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I-9 Complete Manual - University of Maryland

1. Section 3 add New Name Add Section 3 Rehire Employee One reason for adding Section 3 information to an l 9 Record is to rehire an employee within three years of the date the initial Form l 9 was originally completed Consult your organization policy manual to determine if Section 3 should be used to rehire a previous employee or if a new Form l 9 should be created instead To rehire an employee click the Create New Section 3 bar Enter the Date of Rehire under Step 3 and remember that if the termination date was set previously it will be automatically cleared after this section is signed For rehired employees that have expired work authorization documents or need to provide new evidence of employment eligibility fill out the Employment Verification Documents section Step B as described in Add Section l 9Complete User Guide 24 3 Re verification below The New Name fields Step A can be used to update the employee s name at the same time If applicable see above Finally review the certification Statement in the Employer Electronic Verification section Step E and sign using the electronic or paper signature Click the Sign Form l 9 Electronically button to complete the process Date of Rehire 05 27 2014 Note Terminated date will be Cleared if Rehire Date is entered Section 3 Rehire Employee Add Section 3 Re venfication The most critical reason for adding Section 3 information to an l 9 Record is to re veri
2. Please take the opportunity to review and if necessary edit the case details from the Form l 9 2 Once you are Satisfied that the information is correct click Verify and Submit to E Verify Click Cancel to revert to the information saved from the Form l 9 and Exit E Verify to return to Employee Profile page Case Details LastName Goodell First Name Elaine E Verify Assistant Other Names Middle Initial Citizenship Status A citizen of the United States 1 94 Document Alien U SCIS Document Type U S Passport or Passport Card vi Expiration Date 4 6 2018 H Birth Date 6 9 1977 Hire Date 441 132013 H List B Document Type List C Document Type Social Security 1273 45 6729 Passpon 441200749 Passport Issuance Country DMV Document Support Dec ID State Issuing Authority Card Number Verify and Submit to E Verify Exit E Verify E Venfy Preview and Venfy Case Details The following are the two most common scenarios encountered when using E Verify For assistance with E Verify contact the l 9 helpdesk Employment Authonzed If the Form 1 9 has been filled out correctly the new hire is eligible for work in the United States and the information provided matches the information found in the DHS and SSA databases the E Verify case will receive a response of Employment Authorized Per the USCIS 98 of all employees are automatically confirmed as authorized to work work authorized either instantly or within 24 hou
3. O ID card issued by a government Native American tribal document agency Under 18 without the Above List G Documents Employment Authorization Social Security Account Number O DHS Employment Authorization Card Document Birth Certificate U S O Resident Citizen ID Card CO Certification of Birth Abroad U S Citizen ID Card Native American tribal document Continue with Selected Document s Certification of Report of Birth Section 2 Document select window When a document is selected a full Description appears to the right along with Samples and Doc Locator and E Verify Info Once you have selected a List A or a List B and a List C document you can click Continue with Selected Document s button to continue Entenng Document Details After selecting the document types and clicking Continue with Selected Document s to close the document selector window Section 2 will refresh and allow you to enter details about the List A or the List B and List C document types selected The 1 9 Manager must review the documents in person and enter the Issuing Authority Document Number and the Expires date if applicable gt Issuing Authority Enter the federal state local or other entity that issued the document presented by the new hire The Issuing Authority may have a default value that automatically appears which should be modified to match the actual document gt Document Enter the full document
4. Click here to Clear Documents List A U S Passport or U S Passport Card W Reselect from list US Department of State s Document Issuing Authority Passport Document Expires Attachment Attach File E Employee presented an acceptable receipt in lieu of an original document in List A i IF YOU HAVE E VERIFY The document selected must be copied and retained with the employee s 1 9 record The photocopy must be of sufficient quality to allow for verification of the photo and written information The following screen will appear when a case that has been submitted to E Verify requires photo matching l 9 Complete User Guide 42 Employee Profile Form1 9 E Verify Employee Name Elaine Goodell Case ld 2013318112757C Case Date 11 14 2013 E Verify Preview Verify Employee Match the Photo with the one on file with the Department of Homeland Security Employee Photo Select whether or not the photo file displayed on this page matches that on the document provided by the employee w Yes Select Yes if No Photo on this Document is displayed i G No Enlarge Click Continue to complete the verification Click Close Case if you created the case in error or no longer need to continue with the verification Click Exit E Verify to return to the Employee Profile and return to this stage at a later time E Venfy Match Photo Tracker l 9 Complete instructs the User to select the appropriate radio but
5. Middle Name Last Name Other Names Used if any Test Optional Employee Optional Social Security Number Employee ID Employee Email Address Date of Birth XXX XX XXXX Optional Optional Optional Employer f gt Worksite 1 9 Manager Save Create l 9 Sample Empioyer EG Headquarters for Sample Empl al Jack Smith EN Fom 9 Record Summary SESE Create New Form l 9 Create a New Remote Access Form l 9 No Enter Start Date MM DD YYYY b 11 18 2013 Enter or Edit Employee Email Address testemployee test com x Continue Cancel Create a New Remote Access Form 9 E Venfy E Verify is a process used to verify a new hire s identity and authorization to work in the United States Once you have completed the Form l 9 for a new employee by filling and signing Section 1 and Section 2 an E Verify tab will open next to the Form 1 9 tab and you will land on the E Verify Preview and Verify Case Details page Here you can preview the Form l 9 information make changes and or send immediately to E Verify by clicking the Verify and Submit to E Verify button After submitting the Form 1 9 to E Verify you will typically receive a response within a few moments l 9 Complete User Guide 30 Employee Profile Form1 9 E Verify Employee Name Elaine Goodell Case Id Pending Case Submission Case Date Pending Case Submission E Verify Preview E Verify Preview and Verify Case Details Verify Case Details
6. U S Passport book and the U S Passport Card wallet size are sued by the U S Depariment of State to U S citizens and nationals The U S Passport Card has been in production since July 14 2008 There are a small number of US Passport versions still valid and in circulation that may differ from the sample image US Passport numbers typically consist of 9 digits The U S Passport Card number begins with the letter 0 followed by 8 digits agency Under 18 without the Above List C Documents Employment Authorization Social Security Account Number 0 DHS Employment Authorization Card Document Birth Certificate U 5 C Resident Citizen ID Card C Certification of Birth Abroad Q U S Citizen ID Card Certification of Report of Birth Q Native American tribal document F IF YOU HAVE E VERIFY The document selected must be copied and retained with the employee s l 9 record The pholocopy musi be of sufficient quabty fo allow for verificalion of the photo and written information Section 2 E Venfy Reminder Section 2 E Venfy Reminder Continue with Selected Document s Employme nt Verification Documents The Employee Must Present One Document from List A OR one document from List B and List C Use the drop down menu to select a document from List or one from List B and C Then enter the respective document number s and expiration date 5 Click the i button for more information about a specific document
7. for more information about a specific document Document Type Driver license lD State Issuing Authority Document Expires Attachment E Employee presented an acceptable receipt in lieu of an List B Drivers License or Non driver s ID Cal Reselect from list Driver s License New Jersey ET G MJ Motor Vehicle Commission ABC1234567 4 21 2018 Attach File original document in ListB Example List Band List C Documents Selected For A U S Citizen Click here to Clear Documents List C Document Birth Certificate U 8 isidi Reselect from list Issuing New Jersey Health Department Authority Document AIB2C3D4E5 Expires Attachment Attach File SavelValidate E Employee presented an acceptable receipt in lieu of an original document in List 0 Click here to Clear Documents List A Document Foreign Passport with 1 94 Issuing Authority Australia d Country of Issuance AUSTRALIA ET Passport Document 134651324 5 Expires 3 31 2018 1 94 Issuing Authority DHS k 1 94 Document 79498465484 1 94 Expires DIS g Additional Documents l 20 Issuing Authority l 20 Document 4 l 20 Expires Attachment F 1 M 1 Employee Form l 20 ea University of California N1234567298 s 06 23 2015 x z Attach File 4 Employee presented an acceptable receipt in lieu of an original document in List A i s Employment Ve
