I-9 COMPLIANCE TRAINING FOR HR CONTACTS … 1 I-9 COMPLIANCE TRAINING FOR HR CONTACTS AND HR CONTACT DELEGATES Human Resources, Records 1 Covered in This Presentation •Purpose of

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I-9 COMPLIANCE

TRAINING FOR HR

CONTACTS AND HR

CONTACT DELEGATES

Human Resources, Records

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Covered in This Presentation

• Purpose of Form I-9 and E-Verify

• Overview of the Form I-9 (Slide 6)

• Section 1

• Section 2

• Section 3

• List of Acceptable Documents

• Overview of I-9Compliance.com (Slide 19)

• E-Verify in I-9 Compliance (Slide 38)

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Purpose of the Form I-9

• Form I-9 is a federal compliance

requirement • The purpose of the form is to verify employee

• Identity

• Authorization to work in the United States

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What is E-Verify?

• A federal website to verify that an employee is eligible to

work in the United States

• E-Verify to be submitted before work begins

• Federal rule, no later than the third work day

• E-Verify steps will be done in I-9Compliance

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Penalties for Non-Compliance

• Failure to comply leaves the University

and hiring department subject to • Fines and criminal penalties

• Missed deadline or form completed incorrectly

• $110 to $1100 per form

• Incorrect documents

• $110 to $6500 per violation

• Discrimination, fraud, abuse

• $375 to $16,000 per violation

• Debarment from federal contracts

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Form I-9 Overview

• The University completes I-9s electronically in I-

9Compliance.com

• Electronic I-9 mirrors the paper form

• Please print a paper I-9

http://www.uscis.gov/sites/default/files/files/form/i-

9.pdf

• Become familiar with the instructions and the form

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http://www.uscis.gov/sites/default/files/files/form/i-9.pdf



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Section 1

• Federal law

• Employee completes Section 1 on the first work day

• Employees only! Don’t start the I-9 before hire

• University practice

• Complete the entire Electronic I-9 and submit E-Verify before the

employee starts work

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Section 2

• Federal law

• Employer completes Section 2 by third work day

• View original documents and complete form

• University practice

• Complete the entire Electronic I-9 and submit E-Verify before the

employee starts work

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Section 3

• Used to extend or update authorization to work in the

United States

• Federal requirements

• Record new authorization before previous authorization expires

• Separate the employee on or before last day of work authorization

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What Are Acceptable Documents?

• Refer to the List of Acceptable Documents

• Page 9 of the paper I-9


• I-9 Resources page on HR website

http://www.utexas.edu/hr/manager/hiring/i-9_checklist.html

• I-9 Central on USCIS website

http://www.uscis.gov/i-9-central

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• You must view original documents

• Don’t request specific documents

• Take action when an employee cannot provide acceptable

documents

• Person cannot be employed

• Contact HR Strategic Workforce Solutions

• Reinstate only when acceptable documents are produced

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• For Section 2, the employee must present

• One selection from List A

-- OR--

• One from List B and One from List C

• List B document must have a photo

• Foreign passport (List A) requires additional documents

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Foreign Passport Acceptable Documents

• A foreign passport must accompany an I-94

• If “Admit Until Date” says D/S, a third document is required

• Third document must list UT Austin as employer

• Usually I-20 or DS2019

• Record all three documents in Section 2

• Employment Authorization (Green) Card

• Does not require additional documents

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• Employee can print the I-94 at

• https://i94.cbp.dhs.gov/I94/request.html

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• I-94 showing D/S. A third document is needed to show

authorization to work at UT

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Common Document Mistakes

• SSN card with restrictions is not an acceptable List C

document

• NOT VALID FOR EMPLOYMENT

• VALID FOR WORK ONLY WITH INS AUTHORIZATION

• VALID FOR WORK ONLY WITH DHS AUTHORIZATION

• Do not accept hospital birth certification

• Only an original, certified Birth Certificate

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• Be prepared to scan and upload a copy if the employee

presents

• US Passport or Passport Card

• Employment Authorization Document (I-766)

