Efficient, Secure Paperless Form I-9 Management

Transcription

1 I-9 Manager Efficient, Secure Paperless Form I-9 Management Copyright 2014 OPENonline L.L.C. All rights reserved. Sales OPENonline.com

2 Table Of Contents Getting Started/Logging In for the First Time... Pg. 3 Completing Form I-9... Pg. 3 Steps... Pg. 3-5 Understanding Form I-9 Government Responses... Pg. 5 Overview... Pg. 5 Terms... Pg. 5-7 Forms Search... Pg. 7 Overview... Pg. 7 Steps... Pg. 7 Copyright 2014 OPENonline, LLC All rights reserved. Customer Support OPENonline.com Page 2

3 Getting Started/Logging In for the First Time 1. From click the LOGIN button at the top left-hand corner of the page. You will be directed to and required to log into OPENonline using your OPENonline User ID and Password. Once logged into the Product Menu, click on the I-9 Manager product link on the right side of the menu under BACKGROUND SCREENING TOOLS. 2. You will be directed to the I-9 Manager Login page. Use the following to login: USERNAME PASSWORD: A randomly generated password has been forwarded to the address on file. The password can be typed into this field or copied and pasted from the To complete the I-9 Manager Login process, click the LOGIN button, or press ENTER on the keyboard. FORGOTTEN PASSWORD: Click the FORGOT PASSWORD? Link on the I-9 Manager Login page; enter your USERNAME: field, then click SEND PASSWORD, or press ENTER on the keyboard to have a new password sent to your inbox. 4. On the first login attempt, new users will be prompted to create a new password. Click the SUBMIT button to confirm and complete the login process. Please memorize or record the new password in a secure location. 5. First-time users will be required to read and accept the Terms of Use. Proceed to the FORMS homepage. Completing Form I-9 STEPS: 1. Once you have logged in to the I-9 Manager system you will arrive at the secure Forms home page. 2. The very first section on this page will show a New Form I-9 link. (Sometimes you may see a System Alert message above this link, but for the most part New Form I-9 will be the first link on the page.) 3. Click the New Form I-9 link to begin a new form. 4. Indicate whether the employee is a new hire or existing employee. 5. Enter employee s Social Security Number. 6. Indicate how to complete the I-9 Form. Choose to store a paper I-9 Form that has already been completed or start from scratch and enter a new I-9 Form electronically. 7. Indicate whether to Section 1 of the I-9 Form to the employee or fill it out right now. 8. Press the Next button, or press the Enter key on your keyboard to continue. If there were no issues with the Social Security Number entered, you will advance to a page displaying the Form I-9 Section 1. If the I-9 Manager system detects duplicate Social Security Numbers (for instance if a SSN is stolen through identity theft, multiple employees may have the same one) you will come to the Duplicate SSN s page. You may continue to process the SSN at this point, but we suggest you double check it was entered correctly before proceeding. 9. You should now be at the page Section 1: Employee Information and Verification. 10. Enter the employee s information in the fields provided. If any information is incorrectly entered the I-9 Manager system will alert you to the issues when you press Continue. 11. Under the Employee attests under penalty of perjury they are: headline on the same Section 1 page, read the three options to the employee, click the appropriate radio button, then press the Continue button or press the Enter key on your keyboard to continue. Copyright 2014 OPENonline, LLC All rights reserved. Customer Support OPENonline.com Page 3

