stating you have completed Section 2. Figure I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 7

8 Photo Matching A Photo Match will be activated when an Employee presents one of the following documents: U.S. Passport or U.S. Passport Card, Permanent Resident Card (Form I-551) Employment Authorization Document (Form I-766) 1. Compare the photo on the screen generated by E-Verify to the photo on the document provided by the employee. The photos should be identical. 2. Click one of the following: Yes To acknowledge the photos match. No To acknowledge the photos do not match. The case may result in a Tentative Non- Confirmation(TNC) and require further action. Note: In some cases a photo may not appear, if this occurs and "No Photo on Document" appears, proceed by clicking Yes, the case may result in a Tentative Non-Confirmation(TNC) and require further action. Figure I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 8

9 Appendix A List of Acceptable Documents Figure 13 Appendix B 2015 I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/2015 9

10 Citizenship Status/Document Matrix Figure I-9 ADVANTAGE, LLC. ALL RIGHTS RESERVED. REV. 10/