1. Slide 1 FastFacts Feature Presentation December 1, 2010 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500 © 2010 The Johns Hopkins University. All rights reserved.

2. Slide 2 Todays Topic Well be taking a look at… Changes to the TALX I-9eXpress e-Verification Process

3. Slide 3 Todays Presenter Judy Harvey Sr. Administrator for Leave and Records

4. Slide 4 Session Segments Presentation Judy will address changes in processing the Form I-9 and e- verification. During Judys presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Judy will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 How To View Full Screen

7. Slide 7 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8. Slide 8 Changes to the TALX I-9 eXpress and e-Verification Process

9. Slide 9 Agenda Update and educate on changes to the I-9 process, including: Resolve Case vs. Case Closed Employed Not Employed Authorized + Optional Error Message SSA and DHS Case Incomplete Status Photo Match Contest and Non-Contest TNC Puerto Rico Birth Certificate Remind users to refer often to User Guide http://hrnt.jhu.edu/elr/i9/documents/JHU_I9_Manual.pdf

10. Slide 10 Quick Review of I-9 Process Employee completes Section 1 of the Form I-9 in I-9eXpress. Designated I-9 user completes and submits Section 2 of the Form I- 9 in I-9eXpress. Designated I-9 user receives response from E-Verify system: Employment Authorized Tentative Non-Confirmation (TNC)

11. Slide 11 Changes to E-Verify Status Response- Employment Authorized

12. Slide 12 Employment Authorized

13. Slide 13 Case Closure Option

14. Slide 14 Employment Authorized Yes – The employee IS currently employed.

15. Slide 15 Employment Authorized No – The employee IS NOT currently employed.

16. Slide 16 Changes to E-Verify Status Response Authorized + Optional

17. Slide 17 Authorized + Optional When a response of Authorized + Optional is received, JHU will consider the employee authorized to work. To complete the E-verify process, select Close Case.

18. Slide 18 Changes to E-Verify Status Response Error Message

19. Slide 19 Error Message Current Status: An error has occurred (the 5th digit of SSN (999888112) is not valid for this state)

20. Slide 20 Changes to E-Verify Status Response SSA and DHS Case Incomplete Status

21. Slide 21 Case Incomplete E-Verify returns the status of case incomplete if there are minor discrepancies between the data submitted and the data on record for the employee at SSA or DHS.

22. Slide 22 Review/Edit Case The employer/employee is then given a second chance to review/edit the data to confirm accuracy, reducing the number of Tentative Non Confirmations.

23. Slide 23 SSA Case Incomplete

24. Slide 24 SSA Case Incomplete: Check Info

25. Slide 25 DHS Case Incomplete: Check Info

26. Slide 26 After the SSA or DHS Case Incomplete status is addressed, the case is updated by E-Verify to one of the following statuses: Employment Authorized Employed Not employed SSA or DHS Tentative Non-Confirmation TNC process Photo Match Status Update

27. Slide 27 Information will only be updated in the E-Verify system, not on the I-9 itself. The following corrections can be made by updating section 3 of the existing I-9. Employees name SSN Document number A new I-9 must be processed to correct: Birth date Alien number Updating the I-9

28. Slide 28 Updating Information on the Electronic Form I-9 Search for employee in I-9eXpress

29. Slide 29 Accessing Section 3

30. Slide 30 Updating Section 3 Correcting Employee Name

31. Slide 31 Updating Section 3 Correcting SSN 1.

32. Slide 32 Updating Section 3 Correcting Document Number

33. Slide 33 Updating Section 3 Correcting Document Number

34. Slide 34 Changes to E-Verify Status Response Photo Match

35. Slide 35 The photo match status will only be returned for Non-U.S. Citizens who present I-766 (Employment Authorization document) or I551 (Permanent Resident Card) for authorization to work in the United States. Currently, only I-9 users who have been granted permission to complete Form I-9 for Non-U.S. Citizens should see this response. Photo Match

36. Slide 36 1. Initial response. Photo Match

37. Slide 37 OR 2. A search for an employee produces a response of Verify Photo. Photo Match

38. Slide 38 E-Verify Photo Matching

39. Slide 39 E-Verify Photo Matching Provide a Yes response: When the photograph on the employees document matches the photo presented by E-Verify. When E-Verify is not able to provide a photograph.

40. Slide 40 Attaching a Document Copy to an Electronic Form I-9

41. Slide 41 Access Employee Record

42. Slide 42 Uploading Document to I-9

43. Slide 43 E-Verify Photo Matching Provide a No response: When the photograph on the employees document DOES NOT match the photo presented by E-Verify.

44. Slide 44 TNC Process

45. Slide 45 TNC Process

46. Slide 46 When the employee presented a document included in the Photo Matching tool feature. Currently these are the I-766 and I-551. The U.S. Passport and U.S. Passport Card will be added in 2011. The employer indicated that the photograph on the employees document and the photograph returned by E-Verify do NOT match. The employee chooses to contest the DHS TNC. TNC Process Upload Document to E-Verify:

47. Slide 47 TNC Process Uploading Document to E-Verify

48. Slide 48 TNC Process Uploading Document to E-Verify

49. Slide 49 TNC Process Print TNC Referral Letters

50. Slide 50 TNC Process Complete TNC Process

51. Slide 51 Puerto Rico Birth Certificates

52. Slide 52 New Employees Beginning October 31, 2010, only certified copies of Puerto Rico birth certificates issued on or after July 1, 2010, are acceptable for Form I-9 purposes. Beginning October 31, 2010, if an employee presents for List C a birth certificate issued by the Vital Statistics Office of the Commonwealth of Puerto Rico, the I-9 user must look at the date that the certified copy of the birth certificate was issued to ensure that it is still valid. Existing Employees Employers must not re-verify the employment eligibility of existing employees who presented a certified copy of a Puerto Rico birth certificate for Form I-9 purposes and whose employment eligibility was verified on Form I-9 to October 31, 2010. New and Existing Employees

53. Slide 53 Conclusion Beginning on Friday, December 3, 2010, before an E-Verification can be closed, an I-9 user will need to indicate if an employee is currently employed. For E-verification purposes, an employee is considered to be employed if he or she has been offered and has accepted employment, and there has not been any action by the university or the employee to withdraw the offer of employment. JHU will always consider a response of Authorized + Optional as authorization to work and that the case should be closed. An error response will require that the case be closed as invalid, and that a new I-9 must be completed. A new response of SSA or DHS Case Incomplete status will allow an I-9 user to make certain corrections to the E-Verify record and to resubmit it for approval. Corrections to an employees name, SSN, or document number will require an update to Section 3 of the existing I-9. A correction to an employees birth date or alien number will REQUIRE that a new I-9 be processed.

54. Slide 54 Conclusion A new response of a status of Photo Match will be returned for Non- U.S. Citizens who present a I-766 or I-551 as proof of authorization to work in the United States. I-9 users approved to process Non- U.S. Citizen I-9s will need to match document photos with a photo returned by DHS. Copies of these two documents will need to be uploaded to TALX and attached to the Form I-9. Screens have been changed for the Tentative Non Confirmation process to make them more user friendly. Beginning October 31, 2010, only certified copies of Puerto Rico birth certificates issued on or after July 1, 2010 are acceptable for I- 9 purposes.

55. Slide 55 Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

56. Slide 56 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

57. Slide 57 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!