EVerify and Form I9

1
E-Verify and Form I-9

• Payroll Users Group Meeting December 18, 2008

2
E-Verify

• June 2008 Executive Order
• President signed Executive Order 12989 directing
  all federal
• departments and agencies to require government
  contractors to use
• the DHS E-Verify system to establish
  employment eligibility for new
• hires and existing employees whose work is
  funded through a federal
• contract.
• Effective date January 15, 2009.
• July 2008 Missouri Legislation
• States first directive to audit all state
  contracts valued at 5000 or
• more to ensure employees are legally eligible to
  work in the U.S. and to
• terminate contracts if illegal immigrants are
  employed.
• Requires contractors to certify that employees
  whose work is funded
• through state grants and contracts meet state
  and federal employment
• eligibility requirements.

3
Impact

• All employees who are assigned to work under
  federal contracts (awarded post-1/15/09) and
  Missouri state grants and contracts (awarded
  post-1/01/09). Includes faculty, staff, and
  students.

4
Obligations Requirements

• Must enter information from Form I-9 and verify
  supporting documentation provided by new hire.
• Requires written justification of non-compliance
  if not complete in first three days.
• Resolve E-Verify issues within eight business
  days.

5
E-Verify Process for New Hires

• School/dept. payroll reps schedule appointment
  with new hire on first day of employment.
• New hire completes I-9 and provides original
  supporting documents for review.
• If required, designated school/dept. rep enters
  I-9 information into E-Verify.
• Issues require follow-through by the designated
  school/dept. rep and hiring manager.
• Follow-through may include referring new hire to
  SSA or DHS.
• Enter new hire into HRMS route to HR for
  approval.
• I-9 and copy of E-Verify confirmation should be
  sent to HR.
• Non-compliance could ultimately impact our
  institutional ability to secure federal and state
  contracts and grants.

6
E-Verify for Existing Employees

• Communication from Research Office.
• HRMS message / reports.
• Retrieval of a copy of Form I-9 from HR.

7
E-Verify Process
E-Verify not required dept. forwards I-9 to HR
or OISS
Remind departments of I-9 at start of recruitment
process hiring dept. extends offer of employment
Dept/school notifies new hire with instructions
to complete section 1 of I-9
Dept./school schedules appt. with new hire on or
before first day
At appt., payroll rep/dept. reviews original
documents and completes section 2 of I-9
E-Verify required dept. initiates E-Verify
E-Verify returns a response
Employment authorized (verification successful)
SSA tentative non-confirmation notice and
referral letter provided to new hire with
instructions to resolve dept. assists in
resolution and/or consults with HR
Cleared SSA. DHS verification in process DHS
responds within 3 days. Tentative
non-confirmation notice and referral letter
provided to new hire with instructions to resolve
Dept. reviews non-confirmation during 8-day period
Dept./OISS reviews non-confirmation during 8-day
period
Confirmation received and filed with I-9 OR
further action/follow-up
8
Form I-9 Compliance

• Notify and educate all those who have hiring
  responsibility.
• Establish a protocol that allows the new hire to
  complete all new hire forms, including the I-9,
  on the first day of employment.
• Review and record approved supporting documents
  on Form I-9.
• No longer required to make copies of supporting
  docs unless box 3 is checked.
• Form I-9 must be complete within the first three
  business days of employment.
• Form I-9 handbook www.uscis.gov (type handbook
  for employers in the search box).

9
Timeliness

• Three-day rule
• Applies to all hires students, faculty, and
  staff.
• If an employee fails to produce the required
  documents within three business days, he/she
  cannot continue to work until requisite documents
  are produced.
• Penalties for non-compliance.

10
Keys to Success

• Complete Form I-9 and E-Verify process in a
  timely manner three business days for new
  hires.
• Use correct hire dates.
• Sign the forms.
• Regulations allow a short window of time (eight
  days) to resolve issues of tentative
  non-confirmation in E-Verify. Follow-up daily.

11
Questions and Follow-Up

• Lora Lanczkowski Manager of Faculty Records
• l.lanczkowski_at_wustl.edu
• 935-5158
• Georgiann Kegel HRMS Analyst
• gkegel_at_wustl.edu
• 935-5949
• Debbie Blandford Manager, Employment Talent
  Services
• debbieblandford_at_wustl.edu
• 935-8311