8. is incorrect Click Continue to complete the verification process and close the case Click Exit E Verify to return to the Employee Profile and retum to this stage at a later time Exit E Verify Final E Verify Step Lastly provide case closure details by selecting the appropriate radio button and click Continue The E Verify case will be closed and you can click Exit E Verify 9Complete User Guide 33 Employee Name David Cook Case Id 2013317124110MT Case Date 11 13 2013 E Verify Preview Close Case Select Provide Employment Closure Status Details Case E Verify Case Status David Cook Employment Authorized Employed Status Employee is still employed Case Closed The employee continues to work for the employer after receiving an Employment Authorized result Case 2013317124110MT is Closed Case Detail E Verify Assistant First Name Last Name Middle Initial David Cook Birth Date 12 03 1935 Other Names Social Security 123456739 Hire Date Citizenship Status Document Type List B and C Documents 1113 2013 Passport List B Document Type Driver s license or ID card issued by a U S state or outlying possession List C Document Type Social Security Card 1 94 Document A citizen of the United States Passport Issuance Country DAY Document 870165851 Support Doc ID Driver s License Alien USCIS Expiration Date 12 03 2014 State Issuing Authority MS Card Nu
9. longer need to continue with the verification Click Exit E Verify to return to the Employee Profile and retum to this stage at a later iime O 9 Complete User Guide 3 An employee that chooses to contest a TNC must be referred to the SSA or DHS Employees that choose to contest the TNC have eight federal government workdays to visit an SSA or contact DHS Initiate the Referral process after completing the TNC Notice process To continue with the TNC process you will need to follow the steps on the page that follows see screenshot below L Print the SSA Referral Date Confirmation Letter by clicking on the Print Notice button Use the dropdown menus to designate printing the notice in either English or Spanish Provide the SSA or DHS Referral Date Confirmation Letter to the employee who has contested this SSA or DHS TNC Inform the employee that he or she has until the date indicated on the Referral Date Confirmation Letter to contact SSA or DHS Check back here periodically for case status updates E Verify will let you know the date that they will update the case by Click Close Case if you have created the case in error Click Exit E Verify to Continue l 9Complete User Guide 39 Employee Name David Cook Case Id 2014078161325PP Case Date 03 19 2014 E Verify Preview Verify Employee Close Case Reverify Case Details 55A Details SA Referral Date Sign Further Confirmation Action Notice Deci
10. number for the document presented by the new hire I 9 Complete User Guide 17 gt Expires Enter the expiration date for the document selected and presented as evidence For document types that do not have an expiration date like a Birth Certificate the Expires textbox is disabled In most cases when the document requires an expiration date the Expires date must not be in the past Certain Section 2 documents can have a blank expiration date to account for exception cases e g Washington State Driver s License legacy Alien Registration Receipt Card An alert message pop up appears when a Section 2 document expiration is blank gt Attach File Scan all documentation as part of the Form l 9 process browse to the scanned file on your system to attach it to the record The document should be scanned copy of the document in GIF JPG or PDF format Upon saving the section the file is uploaded to the l 9 Complete web portal and stored with the l 9 record gt Employee presented and acceptable receipt in lieu of an original document Check this box ifthe employee provided employment eligibility document receipts so that you can receive reminders when work authorization documents are due When the List B document Driver s License or Non driver s ID Card is presented a few additional fields are required Driver license ID Select whether the document is a Driver s License or ID Card from the dropdown State Select the state tha
11. 10 35 AM Signed Section 1 John M Thomas Section 1 And 2 Alerts for an l 9 Record Fom l 9 Validation Alerts Key PI Curable Error Must be fixed before signing either Section 1 or 2 p Form l 9 compliance issues that cannot be fixed but can be Incurable Error f addressed via an audit l For Form 1 9 fields that are not required and for general areas of ORG concern 9Complete User Guide 28 Handling Curable Emors All curable errors listed for a section must be corrected before that section can be signed When you try to sign or re sign Section 1 or 2 a red error message will appear if there are curable errors that must be fixed Handling Incurable Errors Incurable errors can arise that cannot be fixed given the existing data in the l 9 record For example if Section 1 is not signed as of the Start Date and instead signed the next day an incurable error is listed in the Validation Alerts box Since it is too late to fix this issue an incurable error remains with the l 9 record Handling Wa mings The Form 1 9 Alerts box lists warnings which are general areas to be concerned with including optional data fields that you might have missed by mistake Warnings are not a major concern most of the time but can alert you by providing useful assistance and Suggestions Create a New Remote Access Fom l 9 The New Remote Access Form l 9 feature in Tracker l 9 Complete allows employees to complete Section 1 remotely This f
12. City State Zip Code Required lt None gt EA Required lad lattest under penality of perjury that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct 3 amp Click Confirm Paper Signature to complete the signature requirement Confirm Paper Signature Section 1 Paper Employee Signature with Preparer Translator Certificate Displayed Under Age 18 Employees When Il 9 Complete detects that an employee is under the age of 18 a warning prompt appears during the signing process to inform you when to follow special rules Based on which identity and work authorization documents the employee has will determine how to handle this scenario Refer to the USCIS 1 9 Handbook for Employers M 274 for more information about the legal requirements You cannot use the Remote Hire link for Employees under the age of 18 If the employee is under the age of 18 and cannot produce an acceptable List A or List B document check the box directly beneath Provide an Electronic Signature This will require having a parent or guardian sign as the Preparer Translator in Section 1 9 Complete UserGuide 11 Electronic Signature Q Paper Signature Provide an Electronic Signature A The employee is under the age of 18 and cannot produce a List A or List B document type for Section 2 INDIVIDUAL UNDER AGE 18 will automatically appear in the Print Employee Name field an
13. G UNIVERSITY OF aw MARYLAND 9 Complete User Guide Last updated 6 10 15 9 Complete Powered by Tracker TABLE OF CONTENTS ACCOUNT E 5 Ta EEE 1 POT NNN 1 BEL 6 05 Chea EEE OE 2 Creating a New Form I1 9 aaauuunnnannnasannnnnnnnnsnnnnnnnnnssnnnnnnnnnnssnnnnnnnnsnnnnnnnunnssnnnnnnnnsner 2 Dea OLEG g e ere 3 PFU Lg 6 Employee Name and Identification ccccccccseeee eee eeeeeeeeeeeeeeeesseeeeeetessgaeeetetsegags 7 Employee Address and Contact Information cccccceee cece eeeeeeeeeeeeeeeeeeeeeeeeseeaaes 7 Employee Employment StatuS ccc cece cece ceee cence ee eeeeeeeeeeeeeeeneueeeeseneeneeeeeenaagges 8 ENE Nr 8 Electronic Signature rauavnnnnnnnnnssnnnnnnnnssnnnnnnnunsssnnnnnnnuensnnnnnnunsssnnnnnnnnesssnennnnne 9 Preparer and or Translator Certification a aarrrnnnnnvrnnnrnnnnnsennrrnnnnnsrnnnrnnnnnssnnnnnnne 9 Under Age 18 Employees cc ccccccseese cece eeeeeeeeeeeeeeeeaeeeeeetesenaeeeestsengeeeeettnsegags 11 EMNER 12 AMONA SSCUOM vvrvrvrvrvvevvvvv 13 UNN 15 EN DENN 15 Employment Verification DOocumentS aasrnavannnnnnnnssnnnrnnenssrnnnnnnnnnssnnnrnnnnrsssnnnnne 16 Selecting List A or List B and List C DOCUMENTS raaunnnnnnnnnssnnnrrnnnnnsnnrnnnnnnseennn 16 ENE Document Detalls aers NU EARNE UNI AE EESE ISA 17 Changing Selected Documents aaauunnnnnnnnnsnnnnnnnnnsennnnnnnnsssennnnnnnnsnsnnnnnnnnssenene 20 ENN 20 jag er Ege ee ol EE e
14. Name Cook Middle Initial Other Names Social Security 123 45 6788 Birth Date 03 02 1970 Click Close Case if you created the case in error or no longer need to continue with the verification Click Exit E Verify to return to the Employee Profile and return to this stage at a later time O The next screen will prompt you to begin the SSA Tentative Nonconfirmation Process TNC l 9 Complete User Guide 36 Employee Profile KUTTER E Verify Employee Name David Cook Case Id 2014078161325PP Case Date 03 19 2014 E Verify Preview Verify Employee Close Case Reverify Case Details 55A Details SSA Tentative Nonconfirmation TNC The combination of employee name Social Security number and birth date submitted to E Verify for this case is not correct according to SSA records This does NOT mean that the employee is unauthorized to work in the United States It does mean that you will need to begin and complete the SSA TNC Process to verify the employee s employment authorization Click Continue to begin the TNC Process Click Close Case if you created the case in error or no longer need to continue with the verification amp Click Exit E Verify to return to the Employee Profile and return to this stage at a later time Begin TNC Process As noted in the instructions on screenshot below the TNC process typically involves the following steps Note The instructions for both an SSA TNC and DHS TNC are identical 1 Re
15. a C No 0 Date Range Reverify Ona C Mo 0 Date Range E Verify Case NA C No 0 iDate Range Terminated NA i Date Range Clear Filter Apply Filter Employee l 9 Records 10 Export to Excel Full Name Stat Date Section I Completed Section 2 Completed E Verify Case Date Reverify Due Date Tem Date ALLEN Barry 10 27 2014 1027 2014 10 27 2014 10 27 2014 COFFEE joe 1016 2014 10 23 2014 You can filter your results by selecting one or more values from the Next Action Needed Employer Worksite and or 1 9 Manager dropdown lists and clicking the Apply Filter button You can also limit your results by choosing one or more of the radio button options listed on the left hand side of the page and entering a corresponding date or range of dates Employee l 9 Record Summary List View Employee l 9 Records displays a spreadsheet like view of your l 9 records This list can help you quickly locate employees check the status of their Form Il 9 and access their 9 Records You can sort by column and hide and unhide columns All data is exportable to excel l 9 Complete User Guide 47
