VerifyNow! Quick Reference Guide Submitting a Form I
Contents
1. VerifyNow Quick Reference Guide Submitting a Form l 9 Through VerifyNow 1 Employee Completes Form I 9 Section 1 1 Double click the Online Hiring Paperwork desktop shortcut 2 Have the Ambassador enter login information select the appropriate branch and select the state in which he she will be working Click Next Welcome Please answer the questions below to begin electonically completing the Ambassador Handbook and Form l 9 Please Select a Branch Costa Mesa Newport U 001 v In which state will you be working CALIFORNIA v Next 3 Have the Ambassador read through and sign the Ambassador Handbook and select whether to receive an electronic or paper version of the Handbook 4 Have the Ambassador read through the Form l 9 instructions and click Continue To Section 1 5 Have the Ambassador accurately complete Section 1 6 When complete have the Ambassador click Submit at the bottom of the form Signature of Employee Click on the checkbox to accept and enter the word AGREE in the textbox provided I attest under penalty of perjury that I have assisted in the completion of this form and that to the best of my knowledge the information is true and correct Signature of Preparer or Translator Click on the checkbox to accept and enter the word AGREE in the textbox provided Last Name Family Name Address Street Number and Name Form I 9 03 08 13 N 7 Use the li2. 9 in PDF format VerifyNow User Manual 3 Depending on the internet browser you use click the Save or Print buttons in the top or submit a Help Desk left hand corner of the screen or in the toolbar that appears ticket Frequently Asked Questions Q Why does a screen pop up asking if the employee is using a foreign passport or driver s license A Foreign passports and driver s licenses have specific requirements for the Issuing Authority and Document fields which have been built into VerifyNow Making this selection prompts these field requirements ensuring the Form l 9 is correctly filled out before it is submitted Q What am I supposed to enter for the Permanent Resident Card document number Why am receiving an invalid input field format error message A The correct document number is at the bottom of the card and consists of three letters followed by ten numbers A person s Alien is NOT the document number Q What do I do with a Resident Alien Card that has neither an expiration date nor a document number A Cards issued before 1997 may not have an expiration date or document number For these cards enter AAA0000000000 in the Document Number field Q Can abbreviations be used when filling out Section 2 A When entering the issuing authority for the employee s documents you can use SSA for Social Security Administration and DHS for Department of Homeland Security For any other issuing autho
3. nk to view the Lists of Acceptable Documents if desired 2 Verify Employment Eligibility 1 Log into RothNET 2 Go to Access Me and click VerifyNow 3 Select the appropriate branch from the dropdown menu 4 Perform a search to locate the Ambassador s Form I 9 5 Click Verify under the Action column Action Get Case Details View Print 6 Designate whether the Ambassador is using a driver s license foreign passport or neither If you select foreign passport designate whether the Ambassador is a J 1 visitor or student What type of documentation is used by the employee as a form of identification Driver s License ID issued by a state department of motor vehicles or similar agency Foreign Passport Other Next 7 Enter information for either List A or List B List C documents NOTE For full instructions on entering List A or List B List C documents please refer to the VerifyNow User Manual 8 Enter your electronic signature and click Verify at the bottom of the form Need Additional Help Please refer to the VerifyNow User Manual or submit a Help Desk ticket 3 Act According to Case Result 1 Employment Authorized Ambassador has been cleared to work and you may close the case 2 Tentative Nonconfirmation TNC Information on the Form l 9 does not match SSA or DHS records and you must work with the Ambassador to close the case or contest the results 3 DHS Verification in Proce
4. rch fields and click Search Costa Mesa Newport U 001 Case Number Hiding a Form l 9 You should only hide a Form l 9 that is inaccurate incomplete or was not verified within 3 days 1 Run a search to locate the Form l 9 you wish to hide 2 Click Verify under the Action column 3 Scroll to the bottom of the form and click Hide PERALES tn cee Ga Ree ene Ge ee en E Click on the checkbox to accept and enter the word AGREE in the textbox provided waa Print Name of Employer or Authorized Representative Form I 9 03 08 13 N Search I9Forms First Name Last Name Smith Employee ID Date of Birth MM x DD e YYYY Accessing a Hidden Form l 9 CEAN 1 Click the Completed I9Forms tab 2 Select your branch from the dropdown menu 3 Check the Show Hidden Forms box and click Search Viewing Case Details PEE ee 1 Run a Completed Form l 9 search to locate the Form l 9 Costa Mesa Newpor U 0o fz 2 Click Get Case Details under the Action column Search I9F orms First Name Last Name Action Employee ID Date of Birth Show Hidden Forms MM e DD s YyYY Advanced Search Get Case Details View Print Search Cie Saving or Printing a Form 1 9 1 Run an Active or Completed Form l 9 search to locate the Form l 9 you would like to save or print Need Additional Help Please refer to the 2 Click View Print under the Action column This will open the Form l
5. rity however you must spell it out completely You must also enter your full title for the signature at the end of Section 2 i e Business Solutions Specialist versus BSS Q The employee presented a Social Security Card that says it is not valid for employment or valid for employment only with INS or DHS approval Can I still use this as a List C document A Any Social Security Card that says Not valid for employment Valid for work only with INS authorization or Valid for work only with DHS authorization are for identification purposes only and are not a valid List C document to verify employment eligibility The employee must present you with a different List C document for verification TF F toy Helping U Grow Roth University
6. ss DHS is verifying documents and you must check back for the result and act according to the result NOTE For full instructions on follow up for each case result please refer to the VerifyNow User Manual 4 Re verify Employees When Documents Expire 1 Go to the Active I9 Forms tab 2 Check for Form l 9s with expired documents They will have the option of Reverify under the Action column 3 Click on Reverify and fill out Section 3 of the Form l 9 SN Employee i S First Name Last Name Last 4 digits Signature Date Tim Daleh 6789 4 30 2013 internal records BEST PRACTICE Making Copies of Employee Documents It is a company policy that we do not make copies of employee documents However there is one exception if an Action employee presents a U S Passport Get Case Details View Print NOTE Section 3 is not verified through VerifyNow but simply updates U S Passport Card Form l 551 or Form l 766 make a photocopy of the document print a copy of the Form l 9 and keep both in a Form l 9 file sorted alphabetically by employee last name Roth University H toy Helping U Grow VerifyNow Quick Reference Guide VerifyNow Form l 9 Management Searching for a Form l 9 1 Log into RothNET 2 Go to AccessMe and click on VerifyNow 3 Click the Active I9Forms or Completed 9Forms tab 4 Select your branch from the dropdown menu 5 Enter your search criteria into the sea
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