I-9 Application User Manual Page 5 2 I-9 Application Components 2.1 Login Screen Users with a valid user ID and password will log into the I-9application ... Upon initial login, the

I9_App_User_Manual_V1.4.docx Page 1

I-9 Application

User Manual


Table of Contents 1 Introduction...............................................................................................................................4

2 I-9 Application Components .........................................................................................................5

2.1 Login Screen........................................................................................................................5

2.2 Home Page .........................................................................................................................5

2.3 Home .................................................................................................................................6

2.4 Process I-9 ..........................................................................................................................6

2.4.1.1 New Hire ..................................................................................................................7

2.4.1.2 Incomplete I-9 ...........................................................................................................8

2.4.1.3 E-Verify Open Items ...................................................................................................9

2.4.1.4 Expiring/Expired Receipts.......................................................................................... 10

2.4.1.5 Re-Verify ................................................................................................................ 10

2.4.1.6 Recently Completed ................................................................................................. 10

2.4.2 New Online I-9............................................................................................................ 11

2.5 E-Verify Admin .................................................................................................................. 14

2.6 MaxOutreach .................................................................................................................... 15

2.7 Tools ................................................................................................................................ 15

2.7.1 View I-9 ..................................................................................................................... 15

2.7.2 I-9 Instructions ........................................................................................................... 16

2.7.3 Acceptable documents ................................................................................................ 17

2.7.4 Right to Work Poster ................................................................................................... 17

2.8 Reports ............................................................................................................................ 18

2.8.1 I-9 summaries............................................................................................................. 18

2.8.1.1 Outstanding I-9 ....................................................................................................... 19

2.8.1.2 I-9 Location Summary............................................................................................... 19

2.8.2 E-Verify Reports.......................................................................................................... 19

2.8.2.1 Unprocessed Employee ............................................................................................ 19

2.8.2.2 Authorized Employee ............................................................................................... 19

2.9 User ................................................................................................................................. 19

2.9.1 User Maintenance....................................................................................................... 20

2.9.1.1 Create User............................................................................................................. 20

2.9.1.2 Reset Password ....................................................................................................... 21


2.9.1.3 System Email........................................................................................................... 22

2.9.1.4 Manage Roles ......................................................................................................... 22

2.9.1.5 Locations ................................................................................................................ 22

2.9.1.6 User Info ................................................................................................................ 22

2.9.2 User Security .............................................................................................................. 23

2.9.3 Privacy Policy ............................................................................................................. 24

2.10 Contact Us ........................................................................................................................ 24


Revision History

Name Date Reason For Changes Version

DS 1/16/11 Initial Document V0.0

TPC 6/15/11 Updated wording and changed all the menu screen shots because the E-Verify Admin has been added.

V1.0

1 Introduction The I-9 Paperless System allows a manager to review and to process employee I-9 forms.

This system provides a set of standard reports for a facility to complete forms in a timely manner, and to check the status of outstanding work.

Maximus offers a web-based information system to facilitate the WOTC incentive program. The system provides a questionnaire to employees that determine WOTC eligibility, and this system provides the documentation required to apply for tax credits. Maximus files the paperwork on the employer’s behalf and if the candidates are granted eligibility, the tax credits are reported to the employer after the employee has earned 120 hours. If the employee is denied WOTC eligibility, Maximus will pursue denied employees if the existing documentation can be used in the appeal process. The I-9 application is designed for a client to submit an electronic I-9 through our portal. This system processes I-9 forms for employees and saves employee details in a database for auditing purposes. This application allows a manager to submit and review I-9 and E-Verify forms, and the result of these forms.

This application is designed to minimize the data entry errors by providing field validation error messages and to complete the I-9 form in its entirety. The system is designed to display I-9 application verification results instantly.

The E-Verify process is designed for users to electronically transmit the I-9 data via E-Verify Web Services and to obtain the verification results from USCIS (Department of Homeland Security (DHS) and Social Security Authorization (SSA). The results are then displayed on the user’s portal.


2 I-9 Application Components

2.1 Login Screen Users with a valid user ID and password will log into the I-9 application from the portal.

Upon initial login, the user will be asked to change their temporary password to a permanent password. The user will be asked to select a security question and to provide a security answer. After the security question has been setup, the home page will be displayed.

