HireRight: Step-by-Step Guide

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1 HireRight: Step-by-Step Guide Using HireRight fr Frm I-9 and E-Verify This guide prvides step-by-step prcedures fr using HireRight t cmplete the Emplyment Eligibility Verificatin Frm I-9 and E-Verify check electrnically. Federal law requires emplyees t cmplete Sectin 1 f the Frm I-9 by the first day f wrk fr pay. Emplyees may cmplete Sectin 1 at any time between accepting a jb ffer and their first day f wrk fr pay. As smene authrized t verify an emplyee s eligibility, yu must ensure that an emplyee fully cmpletes Sectin 1 f the Frm I-9 n time, review the emplyee s dcuments, and fully cmplete Sectin 2 f the Frm I-9 within three business days f the first day f wrk fr pay. Fr example, if an emplyee begins wrk n Mnday, yu must cmplete Sectin 2 by Thursday. Fr mre infrmatin abut the Frm I-9, acceptable dcuments, and yur respnsibilities fr verifying an emplyee s eligibility t wrk, cmplete the nline curse, CU: Frm I-9, available in the Human Resurces flders in SkillSft. Fr additinal infrmatin abut E-Verify refer t the USCIS website: Inviting an Emplyee t Cmplete the Electrnic Frm I-9 Sectin 1 T begin the Frm I-9 prcess, invite the emplyee using the Invite Emplyee ptin in HireRight. This sends the emplyee an invitatin t fill ut the electrnic Frm I-9: 1. Lgin t yur HireRight accunt and click Manage I-9 Frms. 2. Click the New menu. 3. Click Invite Emplyee. 1

2 4. Enter the emplyee's First Name, Last Name, and address. 5. Sme accunts display text bxes fr a Hiring Manager. This lets yu designate a nn-hireright system user temprary access t cmplete Sectin 2 f this specific Frm I-9. If yu r anther system user will be cmpleting Sectin 2, leave these bxes blank. 5. Click Submit. HireRight sends the emplyee an with an invitatin t cmplete Sectin 1 f the Frm I-9. Cmpleting Sectin 2 Emplyer Review & Verificatin Befre yu can cmplete Sectin 2 f the Frm I-9 in HireRight, the emplyee must have cmpleted Sectin 1 electrnically. Emplyees must present unexpired riginal dcumentatin that shws their identity and emplyment authrizatin. Ensure that any dcument the emplyee presents is n the List f Acceptable Dcuments r is an acceptable receipt. Physically examine each dcument t determine if it reasnably appears t be genuine and t relate t the emplyee presenting it. If yu reject a dcument, allw the emplyee t present ther dcumentatin frm the 2

3 List f Acceptable Dcuments. Fr mre infrmatin abut the Frm I-9, refer t the nline curse, CU: Frm I-9, available in SkillSft. Verifying Frm I-9 Dcuments T verify the Frm I-9 dcuments: 1. Lgin t yur accunt and click Manage I-9 Frms. 2. Click the Pending Emplyer tab. 3. Select the emplyee recrd. 4. Right click n the emplyee recrd and select Verify I-9 Dcs. The emplyee s Emplyment Eligibility Verificatin page f the Frm I-9 appears. 3

4 5. Review the infrmatin entered by the emplyee, and click Next at the bttm f the page. The Emplyer Review & Verificatin page appears. 6. Ensure that any dcument the emplyee presents is n the List f Acceptable Dcuments r is an acceptable receipt. Fr mre infrmatin, see Accepting Receipts fr Lst, Stlen r Damaged Dcuments n page 8. Physically examine each dcument t determine whether it reasnably appears t be genuine and t relate t the emplyee presenting it. Refer t the CU: Frm I-9 nline curse in SkillSft fr mre infrmatin abut acceptable dcuments. 4

5 7. Select either the List A r the List B & C link, depending n which dcuments the emplyee prvided. 8. Select the Dcument Type that mst accurately represents the dcuments the emplyee prvided. 9. Enter the Dcument Title, Issuing Authrity, Dcument Number and Expiratin Date (if any) that appears n the riginal dcuments the emplyee presented. Dcument Title and Issuing Authrity must be typed exactly as it appears n the face f the dcument. Then click Prceed t i-9 Frm Cmpletin. 5

