I-9 Online New Employee... Error! Bookmark not defined. Completing Section

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2 Table of Contents... 1 New Employee... Error! Bookmark not defined. Completing Section I-9 Specialist... 5 Verifying Section Entering Employee Without Social Security Number Updating Section Uploading I-9 Completed By A Notary Running the HR Outstanding Official Documents Report Using Help Page ii

3 I-9 Regulations and Procedure I-9 Employment Authorization Requirements The 1986 Immigration Reform and Control Act requires all U.S. employers to verify the identity and work authorization or eligibility of all employees hired after November 6, 1986, whether U.S. citizens or not. The University of Virginia uses a web-based employment eligibility service to enter, verify, document, and ensure employment eligibility for all new employees. All new employees, including student employees, must complete Section 1 of the I-9 form (online) no later than the first day of employment. Once the new employee has completed Section 1, they must bring identification proving their identity and authorization to work in the United States with them on their first day of employment for the I9 specialist to complete section 2. The I-9 Specialist must complete Section 2 no later than the 3rd business day after the employee s first day of employment. All I-9s will be completed online, and will remain electronic viewable documents. Page 1

4 Completing Section 1 All new employees that 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. Page 2

5 Section one of the I9 form will appear. The employee will enter: 1. Name 2. Address 3. Date of birth 4. Social Security Number 5. Check their citizenship status box 6. Hit continue. Page 3

6 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. Page 4

7 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. I-9 Specialist New employees complete Section 1 of the I-9 on or before their first day of work. Instructions are included in their offer letter. 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 within 3 days of the employee's start date. Page 5

8 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 applied for', and complete the Translator/Preparer Certification section. The I-9 Specialist contacts HRCIS, who provides a temporary Social Security number for the new employee so the new employee can be entered into the Integrated System. 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. 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. This must be done within 90 days of the employee's hire date. The I-9 Specialist must send an to immigration@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. 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 B documents require a photo. A certified copy of a birth certificate is acceptable. A copy of the EAD card or LPR card, when presented by the employee is required and must be attached in. A Social Security Card that has been laminated cannot be accepted. The I-9 Specialist cannot require more or different documents than are presented by the new employee. Page 6

9 Verifying Section 2 Procedure This simulation will show you how to complete Section 2 of the new employee's online I Begin by logging in and accessing your home page. Click in the Employee ID: field. 2. Enter your Integrated System employee ID into the Employee ID: field. 3. You must change the initial password the first time you log in. You will be required to change the password every 90 days. Each new password must be at least 8 numeric digits and cannot match the last 3 passwords used. Important Note: The system automatically logs you out after 16 minutes of inactivity. Enter your password into the Password: field. The first time you log into the system, your Password will be the year of your birth (ex. 1970) and the last four digits of your Social Security Number (ex.1234) Example Password: Page 7

10 4. Click the Continue button. 5. This is the home page for the site. This page gives you the option to do the following: Create a new I-9 with an employee. Search for an existing I-9. Change your password in the My Account section. 6. The Quick Search box displays in the top right corner. Pending - new hires who have completed Section 1 Reverification Due an employee s work authorization is expiring so the renewal process can be started. SSN Applied For employees that have not yet received their Social Security number. On first logging in you will need to refresh the count by clicking the Refresh symbol. To refresh the count for all rows, click Refresh All. Page 8

11 7. The main responsibility of the I-9 Specialist is to complete Section 2 of their pending I-9s. Note that the list displays in alpha order. Select the name of the new employee you wish to work with from the list of pending I-9s. Page 9

12 8. Section 1 of the I-9 displays. Here you will enter the Hire Date and Location (org number) for the new employee. Note: The Hire Date cannot be a future date. The Hire Date can be any date after the employee has accepted an offer of employment, up to the employee's actual first day of work. 9. Location is the org number entered on the employee's assignment in the Integrated System. Find your organization from the listing. You will see only those orgs you are authorized to view. 10. Continue to the Employee Review screen. Click the vertical scrollbar. 11. Click the Continue button. Page 10

13 12. The Employee Review screen displays. If any information is incorrect, you can select the Change Information link and edit the information. Changed information is indicated by a red [C]. 13. Click the Continue button. Page 11

14 14. The Section 2 -Employer Review and Verification screen displays. Here you enter the data from the IDs into the system. The Visa Type drop down will be active, if the employee selected a citizenship status other than a United States citizen. 15. Select the radio button for the document(s) presented to you. The radio button you select activates the drop down menu selection. 16. Important Note: If you choose the option for 'Receipt for lost, stolen or damaged Social Security Account Number Card' you must scan the receipt and attach a copy (later in the process). 17. Important Note: if the employee worked a few days, and then left before completing the I-9, you would mark the radio button beside 'Employee terminated before completing I-9'. 18. Click the Continue button. Page 12