16. are an alien authorized to work please provide the following additional information Qo authorized to work until 12 31 2016 5 N A Not Applicable 2 A Number USCIS Number Required if no Admission Number A Number USCIS Number 987654321 x Admission Number Required if no A Number USCIS Number Section 1 Employee Employment Status Fields Employee Employment Status Completed by the employee e Employee Employment Status This field is required in order to save the l 9 record Select one of the four possible radio buttons A citizen of the United States A noncitizen national of the United States A lawful permanent resident Requires a nine digit A Number USCIS Number An alien authorized to work Requires either a nine digit A Number USCIS Number or an eleven digit Admission Number select the matching radio button to choose which document number to add to the Form l 9 o Date authorized to work until Date that the employment authorization expires ifany The date should be entered in the format of mm dd yyyy If employment authorization does not expire ex refugees aliases etc then check the N A Not Applicable box o A Number USCIS Number 9 digits required if no Admission Number o Admission Number 11 digits required if no A Number USCIS Number e Foreign Passport Number if an Admission Number is entered a foreign passport number is required In certain circumstances this is not necessary and the e
17. ate of birth and Social Security Number if applicable G Erter your street address and city state and postal code Q Ere ter your employment status and if applicable authorization expiration date and docum son tne torm using the paper or electronic process The red asterisk denotes a required field A response must be provided wherever indicated to successfully complete Section 1 of the Form Employee Name and Identification First Name Middle Initial LastName 0 Bill Optional Blass Date of Birth Required Social Security Number KK HI IO Employee Address and Contact Information Street Name and Number Apt Number Required Optional City State Zip Code Required lt None BA Required Phone Number Email Address Optional Optional Employee Employment Status I attest under penalty of perjury that the employee is check one of the following Acitzen of the United States A noncitzen national of the United States A lawful permanent resident Analien authorized to work FIG FORM 1 9 SECTION 1 Other Names Used if any O Required 9 Instructions English Espa ol Anti Discrimination Notice It is illegal to discriminate against any work authorized individual in hiring discharge recruitment or referral for a fee or in the employment eligibility verification Form 9 and E Verify process based on the individual s citizenship status immigration st
18. atus or national origin Employers CANNOT specify which document s they will accept from an employee The refusal to hire an individual because the documentation presented has a future expiratigggg constitute illegal discrimination information call the Office of Speca co Immigration Retated Unfair Employment Practices OSC at 1 800 255 7688 employees 1 800 255 8155 employers or 1 800 237 2515 TDD or visit www justice gov ct aboutosc Save Validate N A Not Applicable Save Validate l 9 Complete User Guide 6 Employee Name and Identification Completed by the employee e First Name Enter the first name for the employee This field is required in order to save the l 9 record e Middle Initial Enter the middle initial for the employee if applicable e Last Name Enter the last name for the employee This field is required in order to save the l 9 record e Other Names Used if any Provide all other names used if any including maiden name If the employee has had no other legal names check the N A Not Applicable box This field is required in order to save the l 9 record e Social Security Number The social security number for the employee in the format of XXX XX XXX This field is checked to ensure only valid numbers are accepted This field is required in order to save the l 9 record if the employee is associated with a Worksite that has E Verify enabled e Date of Birth The date of b
19. continue with the verification Click Exit E Verify to return to the Employee Profile and retum to this stage at a later time Photo Mismatch DHS TNC Process Reports Several important reports are available in Tracker l 9 Complete to help you keep tabs on the l 9 records that you are managing and discover issues before they become problems Many reports display the employee name as a hyperlink that when clicked opens the Il 9 record Right click and choose to open the Il 9 record in a new browser window or tab depending upon browser version in order to keep the report visible as you investigate specific records 9 Record Summary List To review l 9 records logon to l 9 Complete and select the 1 9 Record Summary List View from the Reports dropdown l 9 Complete User Guide 46 Accessing the l 9 Record Summary List View Dashboard Manage l 9 Manage E Verify Reports Help l 9 Record Summary List View ompliance Reminder Scion 1 must be signed by the employee first day of Create New l 9 ork for pay Section 2 riph besieged within haince laiit ihe date employment begins Form 9 Task Due Reports gt 9 Record Summary List View Employee l 9 Records Next Action Needed lt ANY gt Due Date NA Yes No Date Range Employer lt All gt Section 1 NA C No 0 Date Range Worksite lt All gt 9 Manager lt All gt Include Historical 1 9 Records Start Date Yes No 0 Date Range Section 2 On
20. d the parent or legal guardian must complete the Preparer and or Translator Certification Employee Name First Last and Middle Initial Enter your legal name as your electronic signature INDIVIDUAL UNDER AGE 18 Please enter and confirm the answer to the signature question listed below Please enter your father s birthplace Answer Confirm Answer JP Select the box next to I Agree to acknowledge that you have read and accept the fact that you are signing a U S Government Form and that you are aware that federal law provides for imprisonment and or fines for false statements in connection with the completion of this Form i I Agree Last Name First Name Date MM DD YYYY 4 To re sign enter the previously provided answer to the security question Alternatively click Reset Answer Confirm Answer ee es Preparer s Translator s Address Street Name and Number P Required City State Zip Code Required lt None gt Ba Required lattest under penality of perjury that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct z O Click Sign Form l 9 Electronically to complete the electronic signature Sign Form l 9 Electronically Section 1 Employee Signature for New Hire Underthe age Of 18 Employee Receipt At any time after signing Section 1 a pdf copy of Form l 9 is available under the Audit History secti
21. date the case result in 8 federal government work days The SSA or DHS may send a resolution authorizing work or may issue a Final Non confirmation or may request additional action For a full list of outcomes and how to handle them please see the full User Manual Click Exit E Verify You can access the employee s E Verify case at any time to check for status updates l 9 Complete User Guide 40 Employee Name David Cook Case Id 2014078161325PP Case Date 03 19 2014 E Verify Preview Verify Employee Close Case Reverify Case Details 55A Details SSA Referral Date Confirmation Decision Pending Referred to SSA Print SSA Referral Date Confirmation Letter Return Periodically for Updates This Employee has been refered to SSA on Wednesday March 19 2014 Please follow the below steps to continue the TNC process E Verify Assistant a Print the SSA Referral Date Confirmation Letter English Print Notice Provide the SSA Referral Date Confirmation Letter to the employee who has contested this SSA TNC 3 inform the employee that he or she has until the date indicated on the Referral Date Confirmation Letter to contact SSA O Check back here periodically for case status updates E Verify will update the case status by Friday April 4 2014 You will need to take action on the case after the status is updated To reprint the Further Action Notice click the View Upload File bution above Click Close Case if you created
22. de 9 to offer assistance and how to store information on the preparer or translator who provided this assistance The following fields must be completed by the preparer or translator when completing this certification during Section 1 signing Last Name Have the preparer or translator enter their last name First Name Have the preparer or translator enter their first name Date Date Section 1 was completed by the preparer or translator in the format of mm dd yyyy Answer and Confirm Answer Have the preparer or translator answer the question and confirm the entry as a way to record their electronic signature Preparer s Translator s Address Have the preparer or translator enter their complete mailing address o Street Name and Number o City o State o Zip Code Attestation Have the preparer or translator check the attestation box Electronic Signature 3 Paper Signature D Provide an Electronic Signature Employee Name First Last and Middle Initial Enter your legal name as your electronic signature Test Employee Please enter and confirm the answer to the signature question listed below Please enter your father s birthplace gt Answer Confirm Answer Select the box next to I Agree to acknowledge that you have read and accept the fact that you are signing a U S Government Form and that you are aware that federal law provides for imprisonment and or fines for false statements in c
