VerifyNow! User Manual - Roth Staffing Companies, LP
Contents
1. VerifyNow User Manual September 2015 ict Roth Staffing Companies L P Company Confidential VerifyNow User Manual Table of Contents Please click on any of the titles below to go directly to that section Introduction Basic Navigation Accessing a Form l 9 Searching for a Form l 9 Printing and Saving a Form l 9 Viewing a Form or Getting Case Details Hiding a Form I 9 Verification Process Step by Step Instructions Have the Employee Fill out Section 1 of an Electronic Form l 9 Fill out Section 2 with Documents Presented by Employee Enter Your Electronic Signature and Branch Address Process Potential Duplicates Perform a Photo Match Process Form l 9 Based on Case Result a Case Error Codes b Initial Case Results c Interim Case Results d Final Case Results 7 Close the Case 8 Re verify an Employee 0O 0O A OUN Case Action Statuses Guide Frequently Asked Questions Roth University Page 1 Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 2 Introduction Welcome to the VerifyNow User Manual This manual was written for coworkers at Roth Staffing Companies who will be using the Company s proprietary VerifyNow system This manual provides guidance on the form processes and outlines the rules and responsibilities for our coworkers who are enrolled to use VerifyNow Our VerifyNow product performs two se2. The Social Security number entered in E Verify is not valid according to SSA records This does NOT necessarily mean that the employee is not authorized to work in the United States however additional action is required Make sure to Print the SSA TNC Further Action Notice TNC Further Action Notice English TNC Further Action Notice Spanish Review the SSA TNC Further Action Notice privately with the employee Ensure that you and the employee sign and date the SSA TNC Further Action Notice Confirm Employee Notification have notified this employee of the TNC Have the employee indicate whether he or she will contest the SSA TNC on the SSA TNC Further Action Notice If you will be referring the employee to SSA please click Continue If you created this case in error or no longer need to continue this verification click Close Case Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 29 5 If you click Continue a screen will appear confirming that the case has been referred to the SSA Print out the SSA Referral Date Confirmation by clicking on one of the PDF links provided The employee must have this letter to visit the SSA office and contest the case result Employee Referred to 54 Check for Case Status Updates This employee has been referred to SSA Be sure to log in periodically you ll need to close the
3. 10 6 2074 Web Photo Matching Required 201427916173077 10 6 2014 6769 10 6 2014 Web Photo Matching Required 20142791604437C 10 6 2014 6769 10 6 2014 Web Photo Matching Required 2014279141606TA 10 6 2014 6789 10 6 2014 Web Review the case information listed to determine whether or not the case you are creating is a duplicate of a previously created case and use the buttons at the bottom of the screen to act accordingly a Process Case Later If you need to return to this case at a later time click Back The case will now have a status of Action Required b Continue Verification If the case is not a duplicate case or if you have a valid reason for creating a duplicate case follow these steps to complete the verification process 1 Click Continue Back View Edit Case Details Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 17 2 Use the radio buttons to select the reason for creating a case with duplicate Ambassador information and click Continue I9Form Details Everify Details First Name Test Case Number 2014279172803SD Current Case Status Duplicate Case Last Name Ambassador Last User Action Initial Verify Current Employment Status Duplicate Case SSN XXX XX 6789 Date Of Birth 1 2 1983 Street Address 123 Main Street Apt Number z m z City Orange Enter the reason for the duplicate ca
4. 2 Promptly notify the employee of the DHS TNC case result Print out the TNC Further Action Notice in either English or Spanish by clicking on the PDF links provided DHS Tentative Nonconfirmation TNC The employee s information did not match U S Department of Homeland Security DHS records This does NOT necessarily mean that the employee is not authorized to work in the United States however additional action is required Make sure to the DAS TNC Furth Ke on Notice privately with the employee Ensure that you id the ance sign and date the DHS TNC Further Action Notice Confirm Employee Notification have notified this employee of the TNC Have the employee indicate whether he or she will contest the DHS TNC on the DHS TNC Further Action Notice If you will be referring the employee to DHS please click Continue lf you created this case in error or no longer need to continue this verification click Close Case Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 31 NOTE You must print out the TNC Further Action Notice before continuing with the TNC process regardless of whether the employee decides to contest or not contest the case result If you try to close the case or continue the process without printing the TNC Further Action Notice you will receive a warning