6 Fr Internatinal Hires/Student Visas: HCM Step-by-Step Guide I-20: Select Freign Passprt, then select the The Emplyee has presented a Student Visa bx and enter the Student Visa type. I-94: Select Freign Passprt, and the I-94 dcument sectin appears. Select The Emplyee has presented a Student Visa bx and enter the Student Visa type. The Visa number can be fund in the emplyee s passprt. Fr further infrmatin abut Student Visas, refer t the USCIS website: emplyee-infrmatin-and-attestatin/freign-students Nte: Fr questins abut where t find dcument infrmatin, cntact U.S. Citizenship and Immigratin Services (USCIS) at After yu ensure all infrmatin is ppulated crrectly n the frm yu can sign electrnically. Click the E-Sign, Save & Run E-Verify buttn t finish. The Frm I-9 is electrnically stred in HireRight. The applicant is required t prvide either ne dcument frm List A, r a dcument frm each List B and C. Nte: After yu electrnically sign, the E-Verify prcess begins and the fllwing actins will ccur: Emplyee data is autmatically sent t the Department f Hmeland Security (DHS) fr verificatin. The DHS respnds with a case number: A reprt displays a unique DHS case number and status. The DHS typically respnds within five minutes with ne f the fllwing results: Tentative Nn-Cnfirmatin (TNC) requires additinal steps fr verifying the emplyee s authrizatin t wrk. Authrized. 6

7 Yu will see the fllwing screen appear shwing the results f the E-Verify check: HCM Step-by-Step Guide Fr mre infrmatin abut the results, see the Receiving E-Verify Results sectin. Uplading Supprting Dcuments Scanned images f Frm I-9 supprting dcuments (such as images f Scial Security cards) can be stred in HireRight. Check with yur campus HR fr specific prcesses and plicies. Nte: The dcuments yu uplad must be PDF dcuments. 1. Lgin t yur accunt and click Manage I-9 Frms. 2. Right-click n the applicant and select Manage Supprting Dcs. The Uplad Supprting Dcuments page appears. 7

8 3. Click Brwse t lcate and select the file yu want t uplad frm yur cmputer. Nte: Only PDF files may be upladed. 4. Frm the Dcument Type menu, indicate the type f dcument yu are uplading. (U.S. Passprt shwn.) If the dcument type yu are uplading is nt listed, select Other Dcument and type a descriptin in the Dcument Descriptin field that appears. 5. Click Uplad. 6. When yu are finished, click Clse. Accepting Receipts fr Lst, Stlen r Damaged Dcuments If an emplyee is unable t present required dcuments, the emplyee can present an acceptable receipt in lieu f a dcument frm the Lists f Acceptable Dcuments. This ptin nly applies t a receipt that shws the emplyee has applied t replace a dcument that was lst, stlen, r damaged per USCIS guidelines. Yu can click the Infrmatin n Receipts link displayed n the left side f the page in Sectin 2 r Sectin 3 fr additinal guidelines prvided in the M-274 Handbk fr Emplyers. Receipts fr a replacement f lst, stlen, r damaged dcuments can be presented by all emplyees. A receipt fulfills the verificatin requirements f the dcument fr which the receipt was issued (can be List A, List B, r List C) and is valid 90 days frm date f hire r, fr re-verificatin, the date emplyment authrizatin expires. At the end f the receipt validity perid, the emplyee must present the actual dcument fr which the receipt was issued. 8

9 If an emplyee presents a receipt meeting the abve requirements: HCM Step-by-Step Guide 1. Select The emplyee has presented a Receipt fr the replacement f a lst, stlen, r damaged dcument check bx fr the List A, List B, r List C dcument that was presented by the emplyee. Cmplete the rest f Sectin 2, electrnically sign, and click Submit. At this time, HireRight starts a timer. The emplyee nw has 90 days t bring in a hardcpy f the riginal acceptable dcument. After 60 days, HireRight sends yu an reminding yu that the emplyee has 30 days remaining. If yur cmpany participates in E-Verify, and if the emplyee presents a receipt shwing that he r she applied t replace a dcument that was lst, stlen r damaged, a case cannt be created in E-Verify. Yu must wait until the emplyee presents the actual dcument fr which the receipt was presented befre yu can create a case in E-Verify fr the emplyee. 2. Ntice that when yu view the Electrnic Frm I-9 (by clicking the Print/Dwnlad buttn) yu ll see the wrd RECEIPT in red, indicating that a receipt was accepted in lieu f an riginal. The expiratin date that appears is the expiratin date f the receipt (90 days after the emplyee s start date). 9