23. e or if the information entered was not accurate and needs to be re entered Click the Delete button on any Re verified section listed on the Section 3 tab to permanently remove it You will be prompted to confirm the operation which cannot be undone Section 3 items cannot be edited and can only added to or deleted from the l 9 Record To preserve the Form l 9 Signing History and change report deleting a Section 3 will update the history to reflect the removal of the signed Section 3 Create New Section 3 iCIMS Manager Reverified 5 16 2014 A New Name if applicable Last Name First Name Middle Initial Mote adding a New Name will NOT change the employee s name on the Employee Profile or Section 1 of the 1 9 Record O Employment Verification Documents Document Type U S Passport or U S Passport Card Issuing Athority US Department of State 999999999 Document Expires W21 2018 File Attachment Attach File Employee presented an acceptable receipt in leu of an original document Delete Section 3 9 Complete User Guide 26 View Upload File Delete 1 9 Summary Section 1 Section 2 l 9 Record Summary Information Section 1 Section 2 s Middle name is blank Audit History Section Date h Audit History Event Signature 05 16 2014 03 54 PM Deleted Section 3 ICIMS Manager 05 16 2014 03 50 PM Signed Section 3 ICIMS Manager 05 16 2014 03 25 PM signed Section 2 ICIMS Manager 05 16 2014 03 23 PM Signed S
24. e re 20 EVSCE OIC 51 eC gt EE 20 Amend Section 2 one 21 NN A E A 23 secHon TN 23 Add Section 3 New NAME 2 2aspaseesepeeee NN 24 Add Section 3 Rehire Employee aauunnnnnnnnvvnnnnnnnnsssnnnnnnnnssnnnnnnnnnssnnnnnnnnsssennnnne 24 Ada Section 3 ReE VerificatiOn scssi OO OO Oaa 25 Pelete SN S suscacacaccacanenntaaaaaaaadadonemnnnnnnnnnannnnnnntiececeguunnieeseseseeeeeesesseessesesses 26 NOLES and Tasks FE ore AAEE EEEE EEE 27 Form l 9 Section 3 AddendUM ssssssssssrssrrsrrsrrsrrsrrrrrsrrrrrsrrsrrsrrrrrrrrrrrerrrrerrerrere 27 Re verification Rules Expiration DateS ssssssererererrerererererrrrrrererrrrrrerererre 27 Valgat RE 28 Form l 9 Validation Alerts Key nenesesnsrerererrrrersrerererrrrersrrrrrrrrsrrrrrrerererererre 28 Handliioo Curable Erro Nr 29 Handling ak ere 0 ad 0 OE 29 Handling Warnings esessssessrsrerrererersrerrrrererrrrrrerererrrrrrererererrrrerererrrrererrrrrrne 29 Create a New Remote Access Form l 9 vacsssossnanssosseonsaonennsstaaaaameandddudeeuasanediaeenareuan 29 Steps to Create a New Remote Access Form 1 9 cece ccc cece cece ee ee eeeeeeeeeeeeeteneenenees 29 ENN 30 EMpPIOVIMENE AULNORIZEG sxnnienic cect citi i i ieee iid A eeennemnnuunaeneetameaiewaaeetiaeaais 31 Tentative Non confirmation 4 34 PMOL 08 1 ge 41 RS 44454444 46 l 9 Record Summary LISE ciisscntccciccdicaddecdacadadaddecessaansassennsnannnseesoaacc00459905059S95599 46 Account Login The URL to l
25. eature will send an email to the new hire with a link toa web form so that they can fill out their Form 1 9 Section 1 securely from home or at their desk Stepsto Create a New Remote Access Fom l 9 1 Click Create New l 9 from the Dashboard page or Create New Form 9 from the Manage l 9 menu 2 Click Create New l 9 for New Employee option from the Create 9 Wizard popup 3 Enter the employee s First Name Last Name Employer and Worksite The Middle Name Other Names Used if any Social Security Number Employee ID Employee Email Address Date of Birth and l 9 Manager fields are all optional for this step Click Save 4 Click Create a New Form 1 9 and select the Create a New Remote Access Form l 9 radio button 5 Enter the employee s Start Date and Email Address and click Continue 6 Aconfirmation popup message will appear Click OK to proceed 7 The next action due for this employee under their Progress Bar will appear as Complete Section 1 8 An email message will be sent to the employee s email address welcoming them to the University of Maryland and requesting they click a link to complete Section 1 of the Form l 9 9 Complete User Guide 29 9 The responsible l 9 Manager has three days from the start date to complete Section 2 in person with the employee who will present their work authorization documents for inspection Employee Profile Employee Information Required Fields Delete Profile First Name
26. ection 1 Sample Employee Audit History Showing Section 3 As Deleted Notes and Tasks Fields Il 9 Managers can use the Notes field under the Employee Profile Enter any additional information in the Notes field It is recommended that each l 9 Manager tags notes they entered with their initials and a date for clarity and makes sure not to erase notes entered by other l 9 Managers This field does not appear on the printed Form l 9 Form 1 9 Section 3 Addendum Unlike the paper Form 1 9 that is limited to one Section 3 Tracker 1 9 allows you to add more than one Section 3 to any l 9 Record In order to support multiple Section 3 items when viewing saving and printing the Form 1 9 PDF 1 9 Complete adds an addendum to the end Each addendum page can display information for up to four Section 3 items associated with the l 9 Record and as many addendum pages can be added as necessary Section 3 items displayed on the Updating and Re verification Page and on the Form 9 PDF are always sorted in date signed order from the earliest to the latest Re venfication Rules Expiration Dates An l 9 Record displays the next action as Re verification Due with a due date for when the employee s authorization will expire 9 Complete follows a number of rules to determine the earliest date that re verification will be required The rules are in place to ensure re verification alerts are as early as may be necessary given the complexity of many employment
27. ee Sgnature Process Select the Electronic Signature radio button The first time an employee signs Section 1 they are required to 1 Enter their full name in the Employee Name First Last and Middle Initial textbox 2 If applicable enter and confirm the answer to the signature question listed Answers Should be entered in the Answer and Confirm Answer textboxes If there are changes made to the l 9 that warrants Section 1 to be resigned by the employee they will need to re enter the same answer they provided for this signature question at that time Adding a signature question when signing Section 1 is a Tracker l 9 Complete feature that can be configured by Users with a Client Admin role 3 Check the Agree box 4 If applicable complete the Preparer Translator Certificate This should only be completed and signed if Section 1 is prepared by a person other than the employee 5 Click the Sign Form 1 9 Electronically button Preparer and or Translator Certification This set of fields is used to record the name and address of the person that assisted the employee when filling out Section 1 information Click the plus button to show the Preparer Translator Certification to display this optional signing section Click the minus button if you wish to hide the Preparer Translator signing section from the Section 1 Signature Please refer to the Form l 9 guidelines and your organization s policies on when 9 Complete User Gui
28. egins However if an employer hires an individual for less than three business days Section 2 must be completed at the time employment begins lf an employee is unable to present a required document or documents the employee must present an acceptable receipt in lieu of an acceptable document s The red asterisk denotes a required field response must be provided wherever indicated to successfully complete Section 2 of the Form Review and record the document title s issuing authority ies document number s and expiration date s if any Enter the employee s first day of employment confirm the business name and address and then Save and validate O Review Sections 1 and 2 and then use the Paper or Electronic process to sign and verify Validation Summary Must be fixed before signing Section 2 Document s not specified Save Validate To Do Edit Section 2 and enter the Start Date ge s Em ployment Verification Documents The Employee must present one document from List A OR one document from List B and List C Use the drop down menu to select a document from List or one from List E and C Then enter the respective document number s and expiration date 5 List A List B List C Document Type cajact pa Select El Select Ee Employment Information Employer Worksite Business Name Sample Employer Ea Headquarters for Sample Empl H Sample Employer 101 First Street Atlanta Georgia 30062 Date employee began e
29. elds Other Names Used if any Date of Birth Save Create 9 l 9Complete UserGuide 4 Duplicate Employee Record The purpose of this feature is to prevent duplicate l 9 records from being created in error and to inform l 9 Managers when an employee is rehired and a Form 1 9 is already on file After clicking Save Create 1 9 a new Form 1 9 tab will appear Here the employee can type the information directly onto the page to complete Section 1 After following the data collection rules and saving the required information Section 1 must be completed and electronically signed by the employee to add the record to the Form l 9 Audit History 9 Complete User Guide 5 Section 1 Employee Name Bill Blass l 9 Create Date Worksite Headquarters for Jimmy s Car Wash Section 1 Form l 9 Section 1 Employee Information and Attestation Read This Before Filling Out Section 1 of the Form Please note that Section 1 of the Form must be completed by the employee or by preparerfiranslator if the employee cannot fill out the form on his or her own If using preparerftranslator a completed Freparer Translator Certification will need to be provided Also this part of the Form must be completed no later than the time of hire the same day that the employee actually begins his or her employement Please refer to the i button for more information on specific field or click the Form I 9 Instructions link for EQ Enter your name d
30. eligibility situations and work authorization documents When an l 9 Record does not have a Section 3 the due date Is calculated as the earliest of the Section 1 employee supplied alien authorized to work date OR the Section 2 expiration date for a List A or List C document l 9 Complete User Guide 27 After at least one Section 3 has been completed with a List A or C document the due date is calculated as the expiration date of the List A or C document for the most recently signed Section 3 Validation Alerts The Form 1 9 Validation Alerts box appears on the Summary tab of the Form l 9 page providing error and warning alerts to ensure the Form 1 9 is created and signed ina compliant manner There are three types of Validation Alerts that can be shown based on the problems and issues located Employee Profile Form l 9 Employee Name John Thomas Created On 9 Create Date 11 5 2013 10 34 09 44 05 2043 AM Worksite Headquarters for Sample Employer Upload File Summary Section 1 Section 2 l 9 Record Summary Information Form 1 9 Alerts Section i Section 2 AB Middle name is blank Section 2 Document s not specified ib SSN is blank il Section 2 requires Employer Signature ssn is required because this Form 9 will be processed through E Verify Address is blank city is blank state is blank Zip code is blank Audit History Section Date Audit History Event Signature 1 11 05 2013
