immigration compliance and reporting requirements...reporting requirements 22 requirements outlined...
TRANSCRIPT
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Immigration Compliance and Reporting Requirements
For Local Education Agencies
2019 GASBO Conference
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Beforewe get started..
Let’s see what you know….
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Let’s Play Kahoot IT
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Agenda
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▪ Compliance Statistics▪ Analytics▪ Compliance Requirements▪ Reporting Requirements▪ Reporting System▪ Resources▪ Q&A
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Thank you for your
efforts to comply with
reporting requirements.
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0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
100.00%
2018 2017 2016
Submission of Reports
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We did some analyticsAnd this is what we found…
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88% of LEAs Reported Doing Business with Vendors that Fell Under Title 13 Requirements
LEA's Submitted Information
LEA had nothing to Submit
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Examples of….
Expenses Reported by LEAs that had “Nothing to Report”
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Expenses with Law Firm
Consulting Services
Electrical Services
Land Surveyors
Tree Surgeon
Body Shop
Engineering Services
IT Services
Construction Company Services
Waste Management Services
Roofing Company Services
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What is the Takeaway?
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The LEAs are doing a great job of submitting their immigration reports.
Increased Emphasis is needed to assess what needs to be reported.
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Title 13 Compliance
Requirements
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Two Public Employer Requirements under O.C.G.A. §13-10-91
• must register and participate in the federal work authorization program to verify employment eligibility of all new hires.
• May not enter into a contract for the “physical performance of services” unless the contractor registers and participates in the federal work authorization program.
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Verification of New Hires
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Use E-Verify to confirm employment eligibility of all new hires.
Complete verification process within 3 days of a person’s employment.
Will receive results within 24-36 hours of verification request.
E-Verify administered by the U.S. Customs and Immigration Service. website is: https://www.uscis.gov.
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Contractor Verification
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• A public employer cannot enter into a contract for the physical performance of services unless the contractor registers and participates in the Federal Work Authorization Program.
Federal Work Authorization Program is commonly referred to as: E-Verify!
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Physical Performance of Services
• Defined as…the performance of labor and services using a bidding process or by contract wherein the labor or services exceed $2,499.99.
• Includes routine operation, repair, and maintenance of existing structures;
• Includes services needed for normal operations.
Per the Attorney General….A Purchase Order is a Contract.
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Exceptions
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Individual licensed pursuant to Title 26 or Title 43 of OCGA or by the State Bar of Georgia
Contracts between two public employers
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Documenting Contractor
Compliance
• Obtain a notarized affidavit that states…
• The contractor uses the federal work authorization program
• The contractor will continue to use program for duration of contract
• E-Verify number and date of authorization
• Affidavit required even if contractor only has one employee
Locate Affidavit at: http://www.audits.ga.gov/NALGAD/section_3_affidavits.html
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Affidavits
Retained for 5 years
New affidavit required each time you contract with a vendor
Obtain affidavit in advance of awarding the bid
Contractors must obtain similar affidavits from sub-contractors (must be submitted to public employer within 5 days of receipt)
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Contractors with No Employees
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Entities must still verify eligibility to work in the United States
Verify through Driver’s License or State ID
AG’s Office maintains list of states that verify eligibility through its
driver’s license process.
Affidavit not required
Would not have E-Verify Number
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Statewide Contracts
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For statewide contracts, DOAS obtains E-Verify Number and affidavit.
Entities can use information obtained by DOAS.
E-Verify Affidavit located in TGM (within the attachments)
Entities must still include on annual report.
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Title 13 Reporting
Requirements
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Title 13
Reporting
Requirements
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Requirements outlined in O.C.G.A. §50-36-4
(d) (2) and (3).
Reports due no later than December 31st of
each year.
Reporting period is December 1 –November 30.
System will open on November 1st.
Include every contractor hired that
meets the definition of “physical performance
of services.”
Every entity must submit a report, even if they have no contracts defined as
“physical performance of services.”
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Report Must Include…
1• Name and Address of Contractor
2
• Yes/No Response of Whether Contractor Must Submit E-Verify Number
3• E-Verify Number if Required
4• Date of Contract
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Requested Optional Information
1 •Contract Number
2 •Contract Amount
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Example of File Layout
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Tips to Facilitate Title 13 Reporting…
• Plan Ahead
• Know what account codes may involve services to be reported
• Have a process for identifying vendors at the front-end
• Have a process in place for gathering/storing affidavits
• Review completed affidavits to ensure they are complete and E-Verify Number meets criteria
• Keep a spreadsheet throughout the year to include information that needs to be reported.
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Filing Your Annual
Report
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Collection System
• DOAA uses a web-based system to collect reports.
• Access system at: https://www.audits.ga.gov/auth
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Collection
System -
Points to
Remember
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Must have an account to
access collection system.
May access multiple
applications or entities under
an account.
Employees have the
accounts, not the entities.
Multiple employees
within an entity may have an
account.
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Login/Account Creation Process
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Your user name is your e-mail address.
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Application Link
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Immigration Collection System
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Section 1 – Confirm Entity E-Verify Information
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This information will be pre-populated. Just verify and hit “confirm.”
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Section 2 – Contractor Report
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If Entity Responds “No”
If an agency does not have any contracts that meet the definition of “physical performance of services,” the agency must report that in the system.
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If Entity Responds “Yes”
• There are two ways to enter contractor information:
• Upload a CSV file or
• Directly enter data into the system.
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Automatic Upload Into System
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Direct Entry of Information into System
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Your Data – In Working Form
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This Photo by
Information is Valid
This Photo by Unknown Author is licensed under CC BY-SA
Information is invalid and should be corrected before you confirm.
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Your Data - Finalized
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Green flags indicate information meets all validation checks.
Submission Period: 2018
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Summary Page
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Summary Page
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Other
Reporting
Requirements
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Confirm E-Verify Number
Public Benefits Report
Sanctuary Policy
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Need Resources?
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Need Resources?
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Need Assistance?
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FAQ Page
Submission Instructions
Guidance from the Attorney General
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Outside Resources
Georgia Attorney General’s Office
https://law.Georgia.gov/resources/immigration-reports
Georgia Municipal Association’s Guidebook
https://www.gacities.com/Resources/GMA-Handbooks-
Publications/GMA-Publications/Immigration-
Mandates-on-Municipalities.axpx
Department of Homeland Security –
Information Regarding E-Verify
https://www.e-verify.gov
Department of Homeland Security –
Information Regarding SAVE
https://www.uscis.gov/save
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My Contact Information
Carol Schwinne
Director of Administration
Department of Audits and Accounts
404-463-2670
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