10 3. When the emplyee presents the actual dcument, use the Crrect I-9 Frm cmmand t pen emplyee s I-9 Frm and crrect Sectin 2. Nte: The Crrectins User Permissin must be enabled. 4. Select the Actual dcument presented check bx and enter a new Dcument # (number) and Expiratin Date. Then click Next. 5. Review the infrmatin n the Crrectin Review page, which displays the ld value and the new value, indicating yur changes. If yu need t create an E-Verify case fr this emplyee, click Save and Run E-Verify. If an E-Verify case is nt needed, then click Submit Changes. 10

11 The Electrnic Frm I-9 will als be updated. The red RECEIPT indicatr will be remved, and the new expiratin date will be included frm the actual dcument. 11

12 The I-9 Audit Trail will recrd everything that is required by USCIS t crrectly dcument receipts fr lst, stlen, r damaged dcuments. Receiving E-Verify Results This sectin prvides infrmatin abut the E-Verify prcess that ccurs after the Frm I-9 is submitted. Once yu cmplete Sectin 2 f the Frm I-9 and submit it with an electrnic signature, this prcess is initiated autmatically. T cmplete the E-Verify prcess yu will need t cnfirm the results that are returned. E-Verify will respnd with ne f tw types f results: Tentative requires additinal steps fr verifying an emplyee s authrizatin t wrk. Final E-Verify has made a final determinatin status. Pssible Statuses Final Final statuses indicate whether r nt the emplyee is legally authrized t wrk in the United States. The emplyee will either cntinue t wrk r be terminated based upn a final status. Emplyment Authrized DHS/SSA Final Nn-Cnfirmatin DHS/SSA Emplyment Nn-Authrized DHS/SSA N-Shw 12

13 HCM Step-by-Step Guide Temprary A temprary status des nt mean that the emplyee is nt authrized t wrk. Temprary statuses require additinal actin frm the emplyer t address the status t the emplyee and the emplyee has t then fllw up with DHS r SSA. The emplyee can cntinue t wrk while the temprary status is being reslved. DHS/SSA Tentative Nn-Cnfirmatin See Handling a Tentative Nn-Cnfirmatin Status fr mre infrmatin. DHS/SSA Tentative Nn-Cnfirmatin Pht Mismatch See Using the HireRight E-Verify Pht Matching Tl fr mre instructins. DHS/SSA Verificatin in Prcess This status means that additinal time is needed frm E-Verify t prvide a final status. N actin is needed n yur part at this time in the prcess. DHS/SSA Case in Cntinuance This status means that additinal time is needed frm E-Verify t prvide a final status. N actin is needed n yur part at this time in the prcess. DHS/SSA Institute Additinal Verificatin This status means that E-Verify has instituted additinal verificatin prcedures t verify the new hire s emplyment eligibility and that reslutin f the status may take sme extra time. N actin is needed n yur part at this time in the prcess. Nte: If the status is Temprary, refer t Handling a Tentative Nn-Cnfirmatin Status and cntact yur campus HR. Using the HireRight E-Verify Pht Matching Tl As mandated by the U.S. Department f Hmeland Security, all users using the HireRight E-Verify slutin are required t use the E-Verify Pht Matching Tl. The HireRight E-Verify Pht Matching Tl lets yu verify that the pht displayed in E-Verify is identical t the pht n the dcument that the emplyee presented t yu in Sectin 2 f the Frm I-9. Once E-Verify is initiated, a windw will appear that prmpting yu t cmpare the pht n the emplyee s dcumentatin with a pht displayed in the HireRight E-Verify page. This helps ensure that the dcuments prvided are valid. The pht matching step autmatically ccurs when an emplyee presents any f the fllwing dcuments as prf f emplyment eligibility U.S. Passprt r Passprt card Permanent Resident Card (Frm I-551) Emplyment Authrizatin Dcument (Frm I-766) When the emplyee presents ne f the abve dcuments and the Frm I-9 infrmatin entered by the emplyer matches DHS recrds, the emplyee s pht autmatically displays n the HireRight E-Verify page after cmpleting Sectin 2 f the Frm I-9. Nte: If an emplyee presents a U.S. Passprt (r Passprt Card), Permanent Resident Card, r Emplyment Authrizatin Dcument, E-Verify requires that the emplyer must make a cpy f that dcument and keep it n file with the Frm I-9. If yu prefer t nt keep a paper cpy, yu may scan and uplad a PDF file t the HireRight system using the Manage Supprting Dcuments feature (prvided this permissin is activated fr yur accunt). 13