31. employee and employer review the Further Action Notice select the checkboxes and indicate the employee s decision to contest or not contest the Tentative Nonconfirmation A copy of the electronically signed Further Action Notice will be automatically saved once all of the required fields are completed and the Refer Case or Close Case button is clicked Employee Signature Employer Signature have reviewed the Further Action Notice and have I have notified this employee of the Tentative indicated my decision to contest or not contest below Nonconfirmation and provided the employee with a copy am signing the Further Action Notice electronically of this Further Action Notice am signing this Further Action Notice electronically I CONTEST the Tentative Nonconfinnation understand that must visit a Social Security Administration field office within amp federal government workdays from the date on the Referral Date Confirmation C 1 DO NOT CONTEST the SSA Tentative Nonconfirmation I choose to give up my opportunity to contest the 55A Tentative Nonconfirmation I understand that my employer may terminate my employment Employee Name Employer Representative Name David Cook Therese Manager Title Tracker Mar lf the employee Chose to CONTEST the SSA TNE click the Refer Case button and follow the Referral instructions Chose to NOT CONTEST the 55A TNC click the Close Case button Click Close Case if you created the case in error or no
32. fy employment eligibility when work authorization documents are about to expire An employee must provide new or updated proof of employment eligibility on or before their current employment eligibility document expires To re verify an employee click the Create New Section 3 bar Under Employment Verification Documents Step B click on the Document Type drop down menu and select a document from List A or C as shown in the Document Selection pop up NOTE List B documents never require re verification Next enter the Issuing Authority Document and Expires date similar to filling out document information in Section 2 The employee may also present a receipt in lieu of an original document The same guidelines apply for Section 3 Receipt Re verification as those for Section 2 The New Name fields can be used to update the employee s name at the same time if applicable see above Finally review the certification statement in the Employer Electronic Verification section and sign using electronic or paper signature Click the Sign Form l 9 Electronically button to complete the process List Documents Both identity amp Employment Eligibility U S Passport or U S Passport C Employment Authorization Card Document 1 766 D AEAN pe Ty ann C Permanent Resident Card or Alien C Foreign Passport with 1 94 or I 94A ris ET El E an sran PE ol al resent Er pg e HOT ence ih a ee av NE M Lire EE armer er M gt a
33. gan employment at the company in the format of mm dd yyyy This field is critical and determines various deadlines for signing and processing the Form 1 9 e Employee hired for three days or less Check this box if applicable This will also determine various deadlines for signing and processing the Form 1 9 Employment Information Employer Worksite Business Name sample Employer Headquarters for Sample Employer sample Employer 101 First Street Atlanta Georgia 30062 Date employee began employment 11 12 2012 3 Employee hired for three days or less Section 2 Employment Infomation Fields Employer Signature The employer representative must sign section 2 of the l 9 record Electronic Signature 9 Complete UserGuide 20 Save Validate 3 Paper Signature Electronic Signature Employer Electronic Verification CERTIFICATION attest under penalty of perjury that have examined the document s presented by the above named employee that the above listed document s appear to be genuine and relate to the employee named that the employee began employment on the above named date and that to the best of my knowledge the employee is eligible to work in the United States State employment agencies may omil the date the employee began employment Name of Person Verifying Form 1g Title or Position ai Enter your legal name and title Smith Jack HR Director 2 Select the box next to I Agree
34. ge E Verify Reports Create New l 9 Fonm l 4 Task Due Summary i Section 1 E Verify Reverification Receipt Reverification Total Section 1 Due Section 2 Due E Verify Pending Reverification Due 0 Receipt Reverification Due 0 Vissing Start Date in Section 2 Dashboard for Basc User with E Venfy Privileges powered by Tracker Creating a New Fom l 9 There are several ways to create a new l 9 record The most common way is to click the Create New 1 9 button from the Dashboard Dashboard Manage l 9 Manage E Verify Reports Help Section E Verify Reverification Receipt Reverification KE l 9Complete UserGuide 2 You can also select Create New Form l 9 from the Manage l 9 dropdown menu Dashboard lanage l 9 Manage HiVerify Reports Help Create New Form l 9 Create New l 9 his is the Staging Testing Environment Form 1 9 Task Due Audit Risk Exposure Summary 1 Section 1 Section 7 E Verify Reverification Receipt Reverification View Risk By All Employees vr HE Either approach will open the Create 9 Wizard Create l 9 Wizard Create New l 9 for Create New l 9 for New Employee Active or Inactive Employee Create New l 9 for New Employee Create New l 9 for New or Active Employee Select Create New 1 9 for New Employee to create a new employee profile and create a new Form l 9 Select Create New l 9 for an Active or Inactive Employee to search for e
35. ge Updates Cancel amp Revert to Saved Popup Window That Appears When a Change Has Been Made To Section 2 Check the Agree box and click Save amp Acknowledge Updates to amend the section The Electronic Amendment will appear at the bottom of the Section 2 tab of Form 1 9 and under the Audit History Section of the Summary tab John Smith Electronically Signed on 2 3 2014 John Smith Electronically Amended on 2 3 2014 Amendment Editor and Date Documented On Section 2 Tab 9 Complete User Guide 22 Audit History Section Date Audit History Event Signature 2 02 03 2014 01 31 PM Amended Section 2 John Smith 2 02 03 2014 01 30 PM Signed Section 2 John Smith 1 02 03 2014 01 21 PM Amended Section 1 John Smith 1 02 03 2014 01 19 PM Amended Section 1 Test Employee 1 02 03 2074 01 04 PM signed Section 1 Test Employee Section 2 Amendment Recorded Under Audit History Section Section 3 The most common usage for Section 3 of the Form 1 9 is to re verify employees whose employment eligibility is expiring The updating and re verification of expiring work authorization is a key component of keeping Form I 9 records compliant Employee Profile Form l 9 Employee Name Sample Employee Seas 4 Secti ee Revesification 19 Create Date 5 16 2014 5 23 49 Senne Due PM TT gry CARESTE 63020414 Worksite Sample Worksite View Upload File Delete 1 9 Section i Section 3 The Section 3 tab is located under the Fo
36. iew j Verify Employee Close Case I Select Provide Employment Closure Status j Details E Verify Case Status Elaine Goodell Employment Authorized Employed Status Employee is still employed Case Closed The employee continues to work for the employer after receiving an Employment Authorized result OTE Exit E Verify E Verify Case Closed If the photo displayed does not match the photo on the document provided by the employee the No radio button is selected and the User clicks Continue then the DHS TNC process will begin The User will follow the same steps for the TNC process that are listed out earlier in this guide 9 Complete User Guide 45 Employee Profile Form 1 9 E Verify Employee Name Flaine Goodell Case Id 201353181 14848DG Case Date 11 14 2013 E Verify Preview Verify Employee Close Case Match Photo E Verify Assistant Begin DHS THC int Revi Process Depariment of Homeland Security DHS Tentative Nonconfirmation TNC Details Discrepency The combination of employee Birth Date and Document Number submitted to E Verify for this case is not correct according to DHS records This does NOT mean that the employee is unauthorized to work in the United States It does mean that you will need to begin and complete the DHS TNC Process to verify the employee s employment authorization Click Continue to begin Click Close Case if you created the case in error or no longer need to
37. irth for the employee in the format of mm dd yyyy This field is required in order to save the l 9 record Employee Address and Contact Information Completed by the employee e Street Name and Number Enter the full street address for the employee not including an apartment number if applicable This field is required in order to save the l 9 record e Apt Number Enter the apartment number without the Apt prefix If applicable e City Enter the city for the address of the employee This field is required in order to save the Il 9 record e State Enter the state or U S territory for the address of the employee from the dropdown list of valid choices This field is required in order to save the l 9 record e Zip Code Enter the zip code 5 digits or the zip 4 code for the address of the employee This field is required in order to save the l 9 record e Phone Number Optional field to record the employee s phone number e Email Address Optional field to record the employee s email address Data entered into this field is validated to ensure that only a valid email address is entered 9 Complete UserGuide 7 ae Employee Employment Status j i Save Validate I attest under penalty of perjury that the employee is check one of the following Acitzen of the United States Anoncitzen national of the United States A lawful permanent resident An alien authorized to work If you
