I-9 System User Manual
Contents
1. Besides offering an interface to create store and update l 9s VISANOW also provides a variety of tools to help you through the I 9 process l 9 Tools B Hello Laura 4 VISAN WwW l 9 COMPLIANCE My VISANOW Response Center Response Center VISANOW offers unlimited legal advice through the Response Center located at the top left of the screen To post a question to the l 9 legal team select the Questions amp Answers option under the Response Center and submit your question An attorney will review it and post a response back with an answer I 9s also generate alerts for different events which are accessible through the Alerts option under Response Center Resource Center For your reference VISANOW also offers a Resource Center that includes documentation on commonly asked questions and explains the l 9 process You can also find the paper l 9 form here as well as federally mandated Right to Work posters and other helpful information Requesting an Audit In the event that your company or a division within your company wish to have VISANOW 1 9 Forms 1 9 Resource Center Request an Audit Main Menu do a full audit to ensure your company s l 9 compliance you may directly contact us through the Request an Audit page On this page you can click Request Audit to provide VISANOW with the appropriate contact information as well as see all audits r2. VISAN COMPLIANCE l 9 System User Manual for Human Resource Professionals For any questions Customer Support please contact t 855 847 2669 prompt 1 VISANOW f e customersupport visanow com i Introduction Welcome to VISANOW I 9 Compliance The following user manual will guide you through the VISANOW l 9 Compliance product Based on VISANOW s patented online platform and backed by unlimited legal consultation the online l 9 Compliance system offers online creation and secure storage of l 9s a robust document management system to upload and store l 9 supporting documentation multi permission levels for different users and full integration with E Verify the federal employment verification system Continue reading to learn more t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com l 9 Compliance Setup Before starting to create I 9s the following information will teach you how to set up and manage your company and division information Navigating to I 9s a You may click any of the following to access the l 9 system 1 Hover over My VISANOW and choose l 9 Compliance a 2 Click the orange block of text that says Form l 9 U S Employment Eligibility on the home page b 3 Click the green button that says Enter l 9 Compliance on the home page c Service Options If you have not yet set up l 9 capabilities you will be directed
3. at the time employment begins Please ensure all information is correct before submitting The employer will retain the ability to make changes to Section 2 Employer Verification once it has been submitted Please note that editing information in Section 2 after the case has been submitted to E Verify will not send the new data to E Verify I wish to provide a List A document I wish to provide a List B amp a List C document Create a PDF mo Modification I 9 Created Employee Terminated Export to x History t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 40 l 9 Options Each l 9 has an Options button available in the information bar at all times There are a variety of tools available under the Options menu that you can choose to take advantage of during the l 9 process Edit Hire Date If you created an l 9 with a specific hire date and before beginning to complete Section 1 Employee Information the hire date changed you have the ability to edit the hire date by clicking Edit Hire Date from the Options menu A pop up will prompt you to enter a new hire date which will be saved and displayed in the information bar of the l 9 and in the l 9 Forms grid Edit Employee Access You have the option at l 9 creation to specify whether you wish for the employee to fill out Section 1 Employee Information of the l 9 If at any po
4. please click Don t E Verify below This will bypass the E Verify step and complete the case Begin E Verify Process Do Not E Verify Section 3 E Verify MY SETTINGS ello Laur gt ut V S A N amp W Your Global Account Executive l 9 COMPLIANCE 1 855 VISANOW My VISANOW Response Center l 9 Forms l 9 Resource Center Request an Audit l 2o l 9 Forms Complete view and update this I 9 Form Documents Notes Name Elaine Goodell Hire Date 1 31 2012 Enter Employee Information Enter Employer Information E Verify Reverification Please complete at least one of the following sections First Name Middle Initial LastName Rehire Date Month z l Year Reverification Support MY SETTINGS V S A N amp W Your Global Account Executive l 9 COMPLIANCE 1 855 VISANOW My VISANOW Response Center l 9 Forms l 9 Resource Center Request an Audit l 2o l 9 Documents View and add documents for this 1 9 Form etc Documents Notes Upload Document Select a Category Browse Upload No documents have been uploaded yet Documents t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 9 Completing Form l 9 History VISAN W The History tab contains the audit trail for an l 9 COMPLIANCE I 9 It wi who triggered them and when they occurred such as MY SETTINGS Your Global A