15 19. Select the verification box to confirm the Social Security number on the I-9 form is the same as on the Social Security Card. Click the number on the document is the same option. 20. Click the Continue button. Page 13

16 21. The Employer Review screen displays a summary of the documentation for your review. You can use the Change Information link to edit any data. Click the vertical scrollbar. 22. Read the Employer Electronic Signature statement and confirm that you have examined the original documents. Click the Employer Electronic Signature box option. 23. Click the Continue button. Page 14

17 24. The Employee Detail screen confirms that the I-9 was successfully added. Scroll to the I-9 History area. Click the vertical scrollbar. 25. The I-9 History area has a link for viewing the completed original I-9. The only documents you scan and attach are EAD cards and LPR cards. Do NOT attach any other copies of documents, except for the receipt to request a social security number or lost social security card. Files cannot be larger than 1024 KB. Click the Attach File link. Page 15

18 26. The Attach Document screen displays. You can select the Browse button to locate the scanned image of your documentation. Note: The image can be a TIF, GIF, JPG or PDF image. You must enter the name of the document into the Document Name field. Click the Cancel button. Page 16

19 27. The system also allows you to add comments. Click the Add Comment button. Page 17

20 28. The Add Employee Comment screen displays, allowing you to add any information you need to document for the new employee's I-9. Click in the Short Description: field. 29. Enter a short description that describes the context of the comment you will enter into the Short Description: field. 30. Click in the Comment: field. 31. The comment area will allow less than 1 MB of data. Your comment must pertain to the I-9 and will become a permanent part of the file. Enter a comment into the Comment: field. 32. Click the Continue button. 33. Congratulations! You have completed the simulation on Verifying Section 2. End of Procedure. Page 18

21 Entering Employee without a Social Security Number Procedure Training Guide 1. Click the Create a new I-9 link. Page 19

22 2. Click the SSN Applied For option. 3. Click in the Hire Date field. 4. Enter the new employee's hire date into the Hire Date field. 5. Click the Location list. 6. Choose your org from the list of options. 7. Click the vertical scrollbar. 8. You must select the citizenship status indicated by the new employee. Noncitizen nationals are persons born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, or certain children of noncitizen nationals born abroad. 9. A lawful permanent resident is a non-citizen who has been lawfully granted the privilege of residing and working permanently in the United States. This employee must have a LPR card (aka Green Card, Alien Receipt Card, Form I- 551), which you must scan and attach into. Page 20

23 Training Guide 10. An alien authorized to work is an employee authorized to work in the United States. Persons authorized to work include non-citizens of various employment authorized statuses. This person has an alien number with 7-9 digits or an I-94 card with 11 digits. All digits must be recorded in. The visa types are H1b, F-1, J-1, TN, E3, O-1, EAD, and J-2. If the employee has an EAD card, you must scan and attach into. 11. The selection 'Employee is Asylee, Refugee, Micronesia Citizen or Marshall Islands Citizen' is used when an employee presents Form I-94 as proof of work authorization. After 90 days they must present other evidence of eligibility. 12. If the new employee is an alien authorized to work, click the An alien authorized to work option. 13. Click in the (I-94 #) field. 14. The eleven digit I-94 # must be entered on the form. Enter the desired information into the (I-94 #) field. 15. Click in the Expiration Date (if applicable) field. 16. Documents that have an expiration date, the date must be recorded on the form. Use the Expiration Date found on the I-94 except for the below exception. If the new employee has a J-1 visa or an F-1 visa that has the letters 'DS' on the I-94 or I-94A document, the new employee will have a DS-2019 or an I-20 form. You must use the expiration date from the DS-2019 or the I-20 form for these visa types. Enter the expiration date found on the document into the Expiration Date (if applicable) field. 17. Click the vertical scrollbar. Page 21

24 18. The Preparer/Translator section must be completed by the I-9 Specialist who entered the I-9 information for the new employee. Click the Continue button. Page 22

25 19. Click the vertical scrollbar. 20. The Preparer must select the Electronic Signature box that states they assisted in the completion of the form. Click the Preparer Electronic Signature box option. 21. Click the Continue button. Page 23

26 22. The new employee must electronically sign that the statements and documents presented are not false. Click the Employee Electronic Signature box option. 23. Click the Continue button. Page 24