5. US ny Document 123456789 Expiration Date jf ary monday 0430 2015 ahtar If you selected that the employee is using a driver s license the List B fields are no longer free form but require that you include the state the driver s license number and the expiration date Ensure that all driver s license information is filled out accurately and that it matches the information provided by the employee List B Identity Document title Drivers license issued by a state or out BS Issuing authority CA Document 91235456789 Expiration Date jf ary mm dd ayy 04 30 2015 NOTE It is required that all List B documents presented to an employer participating in VerifyNow MUST contain a photograph If an employee presents a List B document you must also require a List C document Use the hand holding a pencil button to select the document type and then fill in the information accurately ensuring the information exactly matches the information on the documents provided by the employee List C Emplovment Authorization Document title Document title vers license issued by a state or out BS U S Social Secunty card other than a r BS Issuing authority Issuing authority
6. Case Number Search l9Forms First Name fs Last Name Employee ID sdDate of Birth Advanced Search 2 Enter search criteria in the applicable fields When complete click Search Costa Mesa Newport U 001 Case Number Search l9Forms First Name Joe Last Name Employee ID Dateof Birth Advanced Search i NOTE Employee ID ONLY refers to old Form l 9s that were transferred over to the electronic system on 12 16 2011 You will NOT be able to use this field to find any new Form l 9s you create after 12 16 2011 since the new system does not allow you to input any Employee ID information Employee IDs should only be referenced for past Form l 9s and should not be used after 12 16 2011 3 Click the Advanced Search button if you would like to use more specific criteria when searching Form l 9s Search l9Forms First Name CO ilaste Employee ID Date of Birth Advanced Search Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 5 4 Enter the appropriate data for each field and click Search to find Form I 9s that meet those criteria Search l9F orms First Name Last Name Cd Employee ID DateofBirth DDfe vvyY e Advanced Search Middle Initial Maiden Name OoOo SSN LastFour Digits OfSSN Alien Or Admission Legal S
7. Roth Staffing Companies L P Company Confidential Page 16 4 Process Potential Duplicates If E Verify determines that it is possible the Ambassador whose case you are trying to verify has been verified by you or someone else at Roth Staffing Companies within the last 30 days you will be directed to the Duplicate Case screen 19Form Details Everify Details First Name Test Case Number 2014279170536QM Current Case Status Duplicate Case Last Name Ambassador Last User Action Initial Verify Current Employment Status Duplicate Case SSN XXX XX 6789 Date Of Birth 1 2 1983 Street Address 123 Main Street Apt Number City O i eai Hy ge Duplicate Case Zip Code 92868 Employee Hire Date 10 6 2014 The information you entered for this case matches information from another case entered by this employer To continue to create a new case for this employee click Continue To view or edit the case information click View Edit Case Details If you do not need to continue this case click Close Case To return to this case at a later time click Back This screen provides a list of all cases created within the last 30 days that may be for the same Ambassador and includes the following case information status case number created date social security number hire date and branch number Status Case Number Created Date SSN Hire Date Branch Photo Matching Required 2014279165211PX 10 6 2014 6769
8. case once it is updated with a final status irmation to the employee Reprint the SSA TNC Further Action Notice 6 Review the Referral Date Confirmation privately with the employee and then sign it The employee has 8 federal government business days to bring this letter to the SSA 7 When you have finished reviewing the Referral Date Confirmation click Back The Form I 9 will now have a status of Waiting Employee Referred to 5A Check for Case Status Updates This employee has been referred to SSA Be sure to log in periodically you ll need to close the case once it is updated with a final status Print and provide the Referral Date Confirmation to the employee Referral Date Confirmation English Referral Date Confirmation Spanish Reprint the SSA TNC Further Action Notice 8 You will receive a final case result within 10 federal government workdays Check daily for the result the Form l 9 status will change from Waiting to Action Required when the SSA responds Complete the appropriate next steps depending on the final case result B DHS TNC A DHS TNC means that the information entered into VerifyNow does not match DHS records however it does not mean that the employee is not authorized to work in the United States A DHS TNC interim case result can occur if the employee s e Name A number and or l 94 number are incorrect in DHS records e ID photo document differs from the pho