2.2 Home Page After successful login, the Home Page is displayed.


The Home Page contains a menu bar with the follow items: • Home • Process I-9s • New Online I-9 • E-Verify Admin • MaxOutreach • Tools

o View I-9’s o I-9 Instructions (English and Spanish) o Acceptable documents (English and Spanish) o Right to Work Posters (English and Spanish)

• Reports o I-9 Summaries

Outstanding I-9’s Location Summary

o E-Verify Reports Unprocessed Employee Authorized Employees

• User o User Maintenance o User Security o Privacy Policy

2.3 Home The “Home” link on the menu bar will display the Home Page. The “Home” link can be clicked from any page and the page will be routed back to the home page.

2.4 Process I-9 The “Process I-9” section is for the manager to complete section II and to view the system verified results on previously submitted forms. Managers can gain access to the I-9 record by entering the employee name or by entering their location. To search by name, please supply the following information:

• Last name • First name


After the search has been conducted, any search results are displayed in the following sections:

• New hires –This section allows the manager to view I-9’s requiring the employee and/ or manager’s signature. It also allows the manager to complete section II, if necessary, by selecting manager signature. For new hires, if their I-9 is not completed within 3 days, the system will highlight the employee name in red indicating that immediate action needs to be taken.

• Incomplete – The I-9’s verified by the system and deemed to be incomplete are placed in this section for the employee/manager to take action to resubmit the corrected I-9.

• E-Verify Open items – This option is available only for clients and locations that have enrolled into the E-Verify program. This section contains the E-Verification results received from the USCIS (DHS and SSA) web services.

• Expiring/Expired Receipts – This section contains the employees who have submitted receipts for lost or stolen documents instead of original documents during the I-9 submission process.

• Re-Verify – Employees with expired or expiring work authorization documents are listed in this section. The user can resubmit the I-9 with updated work authorized details. The manager is required to complete section III and to resubmit the I-9, or the employee completes section 1 and the manager section 2 to resubmit the I-9.

• Recently Completed – I-9’s submitted in the last 5 days are placed in this section for viewing. If the I-9 is marked as incomplete, re-verify, or receipt it is removed from this view and placed in the appropriate section as listed above. This section contains the processed, as well as I-9’s in progress, for the client/manager to view.

2.4.1.1 New Hire The “New Hire” section contains employees who have submitted their I-9’s with section I details for processing. It also contains data of employees who have not completed section I of the I-9. This section displays the following employee information for the manager to view:

• Location • SSN (only last 4 digits) • Name • Hire Date • Cert Date • Create Date • Message • Actions - buttons for “Employee or Manager Signature” or “Remove I-9”


The manager can click on the “Manager Signature” button to complete Section I and to complete section II.

The manager will verify the documents provided by the employee, and enter the details related to the provided document by selecting from the drop down list associated with column A, or from the drop down lists associated with Column B and Column C. The documents available in the drop down boxes are restricted based on the selection of the attestation status, E-Verify participation, and the age of the employee. Online help is available for the manager to view the acceptable documents for section II from the tools menu. The Certification “employment date” which is the hire date of the employee is required; this date should match the hire date from the payroll file. The last step for the manager is to submit the I-9 for verification by clicking the “Manager Signature” button to electronically sign the form. The screen is as shown below:

2.4.1.2 Incomplete I-9 Completed I-9’s are queued for verification, and in most cases, forms will be verified instantly. I-9’s with errors will be flagged and marked with a status of “Incomplete”. I-9’s with no errors will be stored in the database with a status of “Complete”. The Incomplete I-9 view contains the following details of the employee:

• Employees Location


• SSN (only last 4 digits) • Name • Hire date • Create Date • Actions – the “Review I-9 Issue”, “Redo I-9”, and “Remove I-9” buttons are

displayed. o The “Review I-9” button will display the selected I-9 with a list of error

messages in the middle of the screen. The employee or the manager can take the appropriate action on the errors and resubmit the I-9 for processing.