4 Completing Form I-9 (continued) 12. If any information was entered incorrectly, red text will appear next to that field. Check that each required filed is filled in and formatted correctly, then press the Continue button or press the Enter key on your keyboard to continue. 13. You will now be at the page Section 1. Employee Electronic Signature 14. Confirm that the information is correct by allowing the employee to review the onscreen summary. 15. Read aloud the e-signature statement, and then press the Yes Continue button to electronically sign the document. Note: if you press the No - Cancel button, this will cancel the current form and will exit back to the I-9 Manager system Forms Page. You should only click this button if the employee does not wish to sign the document, or wants to terminate their position. 16. You will now be at the page Section 1A: Preparer and/or Translator Certification 17. Based on your account profile from the Administrator section, this section will be filled in with your current information. If, however, a translator had to complete the previous section, you will need to delete your information and enter their information in place of yours. 18. Read the provided Preparer and/or Translator statement, and then press the Yes Continue button to electronically sign the document. Note: if you press the No - Cancel button, this will cancel the current form and will exit back to the I-9 Manager system Forms Page. You should only click this button if the Preparer and / or Translator does not wish to sign the document. 19. You will now be at the page Section 2: Employer Review and Verification. 20. Ask the employee for any documents from either list A or list B. Use the drop down menu to see which documents can be used. Note: It is considered discrimination to tell the employee which documents to provide. As long as they provide documents from either list A, or both list B and list C they are eligible to continue this section. 21. If the employee provided a document from list A, such as a U.S. Passport, they will not need to provide any other documentation form lists B or C, as this document proves both physical identity through a photo, as well as written proof of citizenship status. 22. If the employee provides a document from List B, select that document from the drop down list, and an additional List C section will appear. You will then need to choose a document from List C in order to complete this section. 23. Once all documents are provided by the employee, complete the available fields such as Issuing Authority:, Document Number:, and Expiration Date: for each document. 24. Most of the lower half of this form will be completed, again with information completed in your Administrator account. Be sure to complete the Hire Date: field though, as this shows that the form was completed for future reference. 25. We provide a Notes section for your internal company use only. This field is not part of the official government Form I-9, but allows you and your employees to type any additional notes needed for future reference. 26. Read the CERTIFICATION message at the bottom of this page, and then press the Yes Continue button to electronically sign the document. Note: if you press the No - Cancel button, this will cancel the current form and will exit back to the I-9 Manager system Forms Page. You should only click this button if to the best of your knowledge the documents provided are NOT legitimate government provided original document. 27. If any information was entered incorrectly, red text will appear next to that field. Check that each required field is filled in and formatted correctly, then press the Yes Continue button again. 28. You will now send the information to the government. An animation and the message Please wait, Contacting Copyright 2014 OPENonline, LLC All rights reserved. Customer Support OPENonline.com Page 4

5 Completing Form I-9 (continued) Government Database will show on screen. 29. You will now be at the page i9 Form Results. Note: sometimes the government system is overloaded, or is down for system maintenance and you will not be able to process the form at this time. We will store your form data for future processing so you won t have to enter it in again. 30. At the top of your screen you will notice a Case Number:, which is a number assigned to this form by the government s Basic Pilot system for their reference. 31. The message you need to pay attention to is the Government Reply: response. There are multiple responses you may receive from the government system, and we will display the response as well as a description. For example: SSA tentative non confirmation The Social Security Administration (SSA) has returned a tentative non confirmation status. This means the SSA could not confirm the social security number, date of birth or supplied name. At this point you need to print out a Tentative Non Confirmation letter by click the link below. Once this letter has been printed and reviewed with the employee they have a chance to contest the finding and be referred to the SSA to clarify and resolve the case. Follow the steps displayed to complete the process. This message explains the situation or issue, and at the bottom of the page you will see your Available Actions header, where we walk you through step by step what to do to resolve the issue. 32. Notice that on the far right you have the option to print all forms (such as a tentative non confirmation letter) in both English and Spanish for the convenience of your employee. Follow the provided steps on this page, outlined with the Step 1: and Step 2: text. As each situation is different, we cover the specifics of government form responses in the Understanding Form I-9 government responses section of this manual. 33. When you re done with the steps, or if you got an employment verified response you re done with the Form I-9 completion process and will be taken back to the Forms home page. Understanding Form I-9 Government Responses OVERVIEW: This section explains the various government responses received when verifying employment status through E-verify. Government Response: The Basic Pilot/EEV database is temporarily unavailable Explanation of response: The Basic Pilot/EEV database is temporarily unavailable; your form has been saved and is available for later processing. Additional Verification This case has referred to the DHS for additional verification. Additional verification can take up to 10 days. Once the DHS has completed the additional verification, this case will appear on the Forms page under Unresolved Cases. Employment Authorized This employee is authorized to work in the United States. You may close this case by clicking the Close Case button or request additional verification by an Immigration Status Verifier (ISV) by clicking the Additional Verification button. Copyright 2014 OPENonline, LLC All rights reserved. Customer Support OPENonline.com Page 5

