WSU User Manual 2008
Contents
1. LOOKOUT 1 9 Solution Software User Guide Version 1 2a 1 5 2008 Lookout Services Inc 5909 West Loop South Suite 300 Houston TX 77401 l Legal Di Se kena rites ic as isdn 25h sniene en aa E A EEEE E A aE E E lucha Aa aE 5 2e Backoro nd espesa n E E T E E E E TE EO O AEE 6 2 1 Immigration Reform and Control Act ssssssesessessssesssseessseseessrssssssessesnssssssscesssesresrssseesreseeseseesesrese 6 2 1 1 General REGQuuremiennts iiss scsicsssicsscesisdspcusastvvnesasdedeniasnovocasseevasliimincsasteteasstewda ida aeewneaaee 6 21 2 Enforcement and Internal Procedure cccecccecesseeeseceseceeesaeeeeeeeeeseeneeaeeaeeaeeaeeeneeas 6 2 1 3 Original Signatures Required on Paper Forms ccccccccceseceseeeeeeeeeeeceaeeeteeeeeeeeaeees 6 2 1 4 Electronic Signature 6 minactesierccincoreenraiainriaasainieteraetonerneneinaanceetennmamenieGet 6 2 1 5 LOOKOUT Services supports Mozilla Firefox 2 0 0 6 0 00 ccccccccesceeeceeeeeeseeeeeeeeeeeees 6 2 2 PREPARATION spats ein ta cutee tc ceden steele GaGa once thd acaultsdausasd dod ates E A EEE a iaaa Add denen aa aaen 7 2 2 1 ACCESSING THE ONLINE L 9 SYSTEM Jscsicspsctedavcsostacsessaadubacandetegostacauaonee sagheacunesuceionse 7 23s SECTION Viscie wanno E E a E E A OR EE 8 2 3 1 COMPLETING SECTION 1 ONLINE scsiccccecciiseetiueieactedectiseceadensnetaiasdeadenssipedeasiuceudenieendausdedds 8 2 3 2 Timing of Form 1 9 Completion for Employee2. Following data entry click Run Checks at the bottom of the I 9 form to highlight errors in yellow Read Problems Found Make edits in yellow data fields Click Run Checks after editing to clear Problems Found and yellow sections and print form when clear Click on Save I 9 and button at the bottom of the I 9 form to save the I 9 and return to the main menu or add another I 9 e The I 9 form cannot be printed if it contains errors that can be resolved The following options automatically save the I 9 form Save I 9 and Print Save and Return to Menu Save and Add Another New Associate Save and Add Another New Historical The Cancel option does not save the I 9 form To Update Sections 1 amp 2 1 Click Update Sections 1 amp 2 to update the Section 1 amp 2 part of the Form I 9 2 The Print receipt Dialog Box opens up e Clicking Ok on this dialog box brings you to the Print receipt Screen e Clicking Cancel on this Dialog Box brings you to Section 1 amp 2 Update 24 Update Section 3 10 11 10 6 Cancel amp Return to Menu 0 7 Save amp Add Another New Associate Use the Update Section 3 Option to add or edit Reverification data The employee must sign Section 1 the preparer translator if any must sign Section 1 and the Employer Representative must sign Section 2 Ens
3. LEGAL OPINION Modification of tne Form l 9 Office of the General Counse QUESTIONS A Can an employer use its own version of the Employment Eligibility Verification Form Form 1 9 B When photocopying the Form 1 9 must the employer photocopy both sides of the Farm 1 9 hen microfilming the Form 1 9 for retention purposes mus ram the List of e i C wi must the employer fi Acceptable Documents page and the Instructions page in addition to ihe completed Employment Eligibility Ve page 41 16 8 State Forms Referring to the I 9 Instruction Page ad 6 9 l 9 Instruction Page Referring to the I 9 Instruction Page Action Required Select the State Forms Page in the Main Menu The STATE_FORMS asp page opens Colorado Affirmation Form On STATE_FORMS asp page click the link Colorado Affirmation Form e Once the Colorado affirmation Form link is selected the Colorado affirmation page CO_AFF asp opens up Action Required Select the I 9 Instruction Page in the Main Menu The Instruction Page opens Cnt Mo 4415 0087 Expires oss 107 Employment Eligibility Verification Notice itr legal to deectinunale against any indvidual other than an abon nat authorized to workin the descharging or recruiting or referring for a fee because of that individual s national ongin or citzenchip status Its arcriminate against work etgibie Individuals Employers CANNOT spectty wh
4. November 2 1893 HO 272A LEGAL OPINION Form 1 8 Respansibility upon Transfer of Employee Isaiah Ru ssel Jr Acting Assistant Commissioner Employer and Labor Relations Select the 93 87 Form I 9 Responsibility Upon Transfer of Employee in the Main Menu The First Page of the Guidelines Document opens Go to Main Menu Show Next Page Pg 2 92 13 Confidential information on Form 1 9 February 28 1992 co 274A Confidentiality of information Contained on Forms 1 9 JSA 60 conducted in Artesia New Mexico on October 22 24 1991 a ficentiality of the information contained on Forms l 9 This office has ad 6 6 92 52 Acceptable Receipts for Form 1 9 Referring to the Guidelines Document ad 6 7 92 56 Modifying Form 1 9 Referring to the Guidelines Document Action Required Select the 92 52 Acceptable Receipts for Form I 9 in the Main Menu The First Page of the Guidelines Document opens Go to Main Menu Show Next Page Pg 2 592 52 Acceptable Receipts for Form l 9 August 27 1992 Ha 2740 LEGAL OPINION Acceptable Receipts for Employer Sanctions Purposes Charles R Midby Assistant Operations Lisison officer Northern Region Select the 92 56 Modifying Form I 9 in the Main Menu The First Page of the Guidelines Document opens Show Next Page P92 92 56 Modifying Form 1 9 September 16 1992
5. O 4P Timing of Section 1 Completion iD 2 Reviewing Section 1 Information with Employee 6 3 Section 1 Data Elements 6 3 1 Dynamic Documents Dropdown 6 3 2 Important Information about Social Security Numbers and Cards Section 1 must be completed and entered into the Online I 9 System no later than the first day of employment paid services after the job has been offered and accepted If the Form I 9 is completed on the first day of services it must be completed before paid services actually begin Employers must enforce a uniform policy for all employees regardless of citizenship or national origin Before printing or signing the employer representative should review information entered in this section with the new employee to ensure that Section 1 is properly and accurately completed and that the employee understands whether the information provided actually meets the information requirement Each Form I 9 data element requires complete information Section 1 data elements are as follows e Enter Employee s name including last first and middle initial as well as maiden name if any e Enter Employee s complete address Enter Employee s date of birth Employee Residency status When a Residency status is selected in Section 1 the Documents List in Section 2 amp Section 3 load in correspondence with the Residency status selected E g When the residency Status is selected as Cit
6. The employee should review the information and click OK to proceed A receipt will be generated Click the Return to I9 or Print Receipt button The page at https public lookoutservices net says R 22 Important Notice By checking this box you are representing and confirming that you are the individual signing Section one o 9 Form and that you are the person being hired and not a person signing on behalf of another person If you click on the signature box you will be providing your electronic signature which as your actual signature for all legal purposes Your electronic signatur Wve as hat you are attesting that all of the information provided in Section one of the I 9 Form is true and correct just as if you had signed the I 9 form by hand 41 OK Cancel Receipt number 50162 SSN XKXX XX 6789 Unique I9 ID 504336 Signer Name IMA COUGAR Date Time Stamp 3 20 2008 4 00 22 PM Company Washington State University Location 139 French Administration Building Pullman WA 99164 1014 16 7 SECTION 2 Zi Some data fields in the I 9 form are automatically populated based on the login Automatic of the employer representative These include Employer Name Title Business Po ulation of Name Business Address and Date of Employer Representative s Signature The Certain Data employer information appears when the employer checks the employer Fields i _ signature box in Section
7. 2 The employee s only role in Section 2 is to provide the minimal documentation 1 2 of his or her choice that will meet the requirement An employer representative physically completes Section 2 on behalf of the company 7 3 The representative may not require and should not even suggest under any circumstances what documents the new employee should bring or present for I 9 verification although if an employee provides too much documentation the employer may explain to the employee which document or combination of documents he or she may choose to satisfy the requirement Request for specific documentation constitutes document abuse a serious form of discrimination Even a preparer and or translator particularly if a company official or designee serves that role must avoid requiring or suggesting specific documents to satisfy Section 2 ONMNININNNINININNININNINININNNINININNNINININNNNNININNNINNININNNNINININNNININNNNNININNNNNININNNINNNNNNNNINNNNININNAN lt Examples including Over documentation 2 gt DINING _ Examples of such prohibited practice include but are not limited to contacting lt an employee and requesting or suggesting a driver s license and Social Security lt Card for I 9 verification If a Social Security card is required for payroll lt processing be sure to state this purpose so that the employee understands that lt the Social Security number and card serve different and indepen