5. to the Service Options page This page provides a description of the different VISANOW l 9 services and allows you to custom tailor which l 9 products you are interested in purchasing The options include 1 1 9 Audit amp Migration This option is for existing paper or digital l 9s that you want migrated into our system VISANOW will conduct an audit on the migrated I 9s to ensure that all data is present and that your company is compliant with federal regulations 2 l 9 Creation Storage amp Retrieval This option allows your company to create digital I 9s in the VISANOW system store them and access them 24 hours a day seven days a week Support MY SETTINGS i Hello Laurz S t V l S A N amp W Your Global Account Executive GLOBAL IMMIGRATION 1 855 VISANOW esource Center Welcome to VISANOW A Your home for excellence in immigration and employment eligibility VISANOW is here to exceed your highest expectations gt gt Centralized secure online storage retrieval residence and reporting gt gt International visas and work permits gt gt Easily create or transfer existing I1 9s gt gt Unlimited legal assistance gt gt Unlimited legal assistance gt gt Optional E Verify validation visas and renewals z n gt gt VISANOW offers I 9 compliance audits process development and training b O My VISANOW 3 E Verify This option allows your company to E Verify your employees by submitting
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7. Section 2 must be signed and attested to The employer retains the ability to edit information after Section 2 is complete and all changes to Section 2 after it has been submitted are captured in the audit trail E Verify Once Sections 1 and 2 are complete and if the division has the E Verify Default enabled you will have the ability to choose whether or not to E Verify the l 9 If you wish to E Verify the l 9 click Begin E Verify Process Otherwise if you do not wish to E Verify click Do Not E Verify which will move the I 9 into the Completed step Once you begin the E Verify process each screen will prompt you to take the appropriate action Reverification Once an E Verify case has been closed or if an MY SETTINGS Hello Laura Supp t V S A N amp W Your Global Account Executive l 9 COMPLIANCE 1 855 VISANOW My VISANOW Response Center l 9 Forms 1 9 Resource Center Request an Audit l 2o OoOo l 9 Forms Complete view and update this 1 9 Form Documents Notes Name Jimmy Goodman ae G ma KJ 7 Hire Date 2 5 2012 s Enter Employee information Enter Employer Information gt E Verify gt Completed The below information should be completed and signed by the employee at the time employment begins Please ensure all information is correct before submitting The employer will retain the ability to make changes to Section 1 Employee Information once it has been submitted Please note t
8. ccount Executive 1 855 VISANOW Il log and display a variety of events My VISANOW Response Center l 9 Forms l 9 Resource Center Request an Audit l 2o l 9 Notes the creation of an l 9 submission of View and add notes to include with this 1 9 Form Sections 1 and 2 E Verify case updates and Tate ES any reverification history Add A Note PDF Throughout the l 9 process you will also have the ability to view and print out a paper l 9 form b Select a Section z Filter Notes by By using either the PDF icon in the l 9 information bar or the pdf icon in the l 9 Forms grid you can generate a ready to print l 9 form The PDF also appends any notes that you have VISAN E W entered for this l 9 1 9 COMPLIANCE My VISANOW Response Center 1 9 Forms 1 9 Reso History Add Note Select a Section Notes Support MY SETTINGS ogout Your Global Account Executive 1 855 VISANOW urce Center Request an Audit l 2o ooo View a record of all changes to this 1 9 form Documents Notes History m Modified By Date amp Time Modified i laura jorgenson nordstrom com 1 31 2012 12 29 28 PM laura jorgenson nordstrom com 1 31 2012 12 33 54 PM 1 Documents History Name Olympia Hunter Options FA E amp Hire Date 2 4 2012 Enter Employee Information E Verify gt Completed The below information should be completed and signed by the employer
9. equested by your division Support Finally in the event that you have a customer support issue that cannot be resolved through information found in the Resource Center or through the Q amp A customer support is accessible by clicking the Support option in the top right corner of the screen This will provide you with the contact information for your company s account executive as well as information for VISANOW customer support t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 6 The following section is focused on the l 9 process Here you will learn how to create submit edit and verify an I 9 Creating an l 9 To create an I 9 click on the I 9 icon a This will open up a new page where you can input the name and hire date for the l 9 you wish to create You may also specify whether or not you wish to have the employee submit Section 1 Employee Information and if you wish to have a designated representative fill out Section 2 Employer Review Section1 Employee Access If you wish to have the employee complete Section 1 Employee Information select yes for your response to Do you want your employee to fill out Section 1 of the l 9 When you select yes you will be prompted to enter the employee s email address Once you have provided all the information necessary to create this l 9 click Save and an email will be sent to the employee asking the
