I-9 Process eBriefing

2 Human Resources eBriefing Navigation This eBriefing contains audio. Be sure to turn your speakers on and adjust the volume. To advance through the eBriefing at your own pace: Click the Forward button (on the left) at the bottom of the screen. To skip or repeat a slide: Click the navigation buttons (on the right). If you do not have the bar at the bottom of your screen: Click the format button in the pane to the screen’s right. To view the spoken text: Click the Notes tab at the top of the pane to the screen’s right. For Help, call

3 Human Resources Objectives Describe what the I-9 process is. Know the responsibilities of employees and data stewards. Understand how data stewards manage various I-9 scenarios through PeopleSoft.

4 Human Resources What is the I-9 Process? The employer must verify that each new employee is authorized to work in the U.S. At Corning, the Form I-9 is an online form that must be completed for the following employees: –All new hires –Current employees whose employment authorization will expire (non-immigrant visa holders)

5 Human Resources Who Ensures that Employees Complete the I-9? At Corning, the people who on-board employees are the ones who are tasked with completing I-9s. –In the Corning Valley: Generally done by either CCFL and Recruiting (salaried) or Central Employment (hourly). –Outside the Corning Valley: Done at the office/plant level by data stewards. Consult your supervising HRM to determine if this is your responsibility. –Entities that participate in E-Verify: Complete the I-9 electronically. Then print the I-9 and follow the normal E-Verify and filing protocol.

6 Human Resources Responsibilities Employees must: –Complete Employee Information and Verification screen (Section 1). –Provide original, unexpired documents to prove identity and employment authorization. Data Stewards must: –Verify employee documents. –Complete Employer Review and Verification screen (Section 2). –Re-verify temporary work authorizations that are due to expire by completing the Updating and Reverification screen (Section 3) or requesting that the employee complete a new I-9.

7 Human Resources Employee’s MyInfo Login User ID = Employee number Password = –First initial of last name (in caps) –First initial of first name (in caps) –Day of birth (two numerical characters) –Year of birth (two numerical characters) EXAMPLE: –Joe Smith was born on July 2, His password is SJ0284.

8 Human Resources Employee Completes Information and Verification

9 Human Resources Data Steward Accesses Employer Review and Verification

10 Human Resources Data Steward Reviews Employee Data

11 Human Resources Data Steward Verifies Employee Documentation

12 Human Resources List A Documents 1.U.S. Passport or U.S. Passport Card; 2.Permanent Resident Card (I-551) or Alien Registration Receipt Card (I-551); 3.Foreign passport with either a temporary I-551 stamp or an I- 551; 4.Employment Authorization Document (I-766); 5.Foreign Passport with one of the following: I-94A; I-94; I-94 and I-20; I-94A and I-20; I-94 and DS-2019; or I-94A and DS-2019; 6.Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with either I-94 or I-94A.

13 Human Resources List B Documents 1. U.S. Driver’s License 2. Government ID Card 3. School ID Card with Photo 4. Voter’s Registration Card 5. U.S. Military Card 6. Military Dependent’s ID Card 7. U.S. Coast Guard/Mariner Card 8. Native American Tribal Document 9. Canadian Driver’s License For people under 18 who do not have documents 1-9: 10. School Record or Report Card 11. Clinic, Doctor, or Hospital Record 12. Day-care or Nursery School Record

14 Human Resources List C Documents 1.Social Security Card 2.Certification of Birth Abroad (FS-545) 3.Certification of Report of Birth (DS-1350) 4.U.S. Birth Certificate 5.Native American Tribal Document 6.U.S. Citizen ID Card (I-197) 7.ID Card for Resident Citizen in the U.S. (Form I-179) 8.Employment Authorization Document

15 Human Resources Example for a U.S. National

16 Human Resources Example for a J-1 Visa Holder (Intern/Trainee)

17 Human Resources Example for an H-1B Visa Holder

18 Human Resources Porting an H-1B Visa 1.Corning files an application to port a new hire’s H-1B visa from his previous employer. 2.Corning receives a notice that the application was filed: New hire can start working at Corning with the notice. Data steward completes the Employer Review and Verification. In the second Document Number field, writes “AC-21” and the porting application date. NOTE: This is not a receipt under the receipt rule.

19 Human Resources Using a Receipt 1. If an employee presents a receipt for a mutilated, lost, or stolen document and has filed for a new document: –Select the Receipt check box. –Type the receipt’s number in the Receipt Doc Nbr box. NOTE: Receipts for expired documents are not acceptable. 2. The employee must present the new document in 90 days. The expiration date is 90 days from the current date.

20 Human Resources Entering New Document Information 3. Data steward enters the new document number and expiration date.

21 Human Resources Re-verifying an Employee To re-verify an employee’s I-9 for the first time, complete the Current Employment Eligibility fields, and click [Accept]. If an employee’s I-9 has been re-verified before, click [Select]. The employee will be notified to complete a new I-9.

22 Human Resources Printing I-9 Forms/Creating the Expiration Tracking Report

23 Human Resources Test Your Knowledge

24 Human Resources Only foreign nationals must complete the Form I-9 in PeopleSoft. Correct - Click anywhere to continue Incorrect - Click anywhere to continue You answered this correctly! Your answer: The correct answer is: You did not answer this question completely You must answer the question before continuing SubmitClear Try again A) True B) False

25 Human Resources A data steward can accept a receipt for an expired U.S. passport as a List A document. Correct - Click anywhere to continue Incorrect - Click anywhere to continue You answered this correctly! Your answer: The correct answer is: You did not answer this question completely You must answer the question before continuing SubmitClear Try again A) True B) False

26 Human Resources A J-1 visa holder must present which of the following documents? You answered this correctly! The correct answer is: You must answer the question before continuing Correct - Click anywhere to continue Incorrect - Click anywhere to continue Your answer: You did not answer this question completely SubmitClear Try again C) Foreign passport, I-94 card, and AC-21 A) Certification of Birth Abroad and DS-2019 B) Foreign passport, I-94 card, and DS-2019 D) Foreign passport, Certification of Birth Abroad, and I-94 card

27 Human Resources Using the notice that an H-1B visa was ported to Corning is NOT the same as accepting a receipt under the receipt rule. Correct - Click anywhere to continue Incorrect - Click anywhere to continue Your answer: You did not answer this question completely SubmitClear Try again A) True B) False

28 Human Resources Exit Instructions Thank you for visiting CLC To exit and record your completion in CLC, click on the X in the round circle at the top right of the eBriefing player window, NOT on the Windows X in the red square. If you use the X in the red square, your completion will not be recorded.