8. 2 A otizen or nations of ine Unites Stetes in connection with the completion of this form F 2 ALawful Permanent Resident alien sa ia Em 2 An Alien authorizes to work until 2 Alien or Admission f 2 Emeloyee s Signature Date F Signature Ovisinesi2 z Preparer and or Translator Certification To be completed end signed if Section 7 is prepared by 8 person Siker Gen tre eretores 1 atest under penaity of perjury thet I have assisted in the completion of this form and thet to the best of my knowledge the true and correct Frepsrers Transistors Signature O creck if signesiz Adcress Sreet Name and Number City State Zip Code Dae feos ber City State eo Section 2 Employee Review and Verification To se completed sna signed by sn employer Examine one document from List A OR examine one document from List B and one from list C as listed on the reverse of this form and record the title number and expiration date if any of the documents Lista oR Lists AND Liste Show Sample Document title OE Ric Mb Issuing authorny mj Document 2 Jz 2 Expiration Date z a _ S jz a M2 Document s 2 9 2 i When you enter an SSN beginning with 8 or 9 or 000 the system displays an Entering SSN error message Beginning with Digits 8 or 9 or 000 13 6 I 9 Data Entry Point Section 1
9. automatically retrieved from information entered onto the I 9 form Documents Report Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select Expiring Employment Documents Report Enter a range of dates and select e Company Report e Generate Report Scroll down to the spreadsheet E mail Notices of Employer Representatives will receive four email notices at 180 Need to Reverify 90 60 and 30 days in advance of document expirations for all I 9 forms for which they are responsible Employer Representatives should contact employees who are listed on the Expiring Employment Documents Report and remind them of the upcoming expiration date Letters to the employee are available by selecting Individual Letter from the search criteria page You should Provide this Letter to the employee at the 180 day notice The option to print letters is always available when an expiration date is within 180 days 35 This report will retrieve all I 9 forms that can be destroyed 5 5 l 9 Retention Report Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select I 9 Retention Report Enter a range of dates and select Generate Report Input of Termination dates are used to calculate the date on which an I 9 Termination Data form should be destroyed Human Resource Services maintains termination information Us
10. days of the employee s date of hire Proper completion of I 9 forms is intended to ensure that U S employers only employ individuals who are authorized to work in the United States as well as helping to ensure that employers do not commit certain discriminatory practices against individuals who are work authorized Accurate and timely completion of the I 9 form is essential to compliance with federal regulations Failure to complete Forms I 9 in a timely fashion can result in serious penalties Two divisions of the Department of Homeland Security the United States Citizenship and Immigration Services USCIS and the Bureau of Immigration and Customs Enforcement BICE are responsible for rules and enforcement related to IRCA The U S Department of Labor and the U S Department of Justice Civil Division s Office of Special Counsel for Unfair Immigration Related Employment Practices also have enforcement authority Contact your HR or Legal Department immediately if you receive telephonic written or other communication from any of these entities Federal regulations still rely on original signatures on paper forms This means that I 9 forms completed on paper must have original signatures HR 4306 signed into law Oct 30 2004 allows electronic signature on employer s Forms I 9 and allows for electronic storage of Forms I 9 Lookout Services now supports FireFox version 2 0 0 6 and above web browser If you have any questions or feed b
11. expiration dates After carefully reverifying the document you Employer Authorized Representative must sign to complete the reverification If Section 1 amp 2 differ in expiration dates then Section 3 must be completed before the expiration of either of the dates in either two sections Complete Steps 1 3 from above Adding Section 3 for reverification of Expired Documents Section 3 is used for reverification of name change however it is better to complete the Section 3 reverification for name change after a new SSN reflecting the Employee s name change can be verified and the payroll records have been updated to reflect the name change 29 1 4 2 Understanding the Updating Process Important Both Section I and Section 3 are Required for Reverification e If Section 3 was completed before click on Next Update below the I 9 form for another update e To view other I 9 forms for the same employee click on Next Update and Previous Update e The software stores I 9 forms by original entry date e Edits are not allowed if Update has been selected Each time reverification is necessary a new Section and 3 must be completed saved and signed The employee signs the new Section 1 and the employer representative signs Section 3 The employer representative must sign in the appropriate section after checking data Ensure that all changes are saved prior to exiting the Online I 9 S
12. extension renewal of an expired or expiring document ask the employee for other acceptable List A or C documentation If other documentation cannot be provided the employee is not considered eligible to work 19 9 SECTION 2 Information A The following documentation and rules are often confused Confusing Documentation KO e A refugee stamp on a Form I 94 presented with the employee s unexpired 9 2 passport is an acceptable List A combination that does not require Refugee reverification because refugees and asylees have permanent employment Admission authorization and the unexpired foreign passport qualifies the combination as Stamps secure e A refugee stamp on a Form I 94 with an expired or no passport is treated as a receipt for a List C document because the Form I 94 alone is not sufficiently secure to meet List A requirements Accordingly new evidence of the refugee status or other acceptable I 9 documentation must be presented either before the expiration date indicated on the Form I 94 or if no expiration date appears within 90 days of the date of issuance e A temporary I 551 stamp on a Form I 94 with or without an expiration date 9 3 is an Acceptable List A document if presented in combination with the Temporary l employee s unexpired foreign passport This List A documentation does not 251 Stamps require reverification e When an I 551 stamp appears on a Form I 94 to which the alien s
13. following Existing I 9 e Social Security Number Forms e Last name e First name e Date of birth MM DD YYYY Once the employee is located select Edit from the Action column Make the appropriate edits to the I 9 form 27 13 SECTION 3 Information 13 1 Requirements as vs Updating and Reverification ik os os PS iD lt D Federal law requires that I 9 forms be retained for all employees for a minimum of three years i e either one year after termination or for three years from date of hire whichever results in the longer retention period The Lookout software will automatically calculate the retention period after termination and notify the employer of I 9 forms that may be purged from the files Updating technically refers to updates of information whereas reverification refers to proof of extended work authorization New work authorization of an employee whose Section 1 information or Section 2 or 3 documentation indicates expiring temporary work authorization that must be reverified amp must be recorded in Section 3 before the applicable expiration date If both Sections indicate different expiration dates that require reverification Section 3 must be completed before the earlier of the two dates Once entered into the Online I 9 System the new document s expiration date will be automatically tracked if tracking and reverification ar
14. leave the United States get a new visa and be issued a new Form I 94 upon re entry The Form I 94 must reflect the classification requested by the employer and the dates of approved employment 25 Make Selections KO 9 Show Sample Link Produces Images of l 9 Documents 9 9 1 Special Instructions Regarding Certain Section 2 Documents Make sure the complete information document title issuing authority document number and expiration date is recorded in Section 2 for any identity and or work authorization documentation provided by the employee On the online Form I 9 first use the drop down boxes under the List A B and C headings to find and click on the complete name The entire identifying number for each document must then be entered If there is no expiration date or document number enter N A The Show Sample Hyperlink located above the List A document field opens another window that provides an image and description of the document selected in that field These images can be very useful when reviewing documents for genuineness since they familiarize users with document appearance and features This window has 3 buttons Show Previous Page Close This Window Show Next Page Each button has different functionality e An expired driver s license can be accepted as a List B document as long as it appears to have been issued to the employee who presented