2.4.1.3 E-Verify Open Items The “E-Verify Open Items” section will be available only to clients that have enrolled into the “E-Verify” program. The “E-Verify Open Items” section contains employees with open E-Verify cases. The manager can view I-9’s and the E-Verify results of the employee in order to take appropriate action with the consent of the employee. The “E-Verify Open Item” section contains the following information of the employee:

• Employee Location • SSN (only last 4 digits) • Name • Hire Date • Cert Date

• E-Verify Status • E-Verify Status Date and • Actions with buttons “View

I-9” and “Action Required” or “No Action Required”

The “View I-9” button will allow managers to view the I-9 of the employee. If no action is required, the manager can view the E-Verify results by clicking the “No Action Required” button will appear. If the E-Verify case requires an action from the manger or the employee, the “Action Required” button will appear. This will allow the manger to view the submitted E-Verify information. If the information provided is incorrect, the manager can resubmit to


USCIS by creating a new I-9 through the provided link in the view. The manager/employee can click the “Create new I-9” button from the “Action Required” screen and create a new I-9. Once the new I-9 is created, the existing E-Verify record will be automatically closed and a new case opened. The “E-Verify Open Item” screen is as shown below:

2.4.1.4 Expiring/Expired Receipts The “Expiring/Expired Receipts” section contains the details of the employees who have submitted receipts for lost or stolen documents during the I-9 process. The manager can update the applicant’s record, once the original document is submitted by the employee. Once submitted, the record will be removed from this section and verified. If the applicant cannot produce an original document within 90 days from hire, the employee’s I-9 status will be changed to “incomplete” and the manager will be notified for appropriate action.

2.4.1.5 Re-Verify The “Re-Verify” section contains employees who have a work authorization documents expiring within the next 90 days. In most cases, the manager should update section III using the document provided by the employee that extends or proves the right to continue working. If section 3 was completed on a previous I-9, a new I-9 will be required.

2.4.1.6 Recently Completed The “Recently Completed” section contains the details of the employees who have submitted I-9 and have been verified or in-process of verification within the last 5 days. The section contains the I-9 and E-Verify statuses (if applicable). The following employee details are shown in the section:

• Location • SSN (only last 4 digits)


• Name (Last and First name) • Hire Date • I-9 Completed • I-9 Status • E-Verify Status • Message and • “View I-9” button

2.4.2 New Online I-9 The “New Online I-9 link” on the menu bar allows users to complete section I of the I-9 form. The applicant or the manager can click the “New Online I-9 link” to access section I. This screen also displays the instructions steps for the user/employee to complete section I. Before allowing access to section I, the system generates the following questions:

• Since you are creating a new I-9, we need to know the location where you will be working.

o The user/employee can select the location from the drop down box and click “Next”.

• From I-9 Language Selection o The options for the user/employee are “English” or “Spanish”.

• Are you using a translator or preparer to complete section I? o The available options are “Yes” or “No”


• “Privacy Act Notice” and “Anti-Discrimination Notice” are displayed. o Click Refuse to stop the process. o Click Next to continue onto section 1.

The replies to the above questions generate section I for the employee to provide the personal details in the I-9 form. The employee will be asked to fill in the following fields to complete the section I:

• Last name • First name • Middle initial • Maiden name (if any) • Address with street number and street name • Apt # (if any) • Country (Options are US, Canada and Mexico) • Zip-codes will auto-fill for areas in the US. For Canada and Mexico, the city, state and

Zip code must be entered by the user. • Date of birth • Social security number • Attestation status which has four options to choose


o Citizen of the United States o Non-Citizen National of the United States o Lawful Permanent Resident and o An Alien authorized to work in the United States

• Refugee - A check box will appear if the employee selects “Alien Authorized to Work” to give them an opportunity to indicate if were granted Refugee or Asylum status. If the user checks the box, then employee does not have to enter the expiration date of the work authorization. Aliens authorized to work that are not granted Refugee or Asylum status are required to enter the expiration date of their work authorization.

The final step for the employee is to create an electronic signature by clicking the “Click Here to Create Your Electronic Signature” button. If the employee completed section I, the employee’s electronic signature will be mandatory. If a translator/preparers help assisted in completing the I-9, the electronic signature of the employee will become optional and the translator/preparer’s signature will become mandatory. A pop up will appear after clicking the “Electronic Signature” button as shown below. The employee/translator/Preparer will be asked to create a password and re-enter the password to confirm the signature. At this point, an electronic signature is created and the form is signed.