• Permanent Resident Card (I-551)

• Do not upload copies of any other document

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• Collecting a paper I-9

• Do not use paper I-9 without specific instructions from HR Records

• Why? Federal compliance risk

• HR can’t fix errors once loaded in I-9Compliance

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I-9Compliance.com

• Note the tabs New Form I-9 and Queue

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Create a New I-9

• Option 1: Click the New Form I-9 tab

• Complete entire form with employee present

• Option 2: Use the Queue tab to Email Section 1 to the

employee

• Meet with employee to complete Section 2

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No Social Security Number

• US Citizens must have an SSN at hire

• Non-citizens with no SSN – don’t wait!

• I-9 must be completed at hire

• Use zeros or 9s in the SSN field

• Section 2, click “Save” instead of “E-Verify”

• Complete E-Verify as soon as the person receives an SSN

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New Form I-9 Tab

• Employee must be present

• Click the green tab labeled New Form I-9

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New Form I-9 Tab

• Follow instructions through the next screens

• Be careful!

• Is this a new hire? Always mark YES

• Do you have a paper I-9? Always mark NO

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New Form I-9: Section 1

• Allow employee to complete Pages 1-4

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Preparer/Translator Page

• HR Contact completes this page before starting Section 2

• Gather original, acceptable document(s) from the

employee and click Yes - Continue

• If the employee did not bring acceptable documents

• Click Save to Queue

• Complete Section 2 when the employee returns with the

documents

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Queue Tab: Email Section 1

• Click the Queue tab

• Click Launch Request button (upper left)

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Queue Tab: Email Section 1

• Enter the employee’s information

• Warn the employee to expect an email from Pre-employ, I-

9Compliance.com

• Return to Queue tab to

• See if the employee has completed Section 1

• Open the I-9 to complete Section 2

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Starting Section 2

• Before starting Section 2

• Meet with the employee in person

• View original, acceptable document(s)

• Employee fails to provide documents within 3 work days

• Person cannot continue to work

• Contact HR Strategic Workforce Solutions (SWS)

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Starting Section 2

• Hire Date is the first day the employee works for pay

• Be ready to scan and upload a copy if employee presents • US Passport or Passport Card



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Section 2: Record Documents

• Record each document by selecting from pull-down menu

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Section 2: List B Must Have a Photo

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Section 2: Reminder Upload a Copy

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Section 2 with 3 Documents

• How to enter three documents when the I-94 “admit until”

date is D/S

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Section 3: Update Work Authorization

• Search by name to find the existing I-9

• If no I-9 found, contact HR Records

• Open the I-9 and click Section 3 Update in right

navigation bar

• Enter new work authorization document

• If citizenship has changed, you must also Update

citizenship on the I-9 Summary

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Section 3

• When renewing/extending I-20, DS2019, I-

797 • Check that UT Austin is the approved employer

• Choose from the pull-down • “Unexpired employment auth. Doc. Issued by the DHS”

• Enter in the notes ‒ Document type (I-20 etc.)

‒ Document number (ex: N000…)

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Section 3 • Unexpired employment auth. Doc. Issued by the DHS”

from the pull-down menu

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Update Name, SSN, Citizenship

• Search by name to find existing I-9

• Open the I-9 Summary and click Update Record button

• Update employee name, SSN, citizenship as needed

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Starting E-Verify • New I-9 last step, Save or Submit E-Verify

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E-Verify Initial Results

• E-Verify initial results given within seconds

• Employment Authorized

• SSA Tentative Non-Confirmation

• DHS Verification in Process

• Photo Matching

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Employment Authorized


• Answer under “Employed” or “Not Employed”

• Upload any US Passport, Permanent Resident card, or

Employment Authorization Document

• You’re done!