15. me eR Ore a ee Maree eT ae 31 15 1 Additional Information Needed Report sscc2ccscc5ecs seus descceuses cas tindlaviac eacecedailasbinedeccaveued ues deaevyddeaeieed 32 wae 15 2 Data Entry Report cgiicscotiietctediececi acetate deaiolieeeel ee eee elie E aa ends 33 15 3 Statement of I 9 Completion Re pont cc s sc sncetsanscsastenesdesteunansndapicauseuatneetdduecdesdsampeuladtacatdeavooensdeeedesns 34 15 4 Expiring Employment Documents Report esseessessessesreesiesressrserrsresstssresrerstesreteenseestesresseesesereset 35 15 5 F9 Re tention Report isinic nsctiaececote sscnqucnndoasacdeesoeed naa a a EEEa E E AES R E 36 15 6 3 Day Section 2 Unfilled We epi coc cece case cetacean cea ve ctua gaiss i i ai e 37 15 7 Active amp Terminated Employees Repott esssessessessrssesssesressrseresresstsstesressteeteseensetstestesseesesereset 38 15 8 Alien REPOT os gee cee arra a TO R ERE E A AE E AER EEA 38 lt Re f rence SCLIN aes a haces caressed RE R EE NERA E RE E 39 16 1 A Guide to Selected U S Travel amp Identity Document seeseeeseeseesreesessessreeresresserererresrensereresres 39 16 2 Interim Guidelines on the Implementation of Section 411 of the IIRAIRA The Virtue Me morand ni sissien snaa E N E 39 16 3 97 1 Electronic Completion of Section of the I 9 eesesessesseesessessesssesressrssrerrnsesssesreesressesereses 40 16 4 93 87 Form I 9 Responsibility Upon Transfer of Employee sssseseeseeseesr
16. new version of a document previously issued to him or her but has not yet received it This is possible if the document applied for is a replacement for the earlier issued document For this purpose the term replacement has a specific meaning A document will constitute a replacement if the document being replaced was lost stolen or destroyed before it expired and must be replaced in order to engage in any activity permitted by that document On the contrary receipts to extend or renew expired or expiring temporary work authorization documents are never acceptable under the receipt rule Once the replacement document has been received it must be presented to the employer within the 90 day period and the Form I 9 should reflect this event e A receipt will not indicate whether it relates to a replacement extension renewal or first time application For this reason a question must be asked to solicit information necessary for a determination about the receipt rule Ask if the receipt relates to an application filed to replace a lost stolen or destroyed document or to renew or extend an expired document e If the receipt is for a replacement rather than an extension or renewal enter the document number into the document number field This inquiry is important because the receipt does not indicate whether the application was for an original or a replacement card Or e If the receipt is for first time application for a document or
17. products that can be downloaded Select download link for Adobe reader 7 0 o na T ARIEN EPEE E gt Esai i etn aoe som downland Standard Buy Updates Info Adobe Acrobat 7 0 Buy Updates Info Elements Adobe Acrobat Capture Buy Info 3 0 Adobe Acrobat Connect Try Info Adobe Acrobat 3D Buy Try Update Create Adobe PDF Online Buy Try Info Adobe Reader 7 0 Download Update Adobe Reader LE Download Info Print publishing Adobe Design Bundle Buy Extensions Info Adobe Creative Suite 2 Premium Buy Try Updates Info Standard Buy Updates Info Adobe FrameMaker 7 2 Buy Try Updates Info 46
18. range of dates and show error details if any It is also known as Incurable Statement of l 9 Errors report ompletion Report Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select Statement of I 9 Completion Report Enter a range of dates and select Generate Report Scroll down to the spreadsheet to see details of errors on the I 9 form in Sections 1 2 and 3 that are incurable Examples of incurable errors e Failure to re verify a Section 1 expiration date or an expired Section 2 or 3 document prior to the expiration date Violations of 3 day rule complete within 3 days from the first day of work When entering historical data for active employees the incurable issues can be printed Incurable issues must NEVER be corrected since changing of facts may be interpreted as fraud Usage amp e This report is used to identify locations with large numbers Significance of I 9 errors that need additional training or help in following the I 9 process to improve compliance When an employee is terminated any errors on the I 9 become incurable and are moved to this report This report contains all records for terminated employees amp information to determine retention period 34 This report provides notice to the Employer Representative that an employee s employment authorization document will expire within a specified amount of time Expiration dates are
19. 23 Delete FUNCHUON rissa etapa a aac ene ads r EE 26 12 4 Additional Information Function 00 cc ceccssscecssscecssececesececssccecssacecssccecssaceessececscesesseesssaeeesaeeesees 26 13 SECTION 3 MIOormatioN ssie nni aaae e E e EE a e a e EE 28 13 1 Retention Requirements risorsi ean Ra RA ASTE EE E EE R E a R EE 28 13 2 Updating and Re VeriiG AIO sco chic ccs ude seco ceddbedaacacdensuncuta seddaladoutacseatnccesaceddahau EA ESRA RTS Eaa 28 13 3 E mail Notification of Need to Reverify sacdescecesocs tediceceuecnawectaanmnariidececducanhaceteannmunseaedearecasteduradbienss 28 13 4 Obligation to Terminate os azasccsacccssieedececs seacetes tacaaedoadedeaubaleraiioacsexscaceussibegstaoadiitigda ec E 28 13 5 Tnp tof Termination TAA 3a cca cccccoeseeticedens onsen seiceescncacca tuecteevetenncstond cxesicncteeeen to ncetentenin AE 28 14 SECHON 3 ONLINE aes areca eet cece ae asia Ee earl este alec E aaa Pea 29 14 1 Reverification or Updating oiss5cccsasoseucscsesdantasdavdesdshovenstsnvsncsasaaseusastepenteadsoassdanveensassepanssanvecesanosendess 29 14 1 1 Adding Section 3 for Reverification of Expired Document 0 eee eeeeeeseceseeeeeeeeeeeeeaeens 29 14 1 2 Adding Section 3 for Reverification of Changed Name ees esseceseeseeeeceesseceseeeseeeneees 29 14 2 Understanding the Updating Process w ciiccsisstscissssectarsdesensssseccsasnecensastsnadasaapeacsasticuadaansoedsasesoncsaann 30 15 REPORTS eee ane ere CRO ERE OBOE OOO CE e
20. aa EAS 14 6 3 1 Dynamic Documents DropdoWn ssseessseseeseesrseseresressttstesrttstseresresstsrtesresstestestesteseeesresseeee 14 6 3 2 Important Information about Social Security Numbers and Cards sseeeseeeereeeesererereesee 14 6 3 3 NTP VER AMS CANO Mcafee siririna esiseina aia S raS ARE Eariri Re T aE 15 6 3 4 Special Rules for Refugees and As ylees sj cccckssendeianctsnstansMaczcntcctesuctanteeansadeusmescensecdadeduastansks 15 6 3 5 Preparers and Trans ators aiesssecisissrisoiiesiasiiiioreneii rasonas iain rans Eesi asias 15 6 3 6 Preparer Translators Signature Checkbox e ssessesseseeesiesesressrseresresseseresressrssresrensessresresseeee 15 6 3 7 Information Provided by Employee Does Not Require Substantiation cece eeeeeeee 15 Gs Doe E E E E E 16 Completion of Section 1 is Important for Section 2 sieccceniesecceasdensecesasaxcastseseeecnseapeeanpeateneyesautemtanemueacavesed 16 Nis BO E A E E S E E E E 16 E sionattre CheckDOX csr e E etna end e A E a Nee ees 16 Ta SECHNON pao ed eaea e E eai aa aaah aE aeae eee dae eta 17 7 1 Automatic Population of Certain Data Fields eee eeseesseceseceseeesseecsaeceseenseeesaeecaecsaeesseeeeaees 17 7 2 Roles of Employee and Employer in Section 2 00 eeeeseesseceseeseceeeseeesaeceeeseeeesaeecsaeenaeeseeeseaaes 17 T3 Document ADUSE snan E a aiaa 17 8 SECTION 2 DOCUMENT REVIEW AND RECORDATION 00 ec eescesceeeeeneeeneeeeseeseeeeeaeeenaeens 18 Gels Document R
21. ack about this new browser being supported please contact us with a detailed description at Lookout Services 1 888 522 6704 5909 West Loop South Suite 300 Houston TX 77401 2 2 PREPARATION 2 2 1 ACCESSING THE ONLINE l 9 SYSTEM 1 1 1 1 When to Use the system 1 1 1 2 Missing I 9s or Corrections to Existing I 9s The online system will be used for newly hired employees including rehired employees whose Form I 9 may remain in the company s I 9 retention files If it is discovered that an I 9 form for an existing employee is missing a new I 9 should be completed for that employee using the system immediately If an I 9 form of an existing employee requires correction s this should be done immediately as well according to your company policies The online system could be used in these cases Create missing I 9s immediately You may use the online system check company policy _ LOOKOUT 2 3 SECTION 1 2 3 1 COMPLETING SECTION 1 ONLINE 2 3 2 Timing of Form l 9 Completion for Employees N 4 Logging into the application Login Here gt Start Here gt The law allows completion of Section up to the end of a new employee s first day of services and completion of Section 2 up to the end of the employee s third day of services 3 day rule Section 1 of Form I 9 should be completed in full no later than the first day of employment before servic