10. hat editing information in Section 1 after the case has been submitted to E Verify will not send the new data to E Verify First Name Last Name Middle Initial Jimmy Goodman sa Maiden Name Address Street Number and Name Apartment Number MY SETTINGS logout ello Laura Supp V S A N amp W Your Global Account Executive l 9 COMPLIANCE 1 855 VISANOW My VISANOW Response Center l 9 Forms 1 9 Resource Center Request an Audit 1 9 l 9 Forms Complete view and update this I 9 Form Documents Notes NameJimmy Goodman eames G a K3 F Hire Date 2 5 2012 am s Enter Employee information Enter Employer Information gt E Verify gt Completed The below information should be completed and signed by the employee at the time employment begins Please ensure all information is correct before submitting The employer will retain the ability to make changes to Section 1 Employee Information once it has been submitted Please note that editing information in Section 1 after the case has been submitted to E Verify will not send the new data to E Verify First Name Last Name Middle Initial Jimmy Goodman ISN Maiden Name Address Street Number and Name Apartment Number Section 2 Enter Employer Review l 9 was not E Verified you will be taken to the Complete section In the event you need to reverify an employee by providing a new name a rehire date or a new unexpi
11. in the following places 1 From the information bar of an l 9 2 Next to a document selection in Section 2 Employer Review 3 From the Notes tab itself Depending on which of the above methods you use to add a note you may specify which l 9 category to associate it to a List A B or C note or a general note All notes will be saved and listed in the Notes tab of an l 9 You may also cross out notes that are no longer relevant to an l 9 MY SETTINGS ello Laura ol t V S A N amp W Your Global Account Executive l 9 COMPLIANCE 1 855 VISANOW My VISANOW Response Center 1 9 Forms 1 9 Resource Center Request an Audit l 2o T l 9 Forms Complete view and update this 1 9 Form Documents Notes Name Alea Whitaker Options T 4 L Hire Date 12 31 2011 me Enter Employee Information Enter Employer Information Completed Submit to E Verify You are now ready to E Verify this I 9 If you wish to E Verify this I 9 make sure that the information in sections 1 and 2 is correct Please note that the information contained in this I 9 at the time of submission will be sent to E Verify any future changes to sections 1 and 2 will not update E Verify To submit this I 9 to E Verify click Begin Initial Verification below This will send the data in the current I 9 to the government for verification Please note that each I 9 can only be submitted to E Verify once If you do not wish to E Verify this I 9
12. int before Section 1 is completed you choose to edit who has access to the I 9 or simply need to resend the login email you have the ability to do so by clicking Employee Access under the Options menu The pop up will display the current settings for the specified l 9 and allow you to save any changes you wish to make Edit Designated Rep Access You have the option at l 9 creation to specify whether you wish for a designated representative to fill out Section 2 Employer Review of the l 9 If at any point before Section 2 is completed you choose to edit who has access to the I 9 or simply need to resend the login email you have the ability to do so by clicking Designated Options Pal 2 Rd options A E A a Options Button Closed Rep Access under the Options menu The pop up will display the Paer current settings for the specified Delete I 9 l 9 and allow you to save any Transfer I 9 changes you wish to make If you wish to add a new designated representative or edit an existing one Options Button Open please do so by clicking Division Settings under the My Settings menu Delete l 9 Before Sections 1 and 2 are complete you are allowed to delete an l 9 for a variety of reasons To do so click Delete 9 under the Options menu for an l 9 There is no way of undoing this so a confirmation message will ensure that you wish to permanentl
13. m to log in and complete Section 1 Employee Information Please note that if the employer is completing Section 1 on behalf of the employee the employee must be present and it is not necessary to send an email to them Section 2 Designated Representative Access If you wish to have a designated representative fill out Section 2 Employer Review select yes for your response to Do you want your designated representative to fill out Section 2 of the l 9 When you select yes you will be prompted to select a designated representative from the division list of available representatives Completing Form l 9 quest an Audit Main Menu Otherwise if you wish to add or edit a representative you may click on Manage Representatives to do so Once Section 1 Employee Information is complete the designated representative will receive an email asking them to log in and complete Section 2 Employer Review Please note that if the employer will be filling out Section 2 it is not necessary to specify a designated representative Saving Once you have provided the information necessary ready to create an l 9 you may click Save and Continue which will take you to Section 1 Employee Information for the new l 9 Otherwise you may click Save and Create New which will save the l 9 but stay on the Create l 9 page allowing you to initiate more I 9s quickly Duplicate Warning Once you have chosen to c
14. nce in employment eligibility VISANOW is here to exceed your highest expectations Export to 28 l 9 Forms Grid the Cases with New Updates tab This tab will display the cases that have been updated by E Verify Once you go into that case and take an action the case will no longer be displayed in the Cases with New Updates tab unless it is then later updated by E Verify Open Cases to be Closed If a division participates in E Verify they will also see the Open Cases to be Closed tab This tab will display E Verify cases that have a status of Employment Authorized SSA Final Nonconfirmation DHS Final Nonconfirmation and DHS No Show All E Verify cases will end in one of these statuses and once they do they must be closed by specifying if the employee is still employed and the reason for closing a case Search The search tab is visible to all divisions and allows you to search through all the 9s within that a division You may search by name SSN l 9 status hire date creation date and a number of other filters to find a particular l 9 Search All Divisions You may also search all divisions at a given time by selecting Search All Divisions under the My Settings menu This will allow you to quickly and easily find a particular l 9 regardless of which division it is located in t 855 847 2669 prompt 1 e customersupport visanow com w www