38. is case Yes employee is still employed No employee is no longer employed Termination Date Once you have made a Selection Click Continue Click Exit E Verify to return to the Employee Profile and return to this stage at a later time E Venfy Employment Status Provide case closure details by selecting the appropriate radio button that represents the employee s current employment status and click Continue Employee Profile E Verify Employee Name Elaine Goodell Case Id 2013318112757CS Case Date 11 14 2013 E Verify Preview Verify Employee Close Case E Verify Close Case E Verify Assistant Select Provide Employment Closure Status Details E Verify Case Status Elaine Goodell Employment Authorized Provide Closure Details Use the radio buttons below to provide additional information about the employee s current employment status The employee continues to work for the employer after receiving an Employment Authorized result The case is invalid because another case with the same data already exists The case is invalid because the data entered is incorrect Click Continue to complete the verification process and close the case Click Exit E Verify to return to the Employee Profile and return to this stage at a later time E Venfy Case Closure Details The E Verify case is now closed Click Exit E Verify to return to the Employee Profile page 9 Complete User Guide 44 E Verify Prev
39. l Temporary 551 Stamp or Notation Passport er Passpo TS Flsspor Bai List B Documents identity GS Registration Receipt Card Form 1 551 C Marshall islands or Micronesia List C Documents Employment Authorization C Social Security Account Number O Description Samples and Doc Locator E Verify Info Card Must be unexpired Both the U S Passport book and the U S Passport Card DHS Employment Authorization D wallet size are issued by the U S Department of State to U S citizens and 5 nationals The U S Passport Card has been in production since July 14 2008 There are a small number of US Passport versions still valid and in circulation that Native American tribal document OU may differ from the sample image US Passport numbers typically consist of 9 digits The U S Passport Card number begins with the letter C followed by 8 digits Continue with Selected Document s Section 3 Re verification Document Selection Pop Up Document 9 Complete User Guide 25 O Employment Verification Documents Document Type U S Passport or U S Passport IMA Issuing Athority US Department of State Document 999999999 Expires 1 21 2018 File Attachment Attach File Employee presented an acceptable receipt in leu of an original document Section 3 Employment Verification Documents Delete Section 3 A Section 3 item can be removed from the I 9 Record at any time if it was added by mistak
40. mber Exit E Verify E Venfy Case Closed Tentative Non c onfimation Even if all information has been entered correctly the details provided by the new hire may not match the information found in the DHS or SSA databases When this happens an SSA or DHS Tentative Non confirmation TNC is issued The guidelines on the screen will help determine how to proceed in this case The TNC notice must be reviewed with the employee in private as soon as possible To proceed with the TNC review process click the Continue button and follow the additional steps If the employee was not willing or able to review the TNC notice with you click the Close Case button only and select from the case closure options Important Employers may not terminate suspend delay training withhold or lower pay or take any other adverse action against an employee based on the employee s decision to contest the TNC or while the case is still pending with the SSA or DHS 9 Complete User Guide 34 First you will receive a screen allowing you to Preview and Verify the case details E Web Slice Gallery Employee Name Case Id Case Date E Verify Preview David Cook Pending Case Submission Pending Case Submission E Verify Preview and Verify Case Details Verify Case Details 4 Please take the opportunity to review and if necessary edit the case details from the Form l 9 aa Once you are satisfied that the information is correc
41. mployee can check the N A Not Applicable box e Issuing Country if a foreign passport number is provided choose the country that issued the passport here Employee Signature 9 Complete provides the ability for the employee to sign electronically 9 Complete User Guide 8 Electronic Signature CE Electronic Signature ig Paper Signature D Provide an Electronic Signature Save Validate Warming IMPORTANT Review all the information entered in Steps A B and C and click Sign Form l 9 Electronically If for any reason you are unable to complete this Form l 9 contact your hiring manager or HR Representative Employee Name First Last and Middle Initial Enter your legal name as your electronic signature Test Employee Please enter and confirm the answer to the signature question listed below Please enter your father s birthplace Answer Confirm Answer C 3 Select the box next to I Agree to acknowledge that you have read and accept the fact that you are signing a U S Government Form and that you are aware that federal law provides for imprisonment and or fines for false statements in connection with the completion of this Form lo Agree Freparen Translator Certificate To be completed and signed if Section 1 is prepared by a person other than the employee O Click Sign Form l 93 Electronically to complete the electronic signature Sign Form l 9 Electronically Section 1 Electronic Employ
42. mployment Required 3 Employee hired for three days or less Form 1 9 Section 2 Section 2 Data Entry Employers must complete Section 2 by examining evidence of identity and employment authorization within three business days of the date employment begins However if an employer hires an individual for less than three business days Section 2 must be completed at the time employment begins If an employee is unable to present a required document l 9 Complete UserGuide 15 or documents the employee must present an acceptable receipt s in lieu of an acceptable document s In Section 2 you can enter or modify information in one or more fields Section 2 is broken up into Employment Verification Documents and Employment Information Employment Venfication Documents When Section 2 documents have not yet been selected on the Form 1 9 the following is Shown You must click on any of the List A B or C dropdowns to select the document s that has been presented by the employee og oe Em ployment Verification Documents The Employee must present one document from List A OR one document from List B and List C Use the drop down menu to select a document from List or one from List E and C Then enter the respective document number s and expiration date 5 List A List B List C Document Type seject al Select iy Select Ea Section 2 Documents before selection Selecting List A or List Band List C Documents The p
43. nally completed and the employee s work authorization has expired or is about to expire complete B then examine any document that reflects the employee is authorized to work in the United States and go to C to record the document tile document numnber and expiration date if any Use the text box to record any relevant tasks or notes E Once you have updated or reverified the information use the Paper or Electronic Signature to complete the verification Create New Section 3 Form l 9 and Create New Section 3 Bar Add Section 3 New Name Adding Section 3 information to an l 9 Record can be used to record changes to an employee s name Updating the name will NOT update the entire 1 9 Record and all previously signed Form l 9 items are preserved for comparison To record an employee s new name click the Create New Section 3 bar Enter the new version of the employees name in the Last Name First Name and Middle Initial if applicable Name Fields under Step A Review the certification statement in the Employer Electronic Verification Section Step E check the Agree box and sign using electronic or paper signature Click the Sign Form l 9 Electronically button to complete the process Create New Section 3 O New Name if applicable Last Name First Name Middle Initial Note adding a New Name will NOT i change the employee s name Mew Last Name New First Name W on the Employee Profile or Section 1 ofthe l 9 Record
44. ogin to Tracker l 9 Complete is https www i9complete com aS 8 https www i9complete com Prec Log in File Edit View Favorites Tools Help i g Suggested Sites v 8 Web Slice Gallery v Welcome to l 9 Complete Username Username Password Password Login Forgot Username Password Il 9 Complete Account Login Enter your unique Username DirectoylD and Password Directory Password and click the Login button to validate your account Logout for Safety After you have completed your work in Tracker I 9 Complete and no longerrequire accessor are atthe end of your day click the Logout hypenink that appearsat the top right of every page Afterbeing idle forapproximately 20 minutes the application will automatically log you out forsecunty pumoseswhereby you will be required to login again to continue using Tracker I 9 Complete Welcome to l 9 Complete Logged Out For your protection and for the system security you have been logged out due to inactivity To use 9 Complete log back in Username Username Password Password Login Forgot Username Password Tracker 1 9 Complete Session Idle Automatic Logout 9Complete UserGuide 1 Dashboard The Home page is your Dashboard customized and configured for your User role in the l 9 Complete web portal It displays an overview of your action items The Dashboard also contains the most used features and reports Tracker Dashboard Manage l 9 Mana