22. age amp This report determines the duration an I 9 needs to be Significance retained before it can be destroyed Notes The system automatically calculates the purging dates when the termination date is entered but does not automatically delete forms It will be your responsibility to delete the forms Lookout Services Software keeps in mind the rule 3 years past the date of hire and year past termination whichever is later and calculates the purging dates Employees will be notified of their expiring documents via a letter 36 Reports on I 9s saved in the database with Section 1 completed and reports on the completion status of the Section 2 of all I9 s 3 days after the entry of 3 Day Section 2 Section 1 Unfilled Report Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select 3 Day Section 2 Unfilled Report Select Company Name Select Generate Report button Usage amp This system reviews all I 9s in a location regardless of when Significance they were created or modified The number of days late is the number of days since the employer representative signature has been due to be signed This is a substantive incurable error and is subject to substantive fine if audited Notes E mails are sent for those incomplete I 9s nightly for 3 days until action is taken Itis the responsibility of the user to verify that the Social Security card
23. ation Informs the employer representative to review what action must be taken within 3 days The information on this report can be either via emails push or via reports pull Notes If an employee has been terminated the SSN link can be clicked and the I 9 can be marked as Terminated a Ae This report lists the last name first name SSN date of birth date hired and the date that the I 9 form was created for each employee This report also provides a count of the number of issues on each form Complete steps 1 2 from the section titled Accessing the Online I 9 System Select Data Entry Report Enter a range of dates and select Generate Report e The report will retrieve all I 9 forms that were created or modified during those dates This report will also show all the errors for new historical There is now an automatic Runchecks performed on the initial Save of a new historical for companies that have validation turned off Previously when a new historical was saved for a company that had validation turned off for New Historicals no runchecks were performed as a result no errors would show up in the Data Entry Report Errors now will show up on the Data Entry Report for new historicals for companies that have validation turned off Note e The date added is not changed by later changes to the I 9 form wane This report will pull all I 9 forms that were created or modified during a
24. character 2 Prompts users to change passwords at least every 90 days 3 User must not reuse any of their five previous passwords over a 15 month timeframe 4 User s account locks out after 5 consecutive unsuccessful logon attempts To reset the users account contact Human Resource Services When correct data is entered you will see the Messages asp screen Please read all Notices This information is updated as regulations change 4 Click on Continue to Main Menu to enter the system Click on Go Back or Click here if you forgot your password If you 2 5 click on Click here if you forgot your password your password will Bad Password be emailed to you N However if the bad password is entered 5 consecutive times the user will be locked out of his her account Resetting password once the account has been locked out N 2 6 hanging expired password at the end of 90 days password assigned by an adminisrstrator Note N 8 Tips and Alerts N 9 Entering a New 19 Once the user has been locked out after 5 consecutive unsuccessful login attempts an administrator will have to rest the account Contact Human Resource Services With enhanced security password enabled the password will expire every 90 days amp will be required to be reset The system will automatically warn of the password expiration Once you try to login to application with y
25. curity level and company requirements your menu may have fewer options 10 3 New I9 Business and or Government Requirements U S Citizenship and Immigration Services USCIS published a notice in the Federal Register mandating use of the new Form I 9 Employment Eligibility Verification starting on December 26 2007 Employers who fail to use the revised Form I 9 on or after December 26 will be subject to all applicable fines and penalties under the Immigration and Nationality Act INA The revised Form I 9 has a revision date of June 5 2007 in the lower right hand corner and is available on the USCIS website at http www uscis gov files form i 9 pdf Upon release of the revised Form I 9 USCIS indicated that the new form should be used but that during a transition period employers would not be subject to fines and penalties for using the previous version The revised Form I 9 was issued to reflect a reduction in the number of documents employers may accept as verification of employment eligibility brought about by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 The revised list of acceptable documents applies to both initial hires and reverification of existing employees 11 New I9 Forms The following changes must be effective on the Form I9 by December 26 2007 to avoid fines and charges from the federal government Document version number for Printed I9 Forms after Implem
26. dent verification lt and payroll purposes Over documentation acceptance even if not requested lt of more documentation than the minimum that satisfies the requirement is s another type of document abuse The Lookout software will highlight and 3 lt prevent this problem if it occurs S NINININI NINININI NINININI NINININI NINININI NINNI NONNEN NINNI NINI N NINI N NINI N N NINI N N N NIN NIN N NIN N NINI NI N NINNI N NI NI N NI NINININI NINININI NINININI SOP INI NI NI INI NI INI NI NI NI NE I NP NI NI NP NE NI NS I NP NS NIN NE I NI NS I NPN NIN NE I NIE 17 8 SECTION 2 DOCUMENT REVIEW AND RECORDATION 8 1 Document Review Standards ico 2 Photocopies in Lieu of Original Documents 00 3 Retaining Photocopies of Section 2 Documents The employer representative s job in Section 2 is to examine the document s presented and enter the required information Document review is an essential aspect of employment eligibility verification This process requires the judgment of the employer Representative If your Company is enrolled in the Basic Pilot even the fact that the Basic Pilot has verified a name number match alone does not necessarily mean that the name and number belong to the person who presented them In general the representative must accept any acceptable document s presented by the employee that appear to be genuine and to have been issued to the emplo
27. e necessary 180 90 60 and 30 days prior to Section 1 2 or 3 expiration dates that require reverification the Lookout software generates an e mail notice of the need to reverify and provides the means to print a reminder notice for the employee Companies have the option to receive additional email notifications on a daily basis counting down from 29 days prior to expiration If reverification cannot be accomplished and new information cannot be recorded in Section 3 the employee must be terminated as of the Section 1 and or Section 2 expiration date Termination dates are used to calculate the date on which an I 9 form should be destroyed Human Resource Services maintains termination dates 28 14 1 Reverification or Updating 14 1 1 Adding Section 3 for Reverification of Expired Documents 14 1 2 Adding Section 3 for Reverification of Changed Name Access Online I 9 System see instructions above To update an I 9 form select e Individual I 9 Document Search and Edit Search for employee by one or more of the following e Social Security Number H e First or Last Name e Date of Birth MM DD YYYY When employee s I 9 is located click Add Section 3 in the Action column The I 9 will appear with Section 2 grayed out Select the Document to be reverified in Section 3 from Document Title Combo box Type in the information on the selected document and the new