An I-9 receipt will be generated, if the client has opted for the I-9 receipt service. The employee can print the receipt to his local printer or close the session. Clients opting not to use the receipt service session will end, after the electronic signature is created on the section I of the I-9 form.

2.5 E-Verify Admin The “E-Verify Admin” menu will display all of the E-Verify Open Items across an entire company. This option will be available only to clients that have enrolled into the “E-Verify” program, and only those with Administrator rights will be able to see this menu option. This page will work just like the “E-Verify Open Items” section within the Process I-9’s menu. An admin can view I-9’s and the E-Verify results of each employee within the entire company that they have the privilege/rights to see, in order to take appropriate action with the consent of the employee. The “E-Verify Admin” section contains the following information of the employee:

• Employee Location • SSN (only last 4 digits) • Name • Hire Date • Cert Date

• E-Verify Status • E-Verify Status Date and • Actions with buttons “View

I-9” and “Action Required” or “No Action Required”

The “View I-9” button will allow administrators to view the I-9 of an employee. If no action is required, the administrator can view the E-Verify results by clicking the “No Action Required” button that appears. If the E-Verify case requires an action from the administrator or the employee, the “Action Required” button will appear. This will


allow the administrator to view the submitted E-Verify information. If the information provided is incorrect, the administrator can resubmit to USCIS by creating a new I-9 through the provided link in the view. The administrator/employee can click the “Create new I-9” button from the “Action Required” screen and create a new I-9. Once the new I-9 is created, the existing E-Verify record will be automatically closed and a new case opened. The “E-Verify Admin” screen is as shown below:

2.6 MaxOutreach This link redirects the user to the MaxOutreach application. This is an add-on feature. MaxOutreach is a system that posts jobs to Community Based Organizations. These organizations expose these jobs to qualified candidates for the Work Opportunity Tax Credit.

2.7 Tools The tools menu item allows the client/manager to view the I-9’s, that have been submitted, I-9 instructions and the acceptable documents for the section II, and Right to Work Posters.

2.7.1 View I-9 The “View I-9” sub-menu option allows the administrator/manager to view I-9 submitted (based on user security rights). The administrator/manager can search for employee(s) by providing the following criteria:

• Last name • First name and or • Location


If any results are returned, the page will display the following information:

• Location • SSN • Name (Last and First name) • Hire date and • Actions with a “View PDF” button.

The “View PDF” button allows the manager to view I-9 of the employee in a PDF file. If the numbers of employees are more than the default page limit, a subsequent page gets added to the list. The administrator/manager can select to view the page by clicking the page number.

2.7.2 I-9 Instructions The “I-9 Instructions” sub-menu option allows the manager to view the lists of instructions given by the “Department of Homeland Security”. The instructions include the purpose of I-9 and the instructions to fill in the I-9 form. The instructions are displayed in English and Spanish language, which can be selected through the “I-9 Instructions” sub-menu options. The page will open in a new window and is shown below:


2.7.3 Acceptable documents The “Acceptable documents” sub-menu option allows the manager to provide the employee with the list of documents approved by Department of Homeland Security for Column A, Column B and Column C. The document list can viewed in English or Spanish.

The page will open in a new window and is shown below:

2.7.4 Right to Work Poster The manager can use this poster to display where potential hires can see them as required by E-Verify. This poster is available in English or Spanish.


2.8 Reports The “Reports” section on the menu allows the administrator/manager to generate reports of the employees whose I-9 has been processed. The administrator/manager can select the date range to limit the view of records to be generated in the report. The manager can provide the configurations (Major, Minor etc) to view a specific region of business. The following reports are available:

• I-9 Summaries o Outstanding I-9’s o Location summary

• E-Verify Reports o Unprocessed o Authorized

2.8.1 I-9 summaries The “I-9 summaries” sub-menu option allows the administrator/manager to generate a report on the statistics of the I-9 submitted by the employees. The section is sub-divided into reports listed below:


2.8.1.1 Outstanding I-9 The outstanding I-9 report generates a list of employees (by selected business, region, district or location), by I-9 status of I-9 submitted. The report can be generated by choosing the client configuration options major, middle, minor, main and locations. The report can be exported into excel or PDF.

2.8.1.2 I-9 Location Summary The I-9 location summary report generates the employees for the location selected in the search operation.

