The Office of Human Resources

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The Office of Human Resources
Welcome to
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E-VERIFYHuman Resources Representatives
MeetingDecember 16, 2008
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What is E-Verify?

• Executive Order issued by President Bush
• Internet-based verification system
• operated by the Department of Homeland
• Security (DHS) in partnership with the
• Social Security Administration
• Supplement to the I-9 requirement
• Applicable to employers with federal
• contracts

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Why Now?

• Final Rule published November 14, 2008
• Rule is effective January 15, 2009
• Note Discussions have been held with the law
  firm, senior leadership, Sponsored Programs,
  Corporate Controller and several work units

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Exemption

• Institutions of Higher Education
• were granted an exemption from
• having to E-Verify all individuals
• University will utilize this exemption
• Exemption provides for E-
• Verifying only those individuals
• directly assigned to a federal
• contract
• Consideration of directly assigned

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Individuals to be E-Verified

• Work units with federal contracts
• E-Verify all new individuals currently subject
  to I-9 requirements
• - E-Verify all existing individuals
• currently on a federal contract who began
  after November 6,1986

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E-Verify and the I-9 Process

• For new hires
• - As in the past, for new hires, an I-9 must be
  completed no later than 3 business days of the
  date of hire
• - E-Verify must also be completed at the same
  time as the I-9
• - If List B document is used, it must contain a
  photo (required for E- Verify)

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E-Verify and the I-9 Process

• For existing individuals
• - Corporate Controller will identify existing
  individuals currently on a federal contract
• - Review existing I-9 to confirm all information
  is correct
• - After I-9 is in order, E-Verify

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Timeline

• OHR will enroll Penn State with
• DHS within 30 days of January
• 15, 2009
• Work units with federal contracts
• have 90 days following the
• enrollment date to begin using E-
• Verify for
• - all new hires within 3 business days of hire
• - existing individuals identified by the
  Corporate Controller

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Access System

• Upon enrollment, Penn State will
• use the DHS three-tiered access
• System
• Corporate Administrator OHR
• Program Administrator Human Resources
  Representative and
• other(s) the HRR may designate
• General User employees responsible for
  completion of the I-9
• Good time for HRR to examine work units
  current I-9 practices

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Program Administrator

• Create and maintain user
• accounts, i.e. additional Program
• Administrator(s) and General
• User(s)
• View work-unit reports
• Perform verification queries
• Update profile information
• Unlock user accounts

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General User

• Enter I-9 information and submit
• to DHS
• Receive DHS response
• Enter DHS confirmation number
• on I-9 or attach printed copy
• Notify supervisor of non-
• confirmation
• Run reports on queries
• Update personal profile

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I-9 Information Entered in E-Verify

• citizenship status
• name
• Social Security Number
• date of birth
• date of hire
• type of document provided on the I-9
• form to establish work authorization
• status and proof of identity
• document expiration date, if
• applicable
• if employee is a non-citizen, the Alien
• Number or I-94 number

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Possible System Responses

• Employment Authorized
• - Results to be returned within seconds
• Social Security Administration Tentative
  Non-Confirmation (SSA TNC)
• - There is an information mismatch with SSA
• DHS Verification In Process
• - DHS will usually respond within 24 hours with
  either an Employment Authorized or DHS Tentative
  Non- Confirmation

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Required Notice

• Work units with federal contracts
• - Notice available after OHR enrolls the
  University
• - Needs to be posted at each
• HRR office
• - OHR will distribute posters or will send
  appropriate link

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Training for Users

• Email will follow later today with
• this PowerPoint presentation,
• links to the E-Verify website, the E-
• Verify Users Manual and E-Verify
• Customer Service telephone
• numbers
• OHR will notify you when you can initiate
• registration for you and your work units
• users
• DHS provides online training when each
• user registers

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OHR Contacts

• General Information
• Julie Hensal
• jlh268
• 814-865-0681
• Foreign-Nationals Information
• Michele Barosh
• mbb13
• 814-863-4612

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Questions and Comments