28. ed for but not Individual 9 received a number type PENDING and request a temporary number from Document A Human Resource Services A blank I 9 form will be displayed for data entry Social Security Number 123 45 6789 SCC lCnmCmauiit cmon English v Add Il 9 Social Security Number PENDING Show Attestation for Employee in English fasat Department of Homeland Security OMB No 1615 0047 Expires 03 31 07 1115 0136 U S Citizen and Immigration Services Employment Eligibility Verification Please read instructions carefully before completing this form The instructions must be available during completion of this form ANTI DISCRIMINATION NOTICE It is illegal to discriminate against work eligible individuals Employers CANNOT specify which oen they will accept from an employee The refusal to hire an individual because of a future expiration date may also constitute discrimi Section 1 Employee Information and Verification To c completes enc signes by employes st the time employment begins Print Name Lest First Migale Initist Msigen Name Adaren Street Name and Number Ape Date Of Birth amamma paia pae ean Social Sacma aS Se I SELECT STATE I 43 90 S643 Jz I am aware that federal law provides for imprisonment attest under penalty of perjury that am Chec amp one of the following and or fines for false statements or use of false documents
29. enforced URAIRA SECTION 411 AND ITS CONTEXT The JIRAIRA reforms the employment verification process in two ways first Section 412 reduces the number of documents that may be used to verify emninyen s identity and amninyment authorsat Second in the most 16 3 97 1 Electronic Completion of Section of the 1 9 Referring to the Electronic Completion of Section 1Document ad 6 4 93 87 Form l 9 Upon Transfer of Employee Referring to the Guidelines Document 16 5 92 13 Confidential Information on l 9 Referring to the Guidelines Document Action Required Select the 97 1 Electronic Completion of Section of the I 9 in the Main Menu The First Page of the Document opens Go to Main Menu Show Next Page Pg 2 hH e se g hnes ON THE IMPLEMENTATION OFSECTION 411 OF THE HRAIRA THE VIRTUE MEM m ORANDU by A James v z quez azpi ri 1 wch 6 1997 memorandum drafted by the ice s Service s Office of Programs to Immigration Reform and Contro f ib L No 1014 2097 110 Stat 3008 Oct ray mpre 7 is are finalized Service personne look to this memorandum for guidance on how Section 477 shouid bo ad HRAIRA SECTION 411 AND ITS CONTEXT Select the 93 87 Form I 9 Responsibility Upon Transfer of Employee in the Main Menu The First Page of the Guidelines Document opens EEEE hH saa orm 8 Responsibility Upon Transfer of Employee
30. entation date must reflect the following on across the heading of the Form I9 Department of Homeland Security U S Citizenship and Immigration Services OMB No 1615 0047 Expires 06 30 08 Printed Form I9 documents that have been completed before the implementation date should reflect the previous I9 version OMB No 1115 0136 U S Department of Justice Immigration and Naturalization Service OMB No 1115 0136 Expires 3 31 2007 Printed Historical I9 Form documents that have been completed before the implementation date should reflect the previous I9 version U S Department of Justice Immigration and Naturalization Service OMB No 1115 0136 Expires 3 31 2007 Printed Historical I9 Form documents that have been completed after the implementation date should reflect the new I9 version U S Department of Justice Immigration and Naturalization Service OMB No 1115 0136 Expires 3 31 2007 New Form I9 non Historical entries after the implementation date must restrict the following documents 1 Certificate of U S Citizenship Form N 560 or N 561 2 Certificate of Naturalization Form N 550 or N 570 3 Alien Registration Receipt Card I 151 4 unexpired Reentry Permit Form 1 327 5 unexpired Refugee Travel Document Form I 571 I9 Administration Section 5 1 Click on the Menu entry Add a New Individual I 9 Document Enter the Add a New employee s social security number If the employee has appli
31. es actually begin This prevents any employee identified through the I 9 process as ineligible to work from incurring an obligation to be paid for services if the services are not lawful Action Required 1 For Lookout Services Customer Sites e Sign on to the workstation open your Internet Explorer and go to e Select Login Now from Lookout Services web page Home Solutions Technology Partners Events News Contact Us New Regulations Creators of Electronic y Pioneers Eligibility ie Of The Verification l 9 Solution Systems P eenaa BAREEN ENARA RIR The E9 Solution by 2 056 782 I 9 Forms To Date The I 9 Solution Technical Support Compliant 19s 1st time si My Account 7 ve v Eh ent SS ciai i 3 Enter your given user name and password combination Your account has been set up with a temporary password The first time you log in you will be required to reset your password Please supply login information User 1D M Password ME English Espa ol Logging into the system with the password security enhanced will be slightly different than logging without the security features enabled To login with security enhanced the following password rules will have to be abided by 1 Password will have to be total of at least 8 characters and password must contain at least one uppercase letter at least one lowercase letter one number one special
32. eyiew Standards wos ccssicsnnorcdantesysatcvsanntWascea dian adundvbanetseedtcautledsnusidarondessGueesssentanenduananss 18 8 2 Photocopies in Lieu of Original DOCWMerts cigs seecsecinceccssssid cusedeseeresieniers esas acini 18 8 3 Retaining Photocopies of Section 2 Documents aiacscy sete ssctegseadoesansaystnew asad Geis agenaddundsesessassvauiacedeees 18 S4 RUS cag oe oa ascciec rea aes s censor enaassccice cues eiss Eea S A EE SEER E Eaa EE EES EEE EEEE 19 8 5 Understanding Replacement Documents ssssssesessssesseessrtssresseeessessstessetsstesseesssessseessesseesset 19 9 SECON 2 nformati seirene E EE E E EE EES 20 91 Confasing OGURA OU issver a aE REEE RA ean Matinee R 20 9 2 Refugee Admission Stamps isisisi sistini iniaenoi iN ai s aE i aaa Eiaa 20 9 3 Te emp r ty 1 531 SUIS scsensvascvacnnosananvenqanayannngesusestdvemevanntiasnsiad seus twaskiensaaecuadargeatnelacantesbinamasnscatne 20 9 4 Automatic Extension of Work Authorization xssccpssssecegetaedscsnceaaiase dense dncdaasssoeaesansadacsastoeeeseseedeceesec 20 9 5 Alien Employees Sponsored by Employer vecsccesscsecessanssacccsusdansuansoanssnnseaacvanseanssaaddaassanseeaedarseaeses 21 9 6 Automatic Extension of Employment Authorization seesseesseseessesersseereesresrrsrresresstereesressreeresrense 21 9 7 Reverification after Automatic Extension Period ssessssssessseeesesessseessreesessseeessetesreesseesseessereesees 21 9 8 Use of Drop dow
33. fugee or asylee status If a preparer or translator is used because the employee is unable to physically complete the Form or does not comprehend English sufficiently to understand the I 9 form requirements any person who assists the employee with translation and or completion must sign and date the preparer translator certification in Section 1 This Section is automatically populated when you click the Preparer Translator Signature Checkbox Clicking the Preparer Translator Signature Checkbox populates this Section with the id used to login into the system Employer representative must never request to see or otherwise require review of any documentation to substantiate the accuracy or legitimacy of information provided by an employee in Section 1 The purpose of Section 1 is for the employee himself or herself to attest to this by means of a personal signature and date 15 LOOKOUT 6 3 8 Completion of Section 1 is Important for Section 2 6 3 9 E signature checkbox If an employee does not cannot or will not provide all required Section 1 information including the date and original signature the employer is on notice that the Section 1 requirement has not been met and should not proceed with Section 2 Such a failure or refusal on the part of an employee is notice to the employer that the employee is not authorized to work Click the E Signature checkbox the electronic signature confirmation opens up
34. gration status has footnoted marked as and so on To read these footnotes click on the footnotes appearing under the selected Immigration Status option or scroll all the way down the Immigration Status List 43 Action Required as 6 12 mmigration Status List pop up onl Referring to the Select the Immigration Status List Pop Up only in the Main Immigration Status Menu The Immigration Status List Pop Up Window opens List non frames printable version n Period Employment Authorization n Period Determines eligiblity for SSN Referring to Click on the blue hyperlinks E g A 1 A 2 etc on the top of the Specific page to go to a specific status This method enables you to go to Immigration Status specific status without having to scroll down through the whole list Printing the The Immigration Status List cannot be printed using the immigration Status Immigration Status Pop Up Window To Print this list select the List previous menu option of the Status List Footnotes Each Immigration status has footnotes marked as _and so on To read these footnotes click on the footnotes appearing under the selected Immigration Status option or scroll all the way down the Immigration Status List 44 Browser Compatibility Type Name Version Checking for Browser Select the Step 1 Click Here to Check your Brow