45. on for viewing emailing or printing as necessary Audit History Section Date Audit History Event Signature 1 11 05 2013 10 35 AM signed Section 1 John M Thomas Location of Fom l 9 Underthe Audit History Section 9 Complete UserGuide 12 Amend Section 1 If any changes are made to Section 1 after the new hire has signed it it must be amended electronically in order to make those changes permanent in the Form l 9 Audit History 9 Complete recognizes when a change has occurred to Section 1 and alerts the l 9 Manager that it must be amended through a popup window The 1 9 Manager needs to select who is amending Section 1 from the Editor s Identity dropdown menu and then have the appropriate person check the Agree checkbox and click Save amp Acknowledge Updates If Employee is selected as the editor they may be prompted to re answer the Signature question that was posed to them when they initially signed Section 1 USCIS Best Practices states that the Employee should be making any changes needed to Section 1 Electronic Amendment Editor s Identity Employee Editor s Name Test Employee a Agree To amend this document please enter the name of the City you were born in This must match the City you entered when you signed Section 1 If you do not remember the answer you provided click Reset and enter a new value ra Answer Save amp Acknowledge Updates E Cancel amp Revert to Saved Popup Window Tha
46. onnection with the completion of this Form Agree Preparer Translator Certificate To be completed and signed if Section 1 is prepared by a person other than the employee Save Validate Last Name First Name Date MM DD YYYY Required Required Required Question What is the name of your hiring manager Answer Confirm Answer Preparer s Translator s Address Street Name and Number i Required City State Zip Code Required lt None gt a Required 6 lLattest under penality of perjury that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct i Q Click Sign Form l 9 Electronically to complete the electronic signature Sign Form l 9 Electronically l 9Complete User Guide 10 Section 1 Electronic Employee Signature with Preparer Translator Certificate Displayed O Electronic Signature Paper Signature Record Paper Signature Name of Person Verifying l 9 Signature a Name Test Employee Date MM DD YY 3 Signature Date Required e Preparer Translator Certificate To be completed and signed if Section 1 is prepared by a person other than the employee Save Validate Last Name First Name Date MM DD YYYY Required Required Required Question What is the name of your hiring manager Answer Confirm Answer IL Preparer s Translator s Address Street Name and Number Required
47. opup window that appears when you click on any of the dropdowns to select documents while completing Section 2 is displayed below Options available are based on the employee s employment status selected in Section 1 In the following example the employee is listed as a citizen of the United States according to Section 1 and the available set of documents includes only legally acceptable documents that a citizen of the United States can present l 9Complete User Guide 16 Select a Document from List A OR one from both List B and C List A Documents Both Identity amp Employment Eligibility U S Passport or U S Passport Card q __ List B Documents identity Driver s License or Non driver s ID School ID card with a photograph Description Card Samples and Doc Locator E Verify Info Q Special Placement Must be unexpired Both the U S Passport book and the U S Passport Card U S Military card or draft record pa wallet size are issued by the U S Department of State to U S citizens and Q U S Coast Guard Merchant Mariner nationals The U S Passport Card has been in production since July 14 2008 Military dependent s ID card Card There are a small number of US Passport versions still valid and in circulation that may differ from the sample image US Passport numbers typically consist of 9 digits ee ee EGO GER The U S Passport Card number begins with the letter C followed by 8 digits
48. rification Documents The Employee Must Present One Document from List A OR one document from List B and List C Q Use the drop down menu to select a document from List A or one from List B and C Then enter the respective document number s and expiration date s Click the i button for more information about a specific document Save Validate Example List A Document Selected Foran Alien Authonzed To Work 9 Complete User Guide 19 Changing Selected Documents Once document information is entered and before the E Verify process has begun a Click here to Clear Documents link appears directly above the Employment Verification Documents that were selected Clicking this link allows you to reset the document selector and start over It is important to note that clearing the documents also clears any data entered for the previously selected documents such as document number attachments and expiration date Employment Information Enter the following information e Employer By default The University of Maryland is selected This selection appears on the Form 1 9 e Worksite Select the correct Worksite for the employee from the dropdown list which includes the all units the l 9 manager has access to This worksite address appears on the Form 1 9 e Business Name This field displays the Business Name and Address that will appear in Section 2 of the Form l 9 e Date employee began employment Enter the date the employee be
49. rm 9 tab Section 3 Tab The Section 3 tab is accessible from the Form 1 9 tab only after both Section 1 and Section 2 have been signed Once the Form l 9 has been completed Section 3 information can be added to the l 9 Record by clicking the Create New Section 3 bar at the bottom of the Section 3 tab l 9 Complete User Guide 23 View Upload File Delete 1 9 Summary Section 1 Section 2 Section 3 Form l 9 Section 3 Updating and Reverification ee Ege EG pe Read This Before Filling Out Section 3 of the Form The red asterisk denotes a required field response must be provided wherever indicated to successfully complete Section 3 of the Form Employers must complete Section 3 when updating and or reverifying Form l 9 Employers must reverify employment authorization of their employees on or before the work authorization expiration date recorded in Section 1 if any Employers CANNOT specify which document s they will accept from an employee lf the employee s name has changed since this form was last updated use the boxes to record his or her new name B If ihe employee is rehired within three years of this form s original completion date and his or her employment authorization has remained unchanged since originally completed and the employee is still autorized to be employed on the same basis as previously indicated on this form complete B lf an employee is rehired within three years of the date this form was origi
50. rs 9 Complete User Guide 31 Employee Profile Formi 9 E Verify Employee Name David Cook Case Id 2013317124110MT Case Date 11 13 2013 E Verify Preview Close Case E Verify Assistant Employment Status E Verify Case Status David Cook Employment Authorized Select Employment Status Use the radio buttons below to confirm whether or not the employee is still employed by the organization stated on the Form l 9 for this case Yes employee is still employed amp Mo employee is no longer employed Termination Date Once you have made a Suilechon Click Continue Click Exit E Verify to return to the Employee Profile and retur to this stage at later time E Verfy Case Employment Authonzed Select the appropriate employment status of the employee and click Continue 9Complete User Guide 32 Employee Profile Form 1 9 E Verify Employee Name David Cook Case Id 2013317124110MT Case Date 11 13 2013 E Verify Preview Close Case E Verify Assistant Provide Closure Details E Verify Case Status David Cook Employment Authorized Provide Closure Details Use the radio buttons below to provide additional information about the employee s current employment status amp The employee continues to work for the employer after receiving an Employment Authorized result O The case is invalid because another case with the same data already exists The case is invalid because the data entered
51. sion Pending Referred to SSA Print SSA Referral Date Confirmation Letter Return Periodically for Updates This Employee has been referred to SSA on Wednesday March 19 2014 Please follow the below steps to continue the TNC process E Verify Assistant ae Print the SSA Referral Date Confirmation Letter English Print Notice 2 Provide the SSA Referral Date Confirmation Letter to the employee who has contested this SSA TNC Inform the employee that he or she has until the date indicated on the Referral Date Confirmation Letter to contact SSA Oo Check back here periodically for case status updates E Verify will update the case status by Friday April 4 2014 You will need to take action on the case after the status is updated To reprint the Further Action Notice click the View Upload File button above Click Close Case if you created the case in error or no longer need to continue with the verification Click Exit E Verify to return to the Employee Profile and retum to this stage at a later time Pnnt Review amp Sgn the TNC Letter Important The employee must visit the SSA office in person or contact DHS within 8 federal workdays after you have completed the TNC process Federal government workd ays are Monday through Friday except for federal holidays After the employee contacts the appropriate agency in general SSA has 10 federal government workdays to update the case result in E Verify while DHS will typically up
52. t click Verify and Submit to E Verify Click Cancel to revert to the information saved from the Form l 9 and Exit E Verify to return to Employee Profile page Case Details First Name Middle Initial Social Security Email Address Document Type Expiration Date List B Document Type Support Doc ID State Issuing Authority DMV Document List C Document Type Verify and Submit to E Verify 123 45 6788 List B and C Documents v 03 31 2014 Driver s license or ID card issued iv ID Card California vi Social Security Card Next Verify and Submit to E Verify Last Mame Other Names Birth Date Hire Date Citizenship Status Alien USCIS 94 Document Passport Passport Issuance Country Card Number You may have another opportunity to Re verify the Case Details Cook 03 02 1970 E Verify Assistant A citizen of the United States 0319 2014 9Complete User Guide 35 E Verify Preview Verify Employee Ciose Case E Verify Verify Employment Authorization for Employee Verify Case Details Social Security Administration SSA The initial review has identified a discrepancy between the case details submitted to E Verify and the information reported by the Social Security Administration SSA 1 Please review the below case details and correct where necessary amp Once you are satisfied that the information is correct click Continue Case Details First Name David Last