9. Action Notice 2 TNC Further Action Notice English 2 TNC Further Action Notice Spanish Review the DHS TNC Further Action Notice privately with the employee Ensure that you and the employee sign and date the DHS TNC Further Action Notice Confirm Employee Notification have notified this employee of the TNC Have the employee indicate whether he or she will contest the DHS TNC on the DHS TNC Further Action Notice If you will be referring the employee to DHS please click Continue If you created this case in error or no longer need to continue this verification click Close Case Back Goze Case Corin Roth University Helping U Grow VerifyNow User Manual September 2015 icy Roth Staffing Companies L P Company Confidential Page 32 5 If you click Continue a screen will appear confirming that the case has been referred to the DHS Print out the DHS Referral Date Confirmation by clicking on one of the PDF links provided The employee must have this letter to visit the DHS office and contest the case results Employee Referred to DHS Check for Case Status Updates This employee has been referred to DHS Be sure to log in periodically you ll need to close the case once it is updated with a final status nfirmation to the employee Reprint the DHS TNC Further Action Notice Review the Referral Date Confirmation privately with the employee and then si
10. C Responsibilities of the Employer 6 in the E Verify Memorandum of Understanding for Employers MOU 7 Close the Case Every case no matter the result must be finalized and closed When you click on Close Case a screen will appear asking whether the employee is still employed and the reason for closing the case Answer the questions accordingly and click Submit to complete the verification process Close Case Options Is the employee currently employed Yes The employee continues to work for the employer after receiving an Employment Authorized result The case is invalid because another case with the same data already exists The case is invalid because the data entered is incorrect NOTE If you select that the employee is still working and select the radio button for The employee continues to work for the employer after receiving a Final Nonconfirmation result you will receive a warning message It is against company policy to continue to employ an employee who receives a Final Nonconfirmation case result and you must discuss this decision with the Legal Department before moving forward Click OK on this warning message to return to the screen and make the correct selection WARNING You selected the Close Case option of The employee continues to work for the employer after receiving a Final Nonconfirmation result It is against company policy to put any Ambassador on assi
11. USCIS IS 2 Employment Eligibility Verification Pcs oe ae US Chtizenship and Immigration Service Expires 03 31 2016 AND st d Update Case Information If you need to review the information to determine whether it is a duplicate complete the following steps 1 Click View Edit Case Details to return to update the case information Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 19 2 Review the information and click Continue or Close Case depending on whether you would like to continue with the case creation or like to close the case I9Form Details Everify Details First Name Test Case Number 2014279172803SD Current Case Status Duplicate Case Last Name Ambassador Last User Action Initial Verify Current Employment Status Duplicate Case SSN XXX XX 6789 Date Of Birth 1 2 1983 Street Address 123 Main Street Apt Number Cily Orange Duplicate Case View Case Details State CA Zp nae 92868 The information you entered for this case matches information from another case entered by this Employee Hire Date 10 6 2014 employer Check that the following information is correct Last Name Middle Initial Date of Birth First Name Maiden Name Social Security Number If this information is Correct click Continue NOT correct update the appropriate field s and click Continue If the information entered is no