35. ich documert s they wll accept trom an employee The retusa to hire an individual because of a future expiration date may aiso constitute legal discrimination may Photocopy when the employee is unable to complete Section 1 on his her own reproduced provi However the empbyee must auli sign Section 1 personally form LOs for three 3 years after the date of hire or one 42 LOOKOUT 6 10 l 9 Back Page Referring to the I 9 Back Page h 6 11 Immigration Status List Referring to the Immigration Status List non frames printable version Referring to Specific Immigration Status Printing the Immigration Status List Foot Notes Action Required Select the I 9 Back Page in the Main Menu The I 9 Back Page opens LISTS OF ACCEPTABLE DOCUMENTS LISTA Documents that Establish Both Identity and Employment OR Eligibility 1 U S Passport unexpired or expired 2 Certificate of U S Citizenship Form N 560 or N 561 3 Certificate of Naturalization Form N 550 or N 570 Action Required Select the Immigration Status List in the Main Menu The Immigration Status List page opens Click on the Blue links E g A 1 A 2 etc on the top of the page to go to a specific status This method enables you to go to a specific status without having to scroll down through the whole list Click on File Menu option on the Application window and select Each Immi
36. isting Online I 9 form The Edit screen is similar to the I 9 Data Entry screen The I 9 form can 12 1 also be selected in edit mode by clicking the Social Security Number link in the Edit Function SSN column which brings up the FullEntry asp screen The Print I 9 presents the PDF version of the I 9 if the form has no 12 2 correctable errors If the I 9 has been updated the user will be asked to select Print l 9 which form should be printed The three buttons let you Print I 9 Return to I 9 Function Edit screen or Return to Main Menu Use the Delete option to delete an existing I 9 or delete an update to an 12 3 Delete Function 12 4 Additional Information Function existing I 9 A delete confirmation delete asp screen will be presented Either click Yes to delete or No to cancel delete and go back to the I 9 listing The Additional Info option is a shortcut to display errors in the selected I 9 it brings up the Additional info asp screen 26 REVIEWING Follow these steps to modify an existing online I 9 form e g to add Section 2 EDITING AN information EXISTING ONLINE I 9 FORM Complete steps 1 2 from the section titled Accessing the Online I 9 System Select the following e Main Menu e T 9 Administration Section Individual I 9 Document Search and Edit Search for the desired I 9 Searches for earches can be performed using one or more of the
37. it and the photo or descriptive information on the document can be used to identify the cardholder e Metal Social Security Cards are not acceptable The Social Security Administration never issued such cards e Laminated Social Security Cards should not be accepted if the lamination obscures or obliterates the information on the card e Social Security Cards that state not valid for employment may not be accepted for Section 2 purposes The restriction Valid only with INS Authorization means that the alien to whom it was issued had only temporary work authorization The original INS rules state that this type of restricted SSA card may be accepted for I 9 purposes but only if presented together with proof of unexpired work authorization Since the evidence of unexpired work authorization is acceptable by itself this redundant process is rarely used 22 CHANGES TO LIST A NOT INDICATED ON FORM I 9 The following forms have been removed from List A These documents are no longer acceptable and the software will notify users of these changes Documents that are No Longer Acceptable Certificate of US Citizenship INS Form N 560 or N 570 Certificate of Naturalization INS Form N 550 or N 570 Alien Registration Receipt Card INS Form I 151 Unexpired Reentry Permit INS Form I 327 Unexpired Refugee Travel Document INS Form I 571 mine ie document s presented by the abov genuine and to relate to
38. izen or National of the United States then the Documents that load in Section 2 amp 3 include U S passport amp all other possible documents related to U S Citizenship e Employee s Social Security Number SSN Three important matters regarding SSNs e A prospective employee without an SSN must obtain one since this number is required for tax purposes Any person who is eligible to work in the United States is also eligible for an SSN and a card bearing that number There should be no cases where an employee authorized to work in the U S cannot provide an SSN in Section 1 Note employers may not demand that employees who provide SSNs verify their SSNs with a Social Security Card e Individual Taxpayer Identification Numbers ITINs which are formatted similarly to SSNs but begin with the digit 9 do not satisfy the requirement for an SSN and are not allowed e Proof of an SSN provided for Section I need not be supported with documentation SSN card may be required by the company for payroll processing purposes without raising concerns about discrimination 14 6 3 3 Employee Attestation 6 3 4 Special Rules for Refugees and Asylees Including Micronesians from FSA and CMI 6 3 5 Preparers and Translators 6 3 6 Preparer Translators Signature Checkbox 6 3 7 Information Provided by Employee Does Not Require Substantiation The employee must completely fill out the attestation portio
39. n Boxes to Make Selections 00 ceeecceessecesneeceeeeeceeececeeeeeceeeeeceeeeeceeeeecsneeeenneeeees 22 9 9 Show Sample Link Produces Images of I 9 Documents s nsssesssesseesesessserssseeesseessrrssersseesssees 22 9 9 1 Special Instructions Regarding Certain Section 2 Documents ss sssseesessseseseseesseessresseeseee 22 9 10 List A Documents that are No Longer Acceptable esesseseseseesesrrsserreesrtseresressreeresresresseeeresresee 23 9 Ti New List A Documents ecne aa a E E 23 10 SECHON Z ONLINE srein ae ia ieira daa raea aa Aer I aaea a a aaea SS 24 10 1 Run Checks Feat srcprren asise E EE RE E EE EERE 24 10 2 Run Checks and Save Features cccccsestecssisesataasentdesasnevedestesescauatedeusostsdadssanpealesdtadeadasuvbedanseedceaene 24 10 3 Saye FI rca ce ceo erp E E E EE A R E E AA EEE 24 10 4 Update Sections T amp 2 si a E EE EE 24 10 5 Update Section 3eicsiessssricnire a iiin a E RE A EAE E RRE 25 10 6 Cancel amp Return to Meny ssrsossioassitartyesuei iieo iaai tuned EEEE E EE A ESEA EEEE 25 10 7 Save amp Add Another New Associate sessssesessessssessesseseseesesressesesessessesnossessesnsessrsscesssescesessses 25 Megs DUP Check irensreaminsnr arn E E E A E E 26 12 Action FUCA sessies enre a ear EE E a E E EEE E EE E EE 26 121 Edit Function sincera i e E EE EEEE RE E EE OE R E RRE 26 122 Print 9 Funet resies cascosnacasganswanacaeneacanactcadpnge E E AEE 26 1
40. n by checking one of the three boxes e Citizen or national of the United States e Lawful permanent resident If the employee checks this box an alien registration number A must be entered e Alien authorized to work until __ __ __ If the employee indicates temporary work authorization an expiration date for the temporary period must be entered When any of the above status is selected the Section 2 amp 3 documents are dynamically loaded For example on the I 9 when a user clicks U S Citizen in Section 1 the documents aligned with that selection will load in the document dropdowns for Section 2 amp 3 The I 9 status i e U S Citizen Lawful Permanent Residence Resident Alien etc in Section is what will determine which documents exactly will be loaded Special rules for refugees and asylees permit them to enter N A or None instead of an expiration date since they are special temporary workers whose work eligibility is permanent Do not confuse applicants for asylum with aliens who have been granted asylum You can tell the difference because the Employment Authorization Documents EADs of applicants will be based on C 8 or 274a 12 c 8 whereas the EADs of aliens granted asylum would be A 5 or 274a 12 a 5 Refugees and asylees are work authorized incident to status and do not need EADs if they can present unrestricted Social Security cards or government issued proof of re
41. nstrued as legal advice on any subject matter The reader should not consider this information to be an invitation to an attorney client relationship should not rely on information presented here for any purpose and should always seek the legal advice of counsel in the appropriate jurisdiction The content of this web site contains general information and may not reflect current legal developments It is not intended to be a comprehensive summary of recent developments in the law treat exhaustively the subjects covered provide legal advice or render a legal opinion Electronic mail or other communications through this site or otherwise to Lookout Services may not be treated as confidential Transmission and receipt of the information in this site and or communication with Lookout Services via e mail is not intended to solicit or create and does not create an attorney client relationship between Lookout Services or any of its personnel and any person or entity 2 Background 2 1 Immigration Reform and Control Act 2 1 1 General Requirements 2 1 2 Enforcement and Internal Procedure 2 1 3 Original Signatures Required on Paper Forms 2 1 4 Electronic Signature 2 1 5 LOOKOUT Services supports Mozilla Firefox 2 0 0 6 In accordance with the Immigration Reform and Control Act IRCA all employers are required to complete Form I 9 for all employees hired or rehired after November 6 1986 within three business