27 24. This page is the Section 2-Employer Review and Verification. You must select which type of visa the employee has presented to you. Click the Visa Type list. 25. In this section, we record which documents were presented to you. Click the List A or List B and C option. 26. For List A document: Click the List A proves identity AND work authorization: list. For List B documents: Click the List B proves identity and List C proves work authorization: list Select the appropriate list item(s). Click the Continue button. Page 25

28 29. Click in the Issuing Authority: field. 30. Enter the Issuing Authority into the Issuing Authority: field. The issuing authority is the country that the passport was issued in. 31. Enter the Document number into the Document #: field. This is the passport number. 32. Click in the Expiration Date: field. 33. Enter the Passport Expiration Date into the Expiration Date: field. 34. Verify that the I-94 # number is the same number that was entered in Section 1. Click The number on the document is the same option. 35. Verify that the Expiration Date is the same as you entered in Section 1. Click The expiration date on the document is the same option. Page 26

29 36. Click the Continue button. Page 27

30 37. Click the vertical scrollbar. 38. This screen has a summary of the documentation, as well as the electronic signature statement confirming that you have examined the original documents. Click the Employer Electronic Signature box option. 39. Click the Continue button. 40. Note the I-9 was successfully added. If your new employee presented a LPR card or an EAD card, you must scan the card and select the attach file button to attach into. 41. Congratulations, you have completed the simulation for Entering Employee Without Social Security Number. Page 28

31 Updating Section 3 Procedure Use this section for your employees who appear in the SSN Applied for column, once they receive their social security number. 1. Click refreshed for the Reverification Due queue. (Note the SSN Applied For queue. This topic also refers to updates for these employees within Section 3.) Click the Reverification Due link. Page 29

32 2. Click the on the employee s name Page 30

33 3. The Employee Detail screen displays. Click the Section 3 button. 4. Section 3's Updating and Verification screen displays. Note: New employees in the Quick Search's SSN Applied For queue must have their Social Security number, when received, enter here. Do this by checking the Edit SSN box and entering the number in the Social Security # field. You must scan and attach the card on the Employee Detail screen. Page 31

34 5. To reverify an employee, select the visa type and documents. Click the Visa Type list. 6. Choose from the list of options. 7. Select the document type from the List A and C Documents drop down. Click the Continue button. Page 32

35 8. The Section 3 - Employer Review and Verification screen displays. Fields display based on the type of document chosen. Enter the Issuing Authority into the Issuing Authority: field. The Issuing Authority is the country that the passport was issued. 9. Click in the Document #: field. 10. Enter the Document number into the Document #: field. Page 33

36 11. Click in the Expiration Date: field. Page 34

37 12. Enter the Expiration Date into the Expiration Date: field. Page 35

38 13. Click in the I-94 # field. Page 36

39 14. Enter the I-94 # number into the I-94 #: field. 15. Click in the Expiration Date: field. 16. Enter the new document Expiration Date into the Expiration Date: field. 17. Click the Continue button. Page 37

40 18. The final step is to add your electronic signature to the information. Click the vertical scrollbar. 19. Click the Employer Electronic Signature box option. 20. Click the Continue button. 21. Congratulations! You have completed the simulation on updating Section 3. Page 38

41 Uploading I-9 Completed By A Notary Procedure There may be certain Departments who have new employees that do not work in Charlottesville. These employee's must have a notary complete the paper I-9 with them. The paper I-9 must be faxed or mailed to the I-9 Specialist who must upload the I-9 into the system. There is a notary form on the HRCIS website that the notary has to sign, complete, and fax or mail to the Departmental I-9 Specialist along with the paper I-9 form. Scan the paper I-9, and the additional notary request form in the same file. 1. Click the Upload I-9 link. Page 39

42 2. Use the Upload an I-9 form with 4 citizenship options in Section 1, not the other option. Click the Upload an I-9 form with 4 citizenship options in Section 1 link. 3. Enter the employee's information that appears on the paper I-9 form. Page 40

43 4. Enter the date that appears on the paper I-9 form in the Hire Date field. 5. Click the Location list. 6. Choose your org from the list of options. 7. Click the vertical scrollbar. 8. Select the employee s citizenship status. 9. The I-9 Specialist will enter their information in the Preparer and/or Translator Certification field. 10. Click the Continue button. Page 41

44 11. The Section 2-Employer Review and Verification section displays. In this section, we record which documents were presented to you. Click the List A or List B and C option. 12. For List A document: Click the List A proves identity AND work authorization: list. For List B documents: Click the List B proves identity and List C proves work authorization: list Select the appropriate list item(s). Click the Continue button. Page 42

45 15. Click The number on the document is the same option. 16. Click the Continue button. Page 43

