i-9 online training guide - uva human resources online training guide page ii table of contents i-9...

I-9 Online Training Guide

Page ii

Table of Contents I-9 Online ........................................................................................................................... 1

New Employee .............................................................................................................................. Completing Section 1 ............................................................................................................................. 3

I-9 Specialist ................................................................................................................................. Verifying Section 2 ................................................................................................................................ 7 Entering Employee Without Social Security Number.......................................................................... 20 Updating Section 3 ............................................................................................................................. 267 Uploading I-9 Completed By A Notary ............................................................................................. 356 Running the HR Outstanding Official Documents Report ................................................................. 424 Using I-9 Online Help .......................................................................................................................... 51


Page 1

I-9 Online I-9 Regulations and Procedure

I-9 Employment Authorization Requirements

The 1986 Immigration Reform and Control Act requires all U.S. employers to verify the identity

and work authorization or eligibility of all employees hired after November 6, 1986, whether U.S.

citizens or not. The University of Virginia uses I-9 Online—a web-based employment eligibility

service—to enter, verify, document, and ensure employment eligibility for all new employees.

All new employees, including student employees, must complete Section 1 of the I-9 form

(online) no later than the first day of employment.

Once the new employee has completed Section 1, they must bring identification proving their

identity and authorization to work in the United States with them on their first day of employment

for the I9 specialist to complete section 2.

The I-9 Specialist must complete Section 2 no later than the 3rd business day after the employee’s

first day of employment.

All I-9s will be completed online, and will remain electronic viewable documents.


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Important Notes

I-9 Specialist

New employees can complete Section 1 of the I-9 on or before their first day of work.

Instructions on how to complete this are included in their offer letter. The I-9 Specialist will

collect the new employee’s identification, access the Employer I-9 site, and complete Section 2

no later than the 3rd business day.

Section 2 can be completed as soon as the new employee accepts the offer but must be completed

no later than the 3rd

day after the employee's start date.

No Social Security number

A new employee with no Social Security number has to be in the country for 10 business days to

be able to apply for a Social Security number.

If the new employee does not have a Social Security number, the I-9 Specialist will have to

complete Section 1 on their behalf, select the radio button 'social security number applied for',

and complete the Translator/Preparer Certification section. The I-9 Specialist will need to contact

HRCIS, who provides a temporary Social Security number for the new employee so the new

employee can be entered into the Integrated System.

Lost, Stolen or Damaged Social Security Card

If the new employee's Social Security card is lost, stolen, or damaged, the new employee can still

complete Section 1. List C has an option to select 'Receipt for lost, stolen, or damaged Social

Security card.' The new employee must bring the receipt for applied or lost social security card

back to the I-9 Specialist who must attach the receipt into I-9 Online.

Once the employee receives their new or replacement Social Security card they must bring the

Social Security Card to the departmental I-9 Specialist, who must:

Scan and attach the card into I-9 Online. This must be done within 90 days of the

employee's hire date.

The I-9 Specialist must send an email to Christine Langford at [email protected]

informing HRCIS that the attachment has been done.

HRCIS will update the Social Security number in the employee's Integrated System

record.

The I-9 Specialist must update Section 3 for the new employee, and enter the social

security number into I-9 Online. A copy of the social security card will need to be scan

and attached to their I9.

Important notes regarding acceptable documents

• The I-9 Specialist must see original documents.

• Documents must appear to be genuine and related to the new employee.

• All documents have to be current and valid (not expired).

• All List A & B documents require a photo.

• A certified copy of a birth certificate is acceptable.

• A copy of the U.S. Passport, EAD card or LPR card, when presented by the employee is

required and must be attached in I-9 Online.

• The I-9 Specialist cannot require more or different documents than are presented by the new

employee as long as they are on the list of acceptable documents.

mailto:[email protected]


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Employees completing Section 1

All new employees that have a valid social security number will be able to complete

section one of the I-9 on or before their first day of work by going to the following

website:

https://secure.i9express.com/preauthenticated/LoginCaptcha.ascx

1. The employee will be prompted to enter the characters as seen.

https://secure.i9express.com/preauthenticated/LoginCaptcha.ascx


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2. Section one of the I9 form will appear. The employee will enter:

- Name

- Address

- Date of birth

- Social Security Number

- Check their citizenship status box

- Hit continue


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3. The employee review screen will appear. If there is any information that needs to

be changed, the employee can click ―Change information‖.

4. If the information entered is correct, the employee will check the box in the

―Employee Electronic Signature‖ section.


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5. A confirmation screen will appear thanking the employee for completing Section

1 of their I-9.

6. A customized list of documents needed for the completion of Section 2 displays at

the bottom of the page. The list of documents varies according to the citizenship

status the new employee entered in Section 1 of the I-9.


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Verifying Section 2

1. Click in the Employee ID field.

2. Enter your six digit Employee Oracle assignment number (found on your payslip or

in your Oracle Assignment).

3. Click in the password field.

4. Your initial password is the last four digits of your social security number and your

four digit year of birth.