42. ntity Document Copy Employment The First Page of the Travel amp Identity Documents opens up Documents U S Department of Justice Immigration and Naturalization Service A Guide to Selected U S Travel and Identity Documents Action Required 16 2 Interim Guidelines on the Implementation of Section 411 of the IIRAIRA The Virtue Memorandum Referring to the Select the Interim Guidelines on Implementation of Section 41 lof Guidelines the IIRAIRA The Virtue Memorandum The First Page of the Document Guidelines Document opens Show NowPage Pad H bea Lines ON THE IMPLEMENTATION OFSECTION 411 OF THE IRAIRA THE VIRTUE MEMORANDUM by A James Vazquez Azpiri 1 This article analyzes the March 6 1997 memorandum drafted by the Immigration and Naturalization Service s Service s Office of Programs to discuss Section 417 of the illegal Immigration Reform and Control Act of 1996 RAIRA Pub L No 1014 2097 110 Stat 3008 October 1 1996 1 2 This memorandum generally referred to eponymously as the Virtue Memorandum after its author Paul Virtue Acting Service Com missioner of Programs seeks to provide interim guidelines lo Service flekt ofticers and attomeys assigned to employer sanctions cases on how they should implement Section 411 Until implementing regulations for this section are finalized Service personnel should look to this memorandum for guidance on how Section 417 should be
43. our old password the system warns that the password has expired amp will need a change amp will redirect to the logon administer screen to change the password All password rules still apply while changing the expired password While creating a new user account the administrator may have selected the option Change password at Next Logon on the Administer Logons screen and temporarily assigned a password for the account When you logon using this temporarily assigned password the system automatically informs you that password will be required to change amp then re direct you to the administer logons screen to change the password All password rules still apply while resetting the temporarily assigned password e Clicking on a Tip link throughout the online I 9 form provides instructional information and answers to commonly asked questions e Alerts are pop up screens that provide instructions on how to fill out the form Alerts provide guidance regarding document issues and at times alerts explain how the system calculates dates They are triggered based upon certain conditions If you want to retrigger then you have to re enter the data Information about common misunderstandings new rules or special situations is provided in the alerts To complete a new I 9 form select 1 I 9 Administration Section 2 Add a New Individual I 9 Document from the main menu 3 Complete all required fields NOTE Depending upon your se
44. photo has been affixed without the cardholder s unexpired foreign passport it is treated as a receipt for a Form I 551 Permanent Resident Card or green card The actual Form I 551 or a new stamp must be presented to the employer either before the expiration date of the Form I 94 or if there is no expiration date within one year from the date of issuance INS notified the public several times that certain aliens granted Temporary 9 4 Protected Status TPS or with pending TPS applications were eligible for Automatic automatic extension of their expired employment authorization documents Extension of EADs When this happens pay attention to the eligibility criteria and to instructions provided to identify eligible individuals For example although only certain Nicaraguans and Hondurans were eligible for the most recent automatic extension many employers allowed it to all citizens of those countries regardless of the basis of their work authorization and other important factors Applicants for asylum were often given the benefit of the extension even though they were ineligible Authorization 20 by Employer 9 6 Automatic Extension of Employment Authorization 9 7 Reverification after Automatic Extension Period 240 Day Rule for Extension of Work Authorization of Certain Employment Specific Aliens In those cases where an Employer has petitioned for approval to employ an alien temporaril
45. s eseseseseeseesrseresreesresresrrssersrrrissresrrsrresreseee 8 24 L ggine into th applicatione A AET 8 23 Bad PASS WAU isinsinyi a dun dade a A a AEAEE EE E a AEA 9 2 6 Changing expired password at the end of 90 da ys ccscecicscesstncatccsstcnsusanseosaeeerecsenateecneseueuceesieesuneces 10 2 7 Resetting a Temporary password assigned by an adminisrstrator eeseseseesseeessreerreresserereeresresse 10 28 Mpsand A oessoed cae anes E E E A RE R E AA E E 10 29 Entering a New O oss carttetes ccs Gases eu i R E N aula RRN 10 3 New I9 Business and or Government Requirements esseeesessessesrrsseereesrrsrrsrrssrtssrsrresresseteresresseseresres 11 4i New I9 FOfMS aces tcc ectac ected cece ias eae ge EE E EEEE AAE aN ESES aE E a 12 De WO Administration Sections sse e E E E E 13 5 1 Add a New Individual I 9 Document eseesseeseeeeeseeesesessresresstssrertessersrertesstestesesnteestesreeseeseseresee 13 5 2 Entering SSN Beginning with Digits 8 or 9 or 000 sssesssssseseesessesssesressresresressersresressressreeresesee 13 6 IT 9 Data Entry Point Section leissesisisesieisisirsoiisesrniiiiniiaiasiiisi insets esiaine naises asiasia sis aa 14 6 1 Timing of Section 1 C mpletlon issii ironiis ioiai iaar varandi ebrian a a aaa 14 6 2 Reviewing Section Information with Employee sessseeseesereesessessessesresseerreestesrreererresresereereseses 14 6 3 Section 1 Data Elements issnsriroeneronnoi enan EEE aa aaa EEEE E
46. s used for employment verification are not marked not authorized for employment or authorized for employment only with DHS or CIS or INS approval 37 Reports on all employee I9s saved in the database that have been terminated 15 7 amp all employee I9s saved in database as active employee I9s Active amp Terminated Employees Report Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select Active amp Terminated Employees Report Select Company Name Select Generate Report button Usage amp This system reviews all I 9s in a location regardless of when Significance they were created or modified The system calculates the sum total of I9s that are currently terminated as well as active This report displays employees whose residency status has been entered as Alien on their respective I 9s Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select Alien Report Section Select the required company from the List of companies list provided Note To select more than one company from the list hold down the Control key amp select the required company ial Select Generate Report 39 i LOOKOUT 16 Reference Section Action Required 16 1 A Guide to Selected U S Travel amp Identity Document Referring to the Select the A Guide To Selected U S Travel amp Ide
47. ser Information Compatibility Type Name amp Version A Pop Up Window opens up providing browser related information Data Export Batch Send Show System Ea e 4 sone ene Nout et ES es nor acren 1 1 4322 NET CLR 2 0 50727 TA Guide to Selected U S Travel and Identity Dd Interim Guidelines on the Implementation of Se 97 1 Electronic Completion of Section 1 of the 1 193 87 Form 1 9 Responsibility Upon Transfer a Sena es econ ne Setar neon are normally not requested information 92 13 Confidential Information on Form 1 9 5 92 52 Acceptable Receipts for Form 1 9 Tart Enabled false 192 56 Modifying Form 1 3 User Agent Mozilla 4 0 compatible MSIE 6 0 Windows NT 5 1 SV1 NET CLR 1 1 4322 NET CLR 2 0 50727 ae immigration Status List nen frames printable version F immigration Status List Pop Up 17 2 Step 1 Click Here to Check_if Your Browser Has Javascript vbScript Enabled Checking for Browser Select the Step 2 Click here to check if your browser has Information JavaScript VbScript Enabled This opens CheckScriptingEnabled asp and provides scripting related information 45 L3 Step 3 Click here to Download amp Install Free Copy of Adobe Acrobat 5 0 or Later Downloading Acrobat Reader Action Required Select the Step 3 Click here to Download amp Install Adobe Acrobat Reader 5 0 This opens a pop up window that gives you a list of all adobe