46 17. The Upload I-9 Image screen displays. You must upload the scanned image of the original I-9 form that has the additional notary request form. The forms were mailed or faxed to you. Click the Browse... button. Page 44

47 18. The Look in box displays. You must find your scanned, saved image of the I-9 document. Click the Look in: list. 19. Click the wss2d$ on ' ' (U:) list item. 20. Click the Column right button. 21. The saved document has been selected for you. Click the Open button. 22. The Uploaded I-9 File image will be assigned a document number, which will display at the top of the Employer Review screen. Verify the information entered is correct on the Employer Review screen. Page 45

48 23. Click the Employer Electronic Signature box. 24. Click the Continue button. 25. The I-9 was successfully added screen will display. 26. Note the Uploaded I-9 link at the bottom of the screen. 27. In the s area, you will have the option to Attach File if you need to attach another file, Edit Data or Delete All. 28. Congratulations! You have completed the simulation for Uploading I-9 Completed By A Notary. Page 46

49 Running the HR Outstanding Official Documents Report Procedure Training Guide 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. 1. Log into Integrated System Discoverer Plus using your User Name and Password. For this simulation, the User Name and Password has been entered for you. Click in the Responsibility field. 2. You must revise the Responsibility to be able to access this report. Enter the -Limited after the UVA ODS Specialist into the Responsibility field. Enter "-Limited". 3. Click the Go button. Page 47

50 4. 1 of the Workbook Wizard displays. Search for the report if it is not listed in your Recently Used window. Click the Browse... button. 5. Select the report from the list of workbooks displayed. To display all HR reports you can enter HR in the Name contains field. Click in the Name contains: field. 6. Enter HR into the Name contains: field. Enter "HR". 7. Workbooks beginning with HR display. Click the vertical scrollbar. 8. Click the HR_Outstanding Official Documents report. 9. Click the Open button. Page 48

51 10. Click the Yes button. 11. Click in the Select Organization(s) to report on field. 12. Enter the org number into the Select Organization(s) to report on field. 13. Click the OK button. 14. The report displays the list of your org's new employees who do not have the I-9 field completed on their HR record. The Creation Date column, is the date the new employee was entered in the Integrated System. The Start Date is the hire date entered in the Integrated System for the new employee. The Termination Date displays a date that is 5 days after the hire date. This is the date HR will terminate the employee for no I-9 if they are a wage employee, or place a Salaried employee on Leave Without Pay. Note the Full Name and Employee Number have been removed from this simulation for privacy reasons. Page 49

52 15. You will need to monitor the visa end dates for your employees. Click the Visa Expiration tab. Page 50

53 16. Click the Yes button. 17. Click in the Select Organization(s) to report on field. 18. Enter the org number into the Select Organization(s) to report on field. 19. Click the OK button. 20. The report displays your org's employees who have a visa date that is ending within the next 90 days. Note you will see the Visa Type currently recorded for your employee. Page 51

54 21. 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. 22. Click the Worksheet... menu. Page 52

55 23. Click the Conditions tab. 24. Click the Doc I9 Expiration_Date<=TRUNC(SYSDATE)+90 condition. 25. Click the Remove button. 26. Click the OK button. 27. The report refreshes and returns visa information on any employee who has a Visa Type or Visa Expiration Date. You must remind your employees of when their visa expiration date is approaching, so they can take the appropriate steps to start the renewal process. 28. Congratulations! You have completed the simulation for running the HR Outstanding Official Documents report. Page 53

56 Using Help Procedure This simulation will show you the help options that are available to you. 1. Click the Help tab. 2. The Help screen displays. The Demos section contains demos for each topic listed. The demos are not U.Va. specific. 3. In the Other Help Items section, the I-9 Instructions link(s) contains the official Homeland Security-written instructions for completing the I-9 (in English or Spanish). 4. The Identity and Employment Authorization Documents link displays the most recent versions and/or representative images of some of the List A, B and C documents. Use these to assist you in judging the validity of a document presented to you. 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. Page 54

57 Training Guide 5. The Documents and Regulations link displays the official 65 page handbook from Homeland Security for employers that provide instruction on I-9 completion. 6. The Frequently Asked Questions link displays general FAQs with an index (not specific to U.Va information). 7. The Application Features link clarifies the features (some features may not be available due to U.Va s subscription and/or user s responsibilities). 8. Government Resources links to the Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS), U.S. Immigration and Customs Enforcement (ICE), and U.S. Customs and Border Protection (CBP) web sites, with additional information regarding I-9s and immigration law and regulations. 9. Congratulations! You have completed the simulation for using Help. Page 55