15. ovided during the MOU process changes you may update the MOU request by clicking Manage MOUs under the My Settings menu My Settings b As part of creating and setting up a company there are a number of different settings that can be specified from the My Settings menu in the upper right You can edit your company information create and edit different divisions and specify default settings for each division Edit Company To edit your company information click Edit Company under the My Settings menu Here you can edit information such as company address primary contact and company users and passwords Create Division To create a division click Create Division under the My Settings menu Here you can add information about a division such as division address primary contact and division users and passwords logout i Support MY SETTINGS Your Global Account Executive Edit Division To edit a division click Edit Division under the My Settings menu If you wish to edit any previously entered division information you may do so here Division Settings To customize various settings for a division click Division Settings under the My Settings menu To change divisions simply select the desired division from the division drop down visible on the top right of the screen You may set the following settings on this page 1 Manage Repre
16. reate an I 9 by clicking Save the system will check to see if a potential duplicate exists If there are any other I 9s in the division with the same name and a hire date within 15 days a duplicate warning will appear If you wish to continue creating the l 9 you may click Continue which will create a new l 9 Completing Section 1 Section 1 Employee Information asks for information on the t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 7 Completing Form l 9 employee such as name address Social Security Number SSN and citizenship type Please note that Section 1 cannot be completed until the employee has a valid SSN Whether the employee is filling in Section 1 Employee Information or the employer is logged in and completing it with the employee reviewing it Section 1 must be signed and attested to The employer retains the ability to edit information after Section 1 is complete and all changes to Section 1 after it has been submitted are captured in the audit trail Completing Section 2 Section 2 Employer Review asks the employer to review the employee s documentation and provide information about the employer Please reference the l 9 form and instructions located in the resource center for a list of acceptable documents You may also upload documents or add notes in this section Whether a designated representative or employee is filling in Section 2 Employer Review
17. red document you may do so by clicking Add New Information All new information provided also requires that the employer sign and attest to the changes once this is complete the page will display all past reverifications in the reverification table t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 8 Completing Form l 9 Documents Notes and History Tabs Throughout the l 9 process there are additional tabs that are available next to l 9 Form These 3J 4G are Documents Notes and History The use of these is optional but they allow you to take further advantage of the VISANOW l 9 Compliance system Documents You may associate documents with an l 9 Form in a variety of ways To do so click the upload icon that is available in the following places 1 From the information bar of an l 9 2 Next to a document selection in Section 2 Employer Review 3 From the Documents tab itself Depending on which of the above methods you use to upload a document you may specify which l 9 category to associate it to a List A B C document or a general document All documents will be saved and listed in the Documents tab of an l 9 You may also permanently delete documents that you no longer wish to associate with an I 9 Notes You may associate notes with an l 9 Form ina variety of ways To do so click the note icon that is available
18. sentatives If your division will be using Designated Representatives to complete Section 2 Employer Review of the l 9 Form on your company s behalf you may add and edit them here Simply click on Manage Representatives and you will be able to specify whether youd like to edit an existing representative or add a new representative Once you make your desired edits you may click Save to save them If you wish you may continue adding editing representatives from this window or click Close if you are done adding editing the Designated Representatives for this division t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 4 2 Document Expiration Date If there are employees that provide a document type that needs to be reverified once it expires you will be able to find them in the Docs Expiring Soon tab on your l 9 Forms grid However to customize how far in advance an l 9 document will be displayed insert a number in days to the Show Expiring Documents Within textbox The default value is 90 days 3 E Verify Default You may specify if a division will or will not E Verify its employees by using the E Verify default setting If you check the Allow this division to participate in E Verify checkbox then each l 9 in the division will allow a user to specify whether or not the employee should be E Verified Otherwise if you do not check the Allow this division