48. serierersrrsrerrersrrsersreeres 40 16 5 92 13 Confidential Information on 1 9 seessesesesesseesessrssrsssesressrseresresstsstestesstserestensetstesteeseeseseeeset 40 16 6 92 52 Acceptable Receipts for Form I 9 sesesssessseseesssessseessesssessseessssessstesssesseesseessseeessresseesseenset 41 16 7 92 56 M difyins Form F9 sciatis easa a E A A a S 41 16 8 State FOfMS srsrecorcnoiiiiee EE A ER a RE EAEN AR AEE EEEa E 42 16 9 TO I str ction Page catia anneta ia e oE a a aiae Pae E Ee ata SEES 42 16 10 F9 Back Pa cases chase tetas ene iann aaa A E EE A N 43 16 11 Immigration Status LaStei sea scosen slcceeecsa ct magacalle teste meadipsaesnnctnepd sate Saa NE a ESSEER EET 43 16 12 Immigration Status List pop up only sesessesseessessessrssesssesressrssresresstssresresstesrestenseestesteeseeseeereset 44 Browser Compatibility Verification Section eseseeeeseseeseesressresessersresrerstesttseresttsresreesresteeresrensesere 45 17 1 Step 1 Check Your Browser Compatibility Type Name Version c ccssccessseceesteeeeseeeeneeeeaes 45 17 2 Step 1 Click Here to Check if Your Browser Has Javascript vbScript Enabled eee 45 17 3 Step 3 Click here to Download amp Install Free Copy of Adobe Acrobat 5 0 or Later 46 1 Legal Disclaimer The information contained in this software is provided by Lookout Services for informational purposes only and is not legal advice and should not be co
49. te comple yee a rained that pape the best of my knowledge the employee is cies may omit the date the employee began employment Bo F Section 2 List A Document Title List A document type no longer acceptable after a completion date of 09 30 97 R72 Click OK to retum to the entry screen 9 11 Employment authorization document form I 766 is not listed on the I 9 Form or New List A Handbook for Employers because it was first issued after 11 91 For Section 2 Documents purposes the Form I 766 is included with the Form I 688b on List A Although these two employment authorization documents have different numbers their function is identical Likewise although List A includes a Resident Alien Card and Alien Registration Receipt Card it does not mention a Permanent Resident Card because the new version of the Form I 551 was issued after 11 91 For Section 2 purposes the Form I 551 Permanent Resident Card is included with the Form I 551 Resident Alien Card Iga 10 SECTION 2 ONLINE 0 1 GG un Checks Feature 10 2 Run Checks 0 4 date Sections 1 amp 2 Action Required Access the Online I 9 System see earlier instructions If Section 1 was completed previously select Individual I 9 Document Search and Edit and enter identifying information Click on the SSN link to pull up I 9 form Enter required information described in Section 2
50. ure that all changes are saved before exiting system Click Cancel amp Return to Menu to return to Main Menu If the Cancel amp Return to Menu button is clicked no changes will be saved Click Save amp Add Another New Associate to bring up a blank I 9 with the current date and user information pre populated 25 11 I 9 OFAC Check OFAC Checking This is a standard feature of the Lookout Services software Executive Order 13224 issued shortly after September 11 2001 banned companies from engaging in financial transactions with persons or organizations with terrorist ties The Office of Foreign Assets Control OFAC within the Department of Treasury the federal entity charged with enforcement of this executive order has stated that a company could face civil and criminal penalties for employing blocked persons persons with terrorist ties The Lookout Services software automatically checks all I 9s against the most up to date list of blocked persons should a match be found a message will be displayed as the I 9 is saved Please follow all of the instructions provided on the alert screen and contact your Legal HR or other department as soon as possible 127 Action Functions ONLINE I 9 Several editing options are available once an existing I 9 form has been selected ACTION Individual I 9 Document Search and Edit See details in the section titled FUNCTIONS Reviewing Editing an Ex
51. were created or 15 1 modified during particular dates and display errors that need to be fixed Additional on those forms Also known as the Curable Errors Report Information Needed Report Action Required Complete steps 1 2 from the section titled Accessing the Online I 9 System Select Reports in the main menu Enter a range of dates amp select from the Search dates option Select Generate Report Scroll down to the spreadsheet to see details of errors on the I 9 form in Sections 1 2 and 3 that are resolvable Resolvable issues are errors that may be corrected anytime prior to a government audit without violating the law Resolvable and If an employee is terminated with resolvable issues on the I 9 Incurable Defects form those issues become incurable and are transferred to the Statement of I 9 Completion Report Terminated Employees To correct resolvable issues click on the Edit button in the Action column or on employee s Social Security Number to bring Correcting Errors up the I 9 form Refer to the section titled Reviewing Editing an Existing Online I 9 Form for detailed information on editing I 9 forms Edits must also be made on the current I 9 form with the appropriate initials and date of edit Significance amp e This report does not generate any records if all employees Usage have completed their documentation Records are only created for I 9s that need more inform
52. y and seeks to extend the employment authorization for such person upon expiration of the originally approved period of employment certain special rules apply Provided that the originally approved employer files a petition requesting extension of employment authorization under the same temporary classification for example H 1b or H 2b both to continue doing the same type of job and prior to expiration of the originally approved period of employment the work authorization of the alien employee is automatically extended for 240 days or any earlier time at which the new petition is approved and new documentation received A receipt from USCIS acknowledging the submission provides proof of timely filing The receipt is not an I 9 document but rather a landmark in the process If timely filing for extension has been done by the employer the effect is not to reverify the original expiration date but rather to extend the original expiration date by 240 days On or before day 240 the employer must have received an approval notice to which a new Form I 94 will be attached a tear off section at the bottom of the notice that is equivalent to the Form I 94 issued upon admission to the United States but quite different in appearance The tear off Form I 94 is the employee s new work authorization document Information from it should be recorded in Section 3 If the employee does not receive the tear off version of the Form I 94 he or she will have to
53. yee who presented it them For example if a List B and C combination of documents is presented the name on the List C document should match the name by which an official authority recognizes that person as reflected on the List B document In turn the List B document photo or description should be compared to the appearance of the employee who presented the documents In general photocopies are not acceptable in lieu of the documents themselves The only exception is a certified copy of a birth certificate which must be issued by and bear the official seal of a state county or municipal authority Hospital issued certificates are not acceptable Photocopies of documentation presented to satisfy Section 2 requirements may be made and retained with the signed copies of the Form I 9 according to employer policy If photocopies are made of the documents of one employee photocopies should be made of the documents of all employees Lookout Services facilitates the storage of documents using the Documents Utility button 18 A Receipt Rule 8 5 Understanding 6 Replacement Documents Identifying an acceptable receipt Procedure for replacement receipts Procedure for extension or renewal receipts Receipts resulting from first time application for a document are never acceptable under this rule Under certain circumstances however receipts for documents may be accepted if the employee has applied for a
54. ystem 30 15 REPORTS ONLINE I 9 SYSTEM REPORTING SECTION List of Available Reports for Company Additional Information Needed Report Data Entry Report Statement of I 9 Completion Report Expiring Employment Documents Report I 9 Retention Report 3 Day Section 2 Unfilled Report Active amp Terminated employees Report Alien Report The Reporting Section which can be accessed from the Online I 9 System Main Menu provides summary information about all the I 9 forms that are available for you to view Lists all the available Generic Reports for your Company Lists records with missing information or errors Lists the date that each I 9 form was added to the system Shows records for employees that are terminated and information for internal records regarding document usage Lists I 9 forms that require reverification Calculates the date that the employer is permitted to purge the I 9 form of a terminated employee from retention files Reports on I 9s that are filled unfilled in Section 2 after 3 days Active amp Terminated report shows details about the employee I 9s that are currently active or terminated This report shows the details of the employees whose current resident status has been reported as Alien Can only be viewed if the option has been turned on on the company maintenance page 31s REPORTS Report Function This report will pull all I 9 forms that
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