53. t Appears When Section 1 Needsto Be Amended The Electronic Amendment will appear at the bottom of the Section 1 tab of Form 1 9 and under the Audit History Section of the Summary tab 9Complete User Guide 13 Test Employee Electronically Signed on 2 3 2014 Test Employee Electronically Amended on 2 3 2014 Amendment Editorand Date Documented On Section 1 Tab Audit stor jate Audit Histor Signature ec 02 03 2014 01 21 PM Amended Section 1 e 02 03 2014 01 19 PM Amended Section 1 errr 02 03 2014 01 04 PM Signed Section 1 Test Employee Section 1 Amendment Recorded Under Audit History l 9Complete User Guide 14 Section 2 Section 2 on the Form l 9 page is the place where the employer is required to enter information related to employment and eligibility The 1 9 Manager requests documentation from the employee and enters the provided information according to a strict set of rules After following the verification rules and saving required information Section 2 must be signed by a representative of the organization to store the information in the Form l 9 Audit History Upload File Delete 1 9 Summary Section 1 Section 2 Form l 9 Section 2 Employer Review and Verification l 9 Instructions English Espanol Read This Before Filling Out Section 2 of the Form Employers must complete Section 2 by examining evidence of identity and employment authorization within three business days of the date employment b
54. t issued this document from the dropdown When the citizenship status is alien authorized to work and the employee presents the List A document Foreign Passport with 1 94 additional fields will be displayed which must be entered Country of Issuance Select the country that issued the foreign passport from the dropdown l 94 Issuing Authority This will be pre populated with DHS 94 Document This is also known as the admission number 94 Expires Enter the expiration date found on the 1 94 For some visa holders the 1 94 may be stamped D S for duration of stay If this is the case the employee must also present either the Form l 20 or Form DS 2019 these can be selected from the Additional Documents dropdown Selecting either of these will display additional fields to record the Issuing Authority Document and Expires date With either choice the D S box next to the l 9 Expires field should be checked Note l 9 Complete displays error messages when invalid data is entered into any of these fields and requires you to correct the information in order to proceed and save Section 2 9 Complete User Guide 18 z O Employment Verification Documents The Employee Must Present One Document from List A OR one document from List B and List C Use the drop down menu to select a document from List or one from List B and C Then enter the respective document number s and expiration date 5 Click the i button
55. the case in error or no longer need to continue with the verification Click Exit E Verify to return to the Employee Profile and return to this stage at a later time Referred SSA DHS Decision Pending Photo Match The photo matching step occurs automatically in 9 Complete when you create a case for an employee who has presented a US Passport or Passport Card Permanent Resident Card Form I 551 or an Employment Authorization Document Form 766 for his or her Form l 9 documentation When photo matching is required you must 1 acquire and retain a copy of the employee s document and 2 fulfill the E Verify photo matching requirement 1 9 Complete displays an alert message reminding the User of this requirement in Section 2 when the employee will be subject to E Verify l 9 Complete User Guide 41 Select a Document from List A OR one from both List B and C List A Documents Both Identity amp Employment Eligibility 8 U S Passport or U S Passport Card List B Documents identity C Driver s License or Mon driver s ID Card U S Military card or draft record C Military dependents ID card Canadian Driver s License 1D card issued by a government O School ID card with a photograph _ Special Placement O U S Coast Guard Merchant Mariner Card O Voter s Registration Card D Native American tribal document Description Samples and Doc Locator E Verify Info Must be unexpired Both the
56. to acknowledge that you have read and accept the fact that you are signing a U S Goverment Form and that you are aware that federal law provides for imprisonment and or fines for false statements in connection the the completion of this Form inf I Agree 3 Click Sign Form l 9 Electronically to complete the electronic signature Sign Form l 9 Electronically Section 2 Electronic Employer Signature Process To sign Section 2 the l 9 Manager is required to 1 Read the Certification text 2 The Enter your legal name and title textbox will already contain the full name of the logged in 9 Manager User and cannot be edited 3 The Title or Position textbox will already contain the title of the logged in 1 9 Manager and cannot be edited 4 Click the I Agree checkbox 5 Click the Sign Form l 9 Electronically button to complete the electronic signature of Section 2 Amend Section 2 If any changes are made to Section 2 after the l 9 Manager has signed it you must electronically amend the document to make those changes permanent in the Form 1 9 Audit History 9 Complete recognizes when a change has occurred to Section 2 and alerts the l 9 Manager to amend the section through a popup window 9 Complete UserGuide 21 Electronic Amendment By clicking Save amp Acknowledge Updates acknowledge that am updating a value of this electronic Form l 9 record Editor s Name John Smith i Agree Save amp Acknowled
57. ton indicating whether or not the photo displayed on the page matches that of the document that was provided by the employee The photos should be identical but you should take into account minor variances in shading and detail between the two photos based upon the age and wear of the employee s document the quality of your computer monitor and the watermark on the photo in E Verify to protect it from unlawful use Do not compare the photo displayed by E Verify to the employee directly The direct comparison between the document and the individual happens during Form l 9 completion prior to using E Verify IMPORTANT If No Photo on this Document with the E Verify watermark appears as the Employee Photo you should select the Yes radio button After the selection is made click Continue If you indicate Yes then employment should be authorized and the case should be closed Select the appropriate radio button to confirm whether or not the employee Is still employed and click Continue l 9 Complete User Guide 43 Employee Profile E Verify Employee Name Elaine Goodell Case Id 2013318112757CS Case Date 11 14 2013 E Verify Preview Verify Employee Close Case E Verify Close Case Employment Status E Verify Case Status Elaine Goodell Employment Authorized select Employment Status Use the radio buttons below to confirm whether or not the employee is still employed by the organization stated on the Form 1 9 for th
58. view the Further Action Notice and print a copy by clicking the Print Notice button if the notice will be signed on paper Use the dropdown menus to designate printing the notice in either English or Spanish 2 Tick the box acknowledging that the Employee has reviewed the Further Action Notice and 3 If signing Electronically indicate whether or not the employee intends to contest the TNC by selecting the appropriate radio button under the Employee Signature 4 Tick the box to designate the Employer Signature if the notice will be signed electronically 5 If the Employee chooses to contest Click the box to Refer Case 9 Complete User Guide 37 C Prnt Raviaw amp Sinn Fiithar Artinn Niantic a Employee Profile E Verify Employee Name David Cook Case Id 2014078161325PP Case Date 03 19 2014 E Verify Preview Verify Employee Close Case E Verify Verify Employment Authorization for Employee IE Verify Assistant Reverify Case Details 55A Details Print Review amp Sign Further Action Notice Flease follow the below steps to continue the TNC process ae Review the SSA Further Action Notice and print a copy if the notice will be signed on paper English Print Notice i 2 Use the Electronic or Paper Signature option to sign the Further Action Notice and indicate whether the employee Will or Will Not contest the TNC decision Electronic Signature Paper Signature Record Electronic Signature After the
59. xisting employee profiles in the Tracker 9 Complete web portal and create a new Form l 9 Employee Profile The Employee Profile is where basic information about the newly hired employee is entered and validated Required fields are marked with an asterisk They are First Name Last Name Employer and Worksite Employee ID This is the employee s UID and will be populated automatically by PHR 9 Complete User Guide 3 Notes Enter any additional information the Notes field It is recommended that each l 9 Manager tags notes they entered with their initials and a date for clarity and makes sure not to erase notes entered by other l 9 Managers This field does not appear on the printed Form l 9 You can click on Save Create 1 9 which will give you the options e Create New Form Il 9 and start Section 1 e Create Remote Access Form l 9 for section 1 e Create Remote Access Form l 9 for Sections 1 amp 2 Save will save the Employee Profile and create an 1 9 later Cancel will cancel your changes UNIVERSITY OF MARYLAND Dashboard pored Ny Tracker Manage E Verify Manage 9 Reports Help Employee Profile Employee Information First Name Middle Name LastName Social Security Number Employee ID Employee Email Address Employer Worksite University of Maryland College Required 1 9 Manager a Chris Fukui Employee Profile i Required Fi

I-9 Complete Manual - University of Maryland

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