12. form so it only appears under the Completed l9Forms tab 2 Locate the Form l 9 for which you would like to see more detailed information such as how the form was processed and click Get Case Details eee Soh Employee af FW Ss BEE ELE Last 4 digits Signature Date MALL Olympia Hunter rag 5 1 2013 Get case Details View Print 3 This option gives detailed information about how the form was submitted whether the employee was authorized referred to the SSA or went through photo verification the employee s eligibility and DHS results as well as any notes made during the process Like the View function you can only use this option under the Completed I9Forms tab Back Print Case Number 2013248131335EC Initial Verification Last Name Hunter First Name Olympia Middle Initial Maiden Name Social Security Number 6789 Date Of Birth 3 4 1976 Email Address Hire Date 9 5 2013 Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 7 4 From the Case Detail screen click Back to return to the list of Form I 9s or click Print to open a printer friendly version of the case details Back Case Number 2013248131335EC Initial Verification Last Name Hunter First Name Olympia Middle Initial Maiden Name Social Security Number 5789 Date Of Birth 3 4 1976 Email Addres
13. include the following Foreizn Passport Number 544897653 Country of Issuance AUSTRALIA AUS pa Some aliens may write WA on the Foreign Passport Number and Country of Issuance fields See instructions 7 When the employee has entered all of his or her information they must check the box type AGREE and click Submit Signature of Employee Click on the checkbox to accept and enter the word AGREE in the textbox provided Date fmrvddiaay 1 8 2014 Preparer and or Translator Certification To be completed and signed if Section d is prepared by a person other than the employee 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 Senature of Preparer or Translator Click on the checkbox to accept and enter the word AGREE in the textbox provided Last Name Famil Nama Address Strest Number and Name Form I 9 03 08 13 N Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 11 2 Fill out section 2 with Documents Presented by Employee Once an employee has submitted Section 1 of the Form l 9 employers have 3 federal government business days to verify employment eligibility If you do not verify work eligibility within that time the employee must fill out a new Form l 9 VerifyNow wil
14. the employee as a form of identification Driver s License ID issued by a state department of motor vehicles or similar agem Foreign Passport Other L NOTE If you select Foreign Passport you will also be prompted to enter whether the employee is a J 1 visitor or student Select the appropriate radio button before clicking Next 4 Scroll up to view Section 1 of the Form l 9 as completed by the employee Section 1 of the form should already be filled out accurately for the employee You CANNOT edit information in Section 1 if information is inaccurate you must close the case and have the employee fill out and submit a new Form I 9 5 Fill out the appropriate document information under List A or List B and List C depending on the documents that an employee presents To see a list of acceptable documents in each list click on the button that is shaped like a hand holding a pencil List A OR List B AND List C Identity and Emplovment Authorization Identity Employment Authorization Document title Document title Document title Ei Ei z Issuing authority Issuing authority Issuing authority NOTE An employer may accept one document from List A which proves both identity and employment eligibility or one document from List B which proves identity and one from List C which proves employment eligibility 6 Ifan employee presents a List A document
15. the employee in private Roth University Helping U Grow VerifyNow User Manual ict September 2015 Roth Staffing Companies L P Company Confidential Page 3 Basic Navigation Accessing a Form l 9 To access the online Form I 9s go to http www rothstaffing net and log in with your username and password 1 2 Goto Access Me and click VerifyNow Form I9 Forml9 Coworker Menu gga egib Admin Login 3 Click on the Active l9Forms tab and select your branch from the dropdown menu Active ISForms Completed ISForms Costa Mesa Newport U 001 H Case Number Search l9Forms Last Name sd First Name Employee ID ee Date of Birth 8 i Advanced Search 4 This will generate a list of active Form l 9s for your branch sorted alphabetically by last name Along with the employee s name and last four digits of the social security number is a list of actions from which you can choose Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 4 Searching for a Form l 9 1 To search for a Form l 9 select whether you are searching for an active or completed Form l 9 and select your branch from the dropdown menu Active ISForms Completed 9Forms Costa Mesa Newport U 001 gt