6 Understanding Form I-9 Government Responses (continued) Government Response: SSA Employment Authorized SSA Tentative Non-confirmation SSA Final Non-confirmation SSA Tentative Non-confirmation - No Contest SSA Final Non-confirmation - Employee SSA Final Non-confirmation - Employee Not Self Invalid Query Explanation of response: This employee is authorized to work in the United States, and the case has been automatically closed. No further action is required on this case. This employee s work authorization could not be confirmed by the Basic Pilot/EEV database. This does not mean that the employee is not work authorized, or that the information provided was incorrect. You must print the Notice of Tentative Non-confirmation and keep it for your records. You must also print the SSA Referral Letter and give it to the employee to take with them to the SSA office. This employee is not authorized to work in the United States. If the employee has been terminated, close this case by clicking the Employee button. If you desire to continue employment with this employee, close this case by clicking the Employee Not button. This employee received a Tentative Non-confirmation, however they did not contest this response and the case has been closed. This employee is not authorized to work in the United States. The employee was terminated and the case is closed. This employee is not authorized to work in the United States. The employee was not terminated and the case is closed. This case has been closed because the employee terminated their employment. This case has been closed because the case was invalid. Institute Additional Verification Case In Continuance DHS Final Non-confirmation - Employee DHS Final Non-confirmation - Employee Not DHS Tentative Non-confirmation - No Contest DHS Tentative Non-confirmation DHS Final Non-confirmation This employee received an Employment Authorized response; however additional verification was manually instituted. The DHS needs more time to process this case. Once the DHS has completed the referral process, this case will appear on the Forms page under Unresolved Cases. This employee is not authorized to work in the United States. The employee was terminated and the case is closed. This employee is not authorized to work in the United States. The employee was not terminated and the case is closed. This employee received a Tentative Non-confirmation, however they did not contest this response and the case has been closed. This employee s work authorization could not be confirmed by the Basic Pilot/EEV database. This does not mean that the employee is not work authorized, or that the information provided was incorrect. You must print the Notice of Tentative Non-confirmation and keep it for your records. You must also print the DHS Referral Letter and give it to the employee so they may contact the DHS offices to resolve the case. This employee is not authorized to work in the United States. If the employee has been terminated, close this case by clicking the Employee button. If you desire to continue employment with this employee, close this case by clicking the Employee Not button. Copyright 2014 OPENonline, LLC All rights reserved. Customer Support OPENonline.com Page 6

7 Understanding Form I-9 Government Responses (continued) Government Response: DHS No Show Explanation of response: This employee did not contact the DHS within 8 days. If the employee has been terminated, close this case by clicking the Employee button. If you desire to continue employment with this employee, close this case by clicking the Employee Not button. Forms Search OVERVIEW: This section covers the Forms Search feature located on the FORMS home page. Forms search allows you to quickly search for a Form I-9 by typing in Employee s: First name Last name Address Alien number Case number Date of birth, or Social Security Number (SSN) STEPS: 1. Once you have logged in to the I-9 Manager system you will arrive at the secure Forms home page. 2. Under the Forms Search header text is an empty text field. Type any of the following in to the field to begin searching for that employee s Form I-9: first name, last name, address, alien number, case number, date of birth or SSN 3. Then to begin the search process click the Search button, or press the Enter key on your keyboard. 4. You will now arrive at the Search Forms page, and you ll notice at the top of this page is another Search Forms field to do another search, as well as a Search Results table, which outlines the search results from your prior search. 5. Under Search Results, you will notice column titles displaying the Employee s Name, Case Status, Date form was completed, Days left for government response, and the last four numbers of their SSN. 6. To view a detailed summary of a particular employee s Form I-9, simply click their highlighted name under the Employee Name column under the Search Results header. 7. Once you click a name you will come to a page titled Summary, which will display a summary of the completed Form I-9 information including: Name Date of Birth Date of Hire Citizenship Status SSN (last 4 digits) Preparer s/translator s Name Form Completion Date Current Case Status Copyright 2014 OPENonline, LLC All rights reserved. Customer Support OPENonline.com Page 7