2.8.2 E-Verify Reports The E-Verify report generates a list of applicant’s whose I-9 data have been submitted to USCIS for E-Verification. The E-Verify reports are grouped into the following sub-sections

2.8.2.1 Unprocessed Employee The “Unprocessed Employee” report generated in the E-Verify report section list the employees/employees whose E-Verify submission has been rejected based on the I-9 data submitted to E-Verify Web services.

2.8.2.2 Authorized Employee The “Authorized Employee” report generates the employees who have been verified as authorized to work by E-Verify.

2.9 User The “User” menu option on the toolbar allows administrators the ability to create users to access the I-9 application. The administrator will be able to create users, modify and delete the user. The administrator can also grant and revoke the access level to each user. The “User” menu contains the following options:

• User Maintenance • User Security • Privacy Policy


2.9.1 User Maintenance The User Maintenance screen allows administrators to create users and their access level. In this menu, the user can search for a user by last name and/or first name. The administrator can sort the results by department, user or by locked users. The screen is as shown below:

2.9.1.1 Create User To create a new user, the administrator can click the “Create User” button on the left hand side of the screen. The following screen is displayed:

The administrator can enter the details in the create user fields and click the next button to assign one or more roles to the user.

The administrator can click the “Next” button to move to next screen or for an existing user the administrator can click the “Update” button to update the user access to the I-9 application.

After the data is saved, the page will redirect to the User Maintenance page.


The next button from the above screen displays the “User Level” screen where the administrator can update the user level access. It has options for setting up the user with the following options:

• Administrator • Unit manager

The finish button ends the user creation and new user gets created. The update button updates the existing user with a new role. A message is shown at the end of the user creation allowing the administrator to create another user or edit the existing users. The screen is as shown below:

2.9.1.2 Reset Password The administrator can reset the password of the user after verifying the security question and the answer. The administrator can click the “Reset Password” on the User Maintenance screen. The password of the user is reset and the system will send an email to the user with the temporary password to login into the system. The following confirmation message will be displayed to the administrator as an acknowledgement the password was reset successfully:


2.9.1.3 System Email An email will be generated by the system and sent to the user’s email address with the temporary password with “No-Reply” as the sender and the subject as “Tax Credits –Online Reset Password”. The email is as shown below:

2.9.1.4 Manage Roles The administrator can modify the existing roles of users by selecting the user from the search result on the User Maintenance screen and by clicking the “Manage Roles” button on the left hand side of the screen. The screen will be shown as below to modify the roles of the user. The administrator can click the “Update” button to update the record. The “Finish” button will redirect the page to the “User Maintenance” screen.

2.9.1.5 Locations The Locations tab allows the administrator setup the user level access. It has options for setting up the user with the following options:

• Administrator • Unit manager

2.9.1.6 User Info The “User Info” button on the left hand side of the “User Maintenance” screen allows the administrator to update the user information stored in the database. The


administrator can select the user from the search results and click the “User Info” button to display the user information. The administrator can make necessary changes and click the “Update” button to update the record or “Cancel” button to exit the page without saving changes.

2.9.2 User Security The users created by the administrator will be assigned a temporary password to access the site. After initial login, the user will be asked to create a new and permanent password.

After the user has changed their password, the user will be asked to select a security question and to enter an answer. The user will be asked to confirm the new password and to click the “Update Answer” button to save the information in the database.

In the future, if the user account is locked out or would like to reach the customer service, the administrator/customer service representative can verify the security question along with the answer to assist further.


2.9.3 Privacy Policy Maximus’ privacy policy and is available for viewing under this menu option.

2.10 Contact Us The contact us link can be used by the administrator/manager to reach the MAXIMUS support team with their issues and concerns about the application. The “Contact Us” screen is as shown below for the administrator/manager to fill in the details to send an email message to the support team. The following are the fields that are required by the manager to fill in for appropriate support action from the support team.

• From – your email address • Location – where you are located • Subject – select a subject from the drop-down list • Message – enter the problem (max 500 characters).


The user can expect a reply from the support team within 24 hours of the message sent to the support team.

Documents

I-9 Application User Manual Page 5 2 I-9 Application Components 2.1 Login Screen Users with a valid user ID and password will log into the I-9application ... Upon initial login, the