16. the information in Section 3 accordingly provide an electronic signature and click ReVerify C If employee s previous grant of employment authorization has expired provide the information for the document from List A or List C the employees presented that establishes current employment authorization in the space provided below 04 30 2017 I attest under penalty of perjury that to the best of my knowledge this employee is authorized to work in the United States and if the emplovee presented document s the document s I have examined appear to be genuine and to relate to the individual Signature of Employer or Authorized Representative Print Name of Employer or Authorized Representative Click on the checkbox to accept and enter the word AGREE in the textbox provided F AGREE 4 16 2013 Abby Bernstein Expiration Date if any Mimemdd yyy form I 9 03 08 13 N NOTE VerifyNow DOES NOT use the E Verify system to verify new documents presented for re verification It is currently up to the user employer to make sure these documents are accurate and complete Re verifying through VerifyNow ONLY updates document information and does not verify new work eligibility Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 36 Case Action Statuses Guide Verify The verification process has not started and Section 2 of the Fo
17. Branch Operations gt E Verify VerifyNow gt User Guides What if the employee is in the middle of a name change when process their Form l 9 If the employee has not officially changed their name yet enter their name as it is listed on their documentation Once they have been verified to work you do not need to go back and update the Form l 9 with their new name If their documents have to be reverified at some point use the employee s new name as it is listed on their new documentation when entering it in Section 3 The employee presented a Social Security Card that says it is not valid for employment or valid for employment only with DHS approval Can I still use this as a List C document 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 Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 38 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 Can abbreviations be used when filling out Section 2 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 issu
18. action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses take up to 3 federal government workdays Use the Active I9Forms tab to check for a response daily the status will change from Waiting to Action Required when the DHS responds SSN Employee Last 4 digits signature Date Elain Goodell rag 9 8 20 1 Action Required Get Case Details View Print Tim Saleh rag 4 30 2013 Waiting Get Case Details View Print When the DHS does respond and provides you with an interim case result complete the appropriate next steps First Name Last Name Action Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 26 c Interim Case Results After the initial verification result you will receive one of the following interim case results Review and Update Employee Data When you submit a Form l 9 and information does not initially correspond with SSA or DHS records a screen appears that says The Social Security number entered in E Verify is not valid according to SSA records or The employee s information did not match U S Department of Homeland Security DHS records Confirm that the information is correct or edit any inaccurate information and click Continue If the information still does not correspond with the SSA or DHS records you
19. ca SS Social Security Administration Document Document Number 5123436789 987634321 Expiration Date if any mmddyy Expiration Date jf any mundd yyy 04 30 2015 Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 15 NOTE If you select U S Social Security card as the document for List C then you MUST fill in the document number in proper format exactly 9 numbers with no dashes Once the information is submitted the form will encrypt the SSN to only show the last 4 digits when the document is viewed 3 Enter Your Electronic Signature and Branch Address After you have filled out all the necessary document information you must provide an electronic signature stating that you have examined the documents and have ensured to the best of your ability that they are genuine and accurate 1 Check the box and type AGREE in the field next to it in all capital letters Then type your full name in the Last Name and First Name fields along with your title Ensure that the business fields represent your branch s address Certification I attest under penalty of perjury that 1 I have examined the document s presented by the above named employee 2 the above listed document s appear to be genuine and to relate to the emplovee named and 3 to the best of my Knowledge the e
20. click 3 Select your branch from the dropdown menu and click Next Welcomel 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 In which state will you be working 4 Have the employee read through and sign the Ambassador Handbook read through the Form l 9 instructions and click Continue to Section 1 when complete Page Gof 9 Form l 9 Instructions 0308 13 N Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 9 5 This will open a blank Form l 9 for the employee to fill out Have the employee fill out his or her name contact information birth date and Social Security Number