14 Using Pht Matching fr Lawful Permanent Resident r Alien Authrized t Wrk HCM Step-by-Step Guide 1. In the HireRight Frm I-9 and E-Verify interface, the Pht Matching Tl may be activated fr the Sectin 2 signer when an emplyee selects Lawful Permanent Resident r Alien Authrized t Wrk in the Citizenship Status area f the E-Verify prcess and prvides an I-551 Permanent Resident Card r I-766 Emplyment Authrizatin dcument. 2. In either f these cases, if the emplyee prvides an I-551 Permanent Resident Card r I-766 Emplyment Authrizatin Dcument t verify their authrizatin t wrk (frm List A dcuments f the I-9 frm), an E-Verify pht verificatin will be required. Nte: As f 12/3/2010, Alien number (#) will n lnger be accepted as a dcument number (#) fr I-551 & I- 766, and yu must make and retain a phtcpy f the I-766 and I-551 if either f these dcuments are presented by the emplyee. 3. An E-Verify Pht Match is activated nce yu click Submit I-9 Verificatin. 14

15 4. Once the E-Verify check is initiated, a reply returns frm E-Verify, usually within 15 secnds, that includes a phtgraph. Cmpare the pht n the screen t the pht that was delivered t yu in the dcument the emplyee presented. D nt cmpare t the persn. 5. Select Yes r N t the questin: Des the phtgraph abve match the phtgraph n the dcumented presented by the emplyee? Nte: If N Pht n this Dcument appears, select Yes. If the pht des nt match, see Trubleshting E-Verify. 6. Once yu have verified the phtgraph n the screen matches the phtgraph given t yu, click Submit. Imprtant: D nt match the pht n the screen t the persn; match it t the pht presented. 15

16 Expecting the E-Verify Respnse Emplyee data is autmatically sent t E-Verify: E-Verify will respnd with a unique Case Number. The E-Verify reprt will display the Case Number and status. Nte: E-Verify usually prvides a respnse within five minutes. Trubleshting E-Verify HCM Step-by-Step Guide This sectin prvides infrmatin abut hw t handle certain situatins that may arise using E-Verify. What If the Phts Dn t Match? In the cases when the pht that is returned t yu frm E-Verify desn t match the pht that was given t yu by the emplyee, yu must select NO when prmpted Des the phtgraph abve match the phtgraph n the dcumented presented by the emplyee? In these cases, E-Verify usually returns a Tentative Nn-Cnfirmatin (TNC) fr this emplyee. When yu refer the emplyee thrugh the TNC prcess, yu will be prmpted t send phtcpies f the emplyment dcuments and physically mail them t E-Verify. Infrmatin regarding what t send, wh t send it t, and by when, is autmatically displayed fr yu when yu refer the emplyee within the HireRight system. Lking fr Dcument Number vs. Alien Number The Dcument Number (shwn as Card # n the Emplyment Authrizatin Card) is displayed belw the Alien Number. The Dcument Number shuld be three letters fllwed by ten 10 numerals, and the Alien Number is a nine-digit numeral typically fund n the card as A#. As f 12/3/2010, Alien Number will n lnger be accepted as a Dcument Number fr I-551 & I

17 Nte: Images may vary frm dcuments shwn here based n dcument issue date. Handling a Tentative Nn-Cnfirmatin Status Befre Mving Frward: Identify yur campus prcess fr handling Tentative Nn-Cnfirmatins. Mst f the time, E-Verify checks cme back frm the DHS and the Scial Security Administratin (SSA) with a status f Emplyment Authrized. On sme ccasins, a check will be returned with a status f Tentative Nn- Cnfirmatin (TNC), in which case the emplyee s infrmatin culd nt be verified against what was prvided by the emplyee. Receiving a Tentative Nn-Cnfirmatin Status 1. Lgin t yur accunt and click Manage I-9 Frms. 2. Click the E-Verify Tentative tab. 3. Select the emplyee that has the status f Tentative Nn-Cnfirmatin and right-click. 4. Select E-Verify Reprt frm the drp-dwn menu. Frm this page yu can review: The applicant s reprt Details abut the DHS/SSA status Instructins fr reslving the status 17

18 Cpies f the letters that need t be reviewed with the emplyee. HCM Step-by-Step Guide 5. Print the DHS r SSA letters. 6. Review the DHS/SSA Tentative Nn-Cnfirmatin letter with the emplyee t determine and dcument whether the emplyee wants t cntest. 7. Bth the emplyee and emplyer must sign and date the letter. 8. Keep the signed riginal n file and give the emplyee a cpy. 9. If the emplyee des nt cntest, file the signed TNC Letter in the Emplyee's file and clse the case. Clsing the Case 1. Frm Manage I-9 Frms, select the recrd and right-click t pen the Actins menu. 2. Click Clse Case. 3. Select the ptin indicating whether the emplyee still wrks fr yur cmpany. 4. Click Clse Case. This frmalizes the emplyee s chice nt t cntest, therefre terminating emplyment. 5. If the emplyee des cntest, give the emplyee the SSA/DHS Referral Letter. The letter includes instructins fr reslutin steps. Yu must then refer the emplyee frm yur HireRight accunt. Referring an Emplyee 1. Frm Manage I-9 Frms, select the recrd and right-click t pen the Actins menu. 18

19 2. Click Refer Emplyee. HCM Step-by-Step Guide 3. Click the Refer buttn. The timeline fr reslutin is mnitred autmatically. The emplyee must take actin within eight business days. Frm this pint, HireRight autmatically checks the status f the recrd n an hurly basis. Once the DHS/SSA has updated the recrd, it will be reflected in yur accunt in either the Cmpleted (Authrized) tab r the Final Nn-Cnfirmatin tab. Checking Yur E-Verify Wrk Queue in HireRight There are tw tabs in E-Verify, n the Manage I-9 Frms Dashbard, frm which yu can check yur pending verificatins: Pending Re-Verify and Pending Pht Match. Pending Re-Verify E-Verify may require yu t review and cnfirm an emplyee s data in rder t cntinue prcessing the E-Verify check fr the emplyee. This des nt ccur n every submissin, hwever if it des ccur: 1. Lgin t HireRight and select the Pending Re-Verify tab. 2. Select Re-Verify DHS Infrmatin frm E-Verify. Yu are required t review and crrect any data errrs and resubmit back t E-Verify. 19

20 Pending Pht Match Uplading large dcuments can cause an uplad t timeut and E-Verify may experience prblems returning the pht. A message regarding the timeut is displayed n the Thank Yu page. In rder t cntinue prcessing the E-Verify check fr this emplyee, right click and select Cnfirm E-Verify Pht t view the phtgraph and cnfirm whether the pht matches the pht yur emplyee presented n his/her dcumentatin. Receiving a Pht Tentative Nn-Cnfirmatin Smetimes yu may get a status f SSA TNC/DHS TNC Pht Mismatch frm E-Verify. Fllw the same steps as any ther TNC. In additin, yu will need t mail a cpy f the emplyee dcuments t E-Verify. Using Resurces frm the USCIS Website A pht displayed in E-Verify shuld be cmpared with the pht in the dcument that the emplyee has presented and nt with the face f the emplyee. 20

21 Fllwing Pht Matching Requirements (Emplyer s Respnsibility) If an emplyee presents a Permanent Resident Card, Emplyment Authrizatin Dcument as the verificatin dcument, yu must make a cpy f that dcument and keep it n file with Frm I-9. If the pht displayed n the E-Verify screen des nt match the pht n the emplyee s dcument, the emplyee will receive a DHS Tentative Nn-cnfirmatin (TNC) and must be given the pprtunity t crrect the prblem. If the emplyee chses t cntest the TNC, the emplyer must mail a cpy f the emplyee s dcument t DHS via express mail at the emplyer s expense. Aviding Discriminatin Emplyees have the right t present any acceptable dcumentatin t cmplete Frm I-9. Emplyers may nt require an emplyee t present a specific dcument. Emplyers must accept the dcuments the emplyee chses t present as lng as they appear t be genuine and relate t the persn presenting them. Otherwise, emplyers may be in vilatin f federal law prhibiting discriminatin in the verificatin prcess. 21

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