19. their data directly to the USCIS and getting real time feedback about their employment eligibility Certain states and government agencies require the use of E Verify Once you ve made your selections and provided payment information you can move on to the next step If you ve selected that you wish to participate in E Verify you will be taken to the MOU page Otherwise if you ve opted to not use E Verify you will be taken to your cases grid and may begin creating 9s You may also edit this information in the future by clicking Service Options under the My Settings menu t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 3 l 9 Compliance Setup Creating a Memorandum of Understanding MOU If you ve chosen to participate in E Verify you will be asked to provide information required to create a Memorandum of Understanding MOU between your company and the USCIS such as your doing business as DBA name address North American Industry Classification System NAICS code number of employees and the number of hiring sites that will be participating in E Verify Once you complete this information VISANOW will generate a MOU and provide it to you for signature After the signed copy is provided back to VISANOW it will be uploaded to the government on your behalf once it is reviewed and approved by the USCIS you will be able to E Verify your employees If any information pr
20. to participate in E Verify checkbox then the l 9 will be automatically closed once Section 2 Employer Review is complete and skip the E Verify step l 9 Compliance Setup l 9 COMPLIANCE 1 855 VISANOW My VISANOW Response Center 1 9 Forms 1 9 Resource Center Request an Audit l 2o E Division Settings Please use the options below to update divisional settings Should you have additional questions please contact Customer Support Update your division settings Manage Representatives If you d like to add or edit the list of available designated representatives for this division click Manage Representatives below Manage Representatives Document Expiration Date Set how far in advance you d like to have expiring documents show up on the Docs Expiring Soon tab for this division Show Expiring Documents within 30 days E Verify Default If your company is set up to use E Verify select whether or not this division will be E Verifying Leaving the below checkbox blank will skip the E Verify step for all I 9s in this division Otherwise checking the checkbox will always display a page that allows HR to decide whether or not to E Verify an employee Allow this division to participate in E Verify Division Settings t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com MY SETTINGS ogout o o E tello aura V i S A N amp W Your Global Account Executive
21. visanow com 12 l 9 Forms Grid The l 9 Forms grid displays all of the l 9s in a given division in a variety of statuses and stages It is organized into various tabs to allow for clear actionable items in each category Open Cases The Open Cases tab will display all open cases for a particular division The available statuses that will be displayed here are Employee Information Employer Review and all open E Verify cases Closed Cases The Closed Cases tab will display all closed cases for a particular division The available statuses that will be displayed here are Completed for cases that are complete that have not been E Verified and Completed Closed for cases that are complete that have been E Verified You may reverify any closed cases Docs Expiring Soon The Docs Expiring Soon tab will display any cases when the employer must reverify an employee s document information once it expires For aliens authorized to work and legal permanent residents work authorization may expire at a given point in time An employer must reverify this employee and enter new up to date document information before the previously provided document expires I 9s will be displayed on this tab until reverification is completed for the employee Cases with New Updates If a division participates in E Verify they will see My VISANOW Response Center l 9 Forms Your home for excelle
22. y delete an l 9 Transfer l 9 If at any point in the l 9 process you need to transfer an l 9 toa different division you may do so by clicking Transfer l 9 under the Options menu A pop up will prompt you to specify which division to transfer the l 9 to and confirm once the transfer is complete Mark as Terminated If you wish to terminate an employee that you have a complete l 9 for you may do so by clicking Mark as Terminated under the Options menu A pop up will prompt you to enter a termination date for the I 9 and once the changes have been saved move the l 9 to the Closed Cases tab with the termination date displayed Please note that once an employee has been marked t 855 847 2669 prompt 1 e customersupport visanow com w www visanow com 41 l 9 Options as terminated you cannot undo this action unless they are rehired Purge l 9 After Sections 1 and 2 are complete federal regulations dictate that you must retain an l 9 for either a total of three years or for the full time an employee is employed plus one year whichever is longer Once the longer of those time frames is complete however you may choose to purge an l 9 To do so click Purge l 9 under the Options menu for an l 9 There is no way of undoing this so a confirmation message will ensure that you wish to permanently purge an l 9 t 855 847 2669 prompt 1 e customersupport visanow com w www
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