5. Hit Continue. You will be prompted to change your password once logged in, the new

password must be between 4 and 16 digits. NOTE: The system will log you out after

16 minutes of inactivity.

6. You will be prompted to enroll in the new security features and will be prompted to

answer 6 security questions. Only you will know the answers to these questions. Do

not place your home address or phone number when prompted, only work

information.

7. If you forget your password, please contact Christine Langford at [email protected]

to have your password reset.

mailto:[email protected]


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8. This is your home page at I-9 Online. This page allows you to:

Create a new I-9.

Search for employees.

Change your password in the My Account Section.

9. The Quick Search box is displayed in the top right corner.

Pending – This is where new hires that have completed Section 1 will

be located until the I-9 Specialist completes their I-9. You will see all

employees in this section until an Org is assigned by the I-9 Specialist.

Reverification Due – You will find all employees’ that have work

authorizations expiring.

SSN Applied For – Employees that have not yet received their Social

Security number can be found here.

NOTE: On first logging in you will need to refresh the count by clicking

the Refresh all.


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Search for Employees

10. If the employee completed section one, the I-9 Specialist can search for their

employee by name or change ―type of I-9‖ to pending. This will show all

employees pending where the Specialist can select their employee.

11. If the employee did not complete section one on their own, you will need to

―create a new I-9‖. This allows the I-9 Specialist to complete the entire I-9.


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12. If the employee completed section one, you will see all fields populated

except for the hire date and location. If the employee has not completed

section one, you will need to complete these fields at this point. NOTE: If

you complete section one, you will need to complete their

preparer/translator section also.

13. Enter the hire date. This date can be any day after the employee has

accepted an offer of employment to the employees’ actual first day of

work. NOTE: 1)This date triggers the one day, three day rule. The section

one date cannot be later than the hire date. The section two cannot be more

than three days after the hire date listed. 2) A future date cannot be

entered.

14. Enter the org number for the employee’s assignment.

15. Click Continue


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16. Review information entered. If any information is incorrect, select the Change

Information link and edit information. Changed information is indicated by a red

[C].

17. Click continue.


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18. Once in the Section 2 – Employer Review and Verification screen, you

will enter the List A or List B & C documents. NOTE: The Visa Type

drop down will only be active if the employee selected a citizenship status

other than a United States Citizen.

19. Select the list that the document(s) presented are listed in. The button

selected will list the acceptable documents available. NOTE: The

University of Virginia is an E-Verify participant which requires all list B

documents to include a photo.

Note that the ―Employee terminated before completing I-9‖ button would

only be used if the employee terminated before the 3rd

day of employment.


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20. Enter the information from the items presented.

21. Hit continue.


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22. Employer Review screen will display a summary of what has been entered. If

you need to make any edits, click Change Information.

23. Review the Employer Electronic Signature statement and confirm that you have

examined original documents and click the Employer Electronic Signature box

option.

24. Hit Continue.


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25. The Employee Detail screen confirms that the I-9 was successfully added.


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26. The I-9 History section has a link to view the completed original I-9.

27. If the I-9 specialist needs to attach a copy of a Lawful Permanent Resident card,

an EAD card, or social security card, click ―Attach file‖.


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28. The attach document screen will display.

29. Select the Browse button to select document to be uploaded.

NOTE: The image can be a TIF, GIF, JPG, or PDF image.

30. Enter the name of the document in the Document Name field.

31. Click Save.


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32. If there are ―discrepancies‖ on the I-9 that needed to be explained, the “add

comment” feature will need to be used.

NOTE: This is to be used if the I-9 was not submitted in the time requirements.


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33. Click on ―Add Comment‖ and enter explanation.

34. Click continue.


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Entering Employee without a Social Security Number

Procedure

1. If an employee does not have a social security number, the I-9 Specialist must

complete the I-9.

2. Click on Create a new I-9.


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3. The I-9 Specialist will complete section 1 and will also need to complete the

preparer/translator section.

4. At the social security number field, click the SSN applied for box. This will allow the I-9

Specialist to bypass the social security number.

5. Continue Section 1 as normal.

NOTE: If an employee is on a F-1, or J-1, there will be no A#, the I-94 number

should be used.

The expiration date will come from the I-20, DS-2019, EAD card, I-797,

or if on a TN, the I-94 card.


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6. The I-9 Specialist will select the Electronic Signature box that states they have

assisted in the completion of Section 1.

7. Hit Continue.


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8. The employee will review the information.

9. Click the Employee Electronic Signature box.

10. Click continue.


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11. The I-9 Specialist will select the Visa Type that the employee is on (If unsure of

the visa type to select, please call HR-CIS).

NOTE: F-1: Will have an I-20

J-1: Will have a DS-2019

H-1B: Will have a I797

F-1 with opt: EAD card

12. Select the documents presented. NOTE: Cannot accept a social security card that

states ―Not authorized for employment, not valid for work authorization‖. This is

usually on employees that have F1 or J1 status.

13. Hit Continue.


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14. Enter the Issuing Authority; this will be the country that the passport was issued

in.