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Initial Result

Employment Authorized

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Tentative Non Confirmation

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• Employee continues to work while the case is being resolved

• Employee responsibility • Resolve the discrepancy within 8 workdays

• Notify HR Contact when resolved

• HR Contact responsibility • Consult with SWS as needed

• Check the case in E-Verify regularly

• Close the case when resolved

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1. Print the TNC Notice and review with the employee

2.a. Employee decides to contest TNC • Print the Referral Letter and give it to the employee

2.b. Employee decides not to contest TNC


• Contact SWS immediately

3. Indicate decision in I-9Compliance

4. Check regularly for final result

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Reasons for TNC

• Social Security number (SSN) does not match

• Identification document could not be verified

• Citizenship or immigration status changed

• Name change was not reported

• Name entered on I-9 is different than recorded in

government databases

• Information was not entered correctly in E-Verify

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Verification in Process

• Check I-9Compliance the next day

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Photo Matching

• Intended to detect document fraud

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Photo Matching

• Compare the photo on document to the photo shown on

the screen from

• US Passport or Passport Card



• Document mismatch will cause

• Tentative non-confirmation

• DHS referral letter

• USCIS can request photo verification at any time

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Check Dashboard Daily

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Final Results


• Final Non Confirmation


• Contact SWS immediately

• Upload any US Passport/Passport Card, Permanent

Resident card (I-551), or Employment Authorization

Document (I-766)

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Close the Case

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Upload US Passport, I-766, I-551

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Special Situations

• Remote hires

• Employees waiting for SSN

• Federal Contracts

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Remote Hires

• If other employees in the location

• Temporarily designate an HR Contact

• Complete electronic I-9

• Another university or employer

• Collect paper I-9

• Fax completed form to Records 2-3524

• HR will submit E-Verify

• Original goes to Records J5600

• All steps complete by the third work day

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Waiting for SSN

• Non-citizen with no SSN

• Complete I-9 at hire using zeros

• When SSN received, go to Unprocessed Cases

• Submit E-Verify

• Enter new SSN

• Additional steps

• Return to I-9 Summary to Update SSN

• Update biographical record

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Federal Contracts

• Federal contracts require that all employees be checked

through E-Verify

• Current employee moving to federal contract

• New I-9 and E-Verify by the third work day on the contract

• Do not E-Verify again when contract changes

• Not sure if a contract requires E-Verify?

• Contact Office of Sponsored Projects

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Compliance Reminders

• Complete I-9 and begin E-Verify by the third work day

• Best practice! I-9 and E-Verify before the first work day

• Never before hire

• Do not request specific documents

• Upload a copy of US Passport, I-766, I-551

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Compliance Reminders

• US government uses E-Verify to track compliance

• Forms not completed by third work day

• Expiring work authorizations

• E-Verify requires a reason for late processing

• Hire Date is the first day the employee works for pay

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Do Not

• Use E-Verify selectively; E-Verify must be used for all new

hires

• Influence or coerce an employee’s decision whether to

contest a TNC

• Terminate or take adverse action against an employee

who is contesting a TNC

• Ask for additional documentation after obtaining a TNC for

an employee

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Need to be authorized for I-9s?

• Department adds the person to OHS Contacts System

https://utdirect.utexas.edu/ohs/contacts/list-

contacts/index.WBX

• HR Contact

• HR Contact Delegate

• Pre-employ/ I-9Compliance.com sends welcome email

within 3 to 4 days

• Contacts have immediate access to

• Background Check Administration

• Employee Information System

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Additional Resources

• I-9 Resources on Human Resources webpage • http://www.utexas.edu/hr/manager/hiring/i-9_checklist.html

• Q&A on I-9Compliance.com website

• USCIS website at www.uscis.gov

• I-9 Central

• I-9 Handbook for Employers

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http://www.uscis.gov/

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Need Help?

• Records & Onboarding

• [email protected]

• 512-471-5127

• Strategic Workforce Solutions (SWS)

• [email protected]

• 512-475-7200

• Find Your Rep

• http://www.utexas.edu/hr/hrpro/lookup/

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http://www.utexas.edu/hr/hrpro/lookup/

http://www.utexas.edu/hr/hrpro/lookup/