15. Enter the Document Number, this is the passport number.

16. Enter the Passport Expiration date.

17. Verify the I94 number is the same as what was entered in Section 1 and click the

box.

18. Verify the expiration date is the same as in section 1 and click box.

19. Click Continue.


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20. Confirm all information entered is correct and click the Employer Electronic

Signature box.

21. Click Continue.


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Updating Section 3

Procedure

Use this section for your employees who need to have their social security number updated or

work authorization updated.

1. The I-9 Specialist may view the employees that need their social security numbers or

work authorization updated by work in the Quick Search box.

2. Click refresh all to update the list.


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3. Click on the employees’ name.

4. I-9 Specialists may also use the Search for employees to locate the employee that

needs to be updated.

5. Click on name and click continue.


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6. Employee Detail screen will appear, click on Change SSN.


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7. To update the employees’ social security number, enter correct social security

number, or click the edit ssn box and enter correct number.


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Work Authorization Reverification

8. If the I9 Specialist needs to update work authorization, the I9 Specialist will need to

choose Visa Type.

9. Under List A and C Documents, choose ―Employment authorization document

issued by DHS‖.


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10. Enter current document information.

11. Hit continue.


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12. Verify new information.

13. Check Employer Electronic Signature box and hit continue.


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Uploading I-9 Completed By a Notary

Procedure

There may be certain Departments who have new employees that do not work in Charlottesville.

These employees’s must have a notary complete the paper I-9 with them. The paper I-9 must be

faxed or mailed to the I-9 Specialist who must upload the I-9 into the I-9 Online system.

There is a notary form on the HRCIS website that the notary has to sign, complete, and fax or

mail to the Departmental I-9 Specialist along with the paper I-9 form.

http://www.hr.virginia.edu/forms/all-forms/cis-forms/

Scan the paper I-9, and the additional notary request form in the same file.

1. Choose Upload I9.

http://www.hr.virginia.edu/forms/all-forms/cis-forms/


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2. Choose ―upload an I-9 form with 4 citizenship options in Section 1‖.


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3. Enter the information exactly as it appears on the paper form.

4. The I-9 Specialist will enter their information in the Preparer and/or Translator

Certification field.

5. Click Continue.


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6. The Section 2-Employer Review and Verification section appears.

7. Choose the documents that are presented on the paper form.

8. Click Continue.


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9. Enter the presented documents information, verify numbers are the same.

10. Click continue.


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11. The Upload I-9 Image screen displays. You must upload the scanned image of

the original I-9 form with the additional notary request form.

12. Click the Browse... button.


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13. The I-9 Specialist will find the scanned, saved image of the I-9 document.

14. Click open.


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15. Review information.

16. Click continue.

17. The I-9 was successfully added screen will display.

18. Notice the Uploaded I-9 link at the bottom of the screen.


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Running the HR Outstanding Official Documents Report

Procedure

You will need to run the HR Outstanding Official Documents report, which shows you

your employees who are missing an I-9.

The report has a tab for visa end dates that need to be monitored for your employees who

have a valid visa that may be expiring within the next 90 days.

1. Log into Integrated System Discoverer Plus using your User Name and

Password.

2. Enter the –Limited after the UVA ODS Specialist into the Responsibility field.

3. Click go.


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4. Step 1 of the Workbook Wizard displays. Search for the report if it is not listed in

your Recently Used window.

5. Click the Browse... button.

6. Select the report from the list of workbooks displayed. To display all HR reports

you can enter HR in the Name contains field.

7. Workbooks beginning with HR display.

8. Click on the HR_Outstanding Official Documents report.

9. Click Open; yes.

10. Click in the Select Organization(s) field.

11. Enter the org number to report on field and click ok.

12. The report displays the list of your org’s new employees who do not have the I-9

field completed on their HR record.


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1. I-9 Specialist’s will also need to monitor the visa end dates for your employees.

2. Click the Visa Expiration tab.


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3. Click Yes.

4. Click in the Select Organization(s) to report on field.

5. Enter the org in the report on field.

6. Click OK.

7. This report displays your org’s employees who have a visa date that is ending

within the next 90 days.


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8. If you would like to run the report to display employees with any visa end date, in

order to monitor Visa Expiration Dates, deselect the 90 day condition.

9. Click the Edit menu.

10. Click the worksheet..menu.


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11. Click the conditions tab.

12. Click the condition.

13. Click the Remove button.

14. Click ok.

15. The report will refresh and show visa information on any employee who has a

Visa Type or Visa Expiration date.

NOTE: This report is to show you the upcoming expirations of any employees in

the org number selected that have expiration dates. If their I9 is not in I9 online,

you will need to complete a new one to get them into the system. Otherwise, you

would just update section 3.


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Using I-9 Online Help

Procedure

I-9 Online help offers help with common I-9 questions.

1. Click the Help tab.


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2. The help option has a list of items that can be useful; please keep in mind that

they are not UVA specific. Please call HR-CIS with any questions.

NOTE: USCIS does not expect you to be a document expert; you are only

expected to reject documents that do not reasonably appear to be genuine or to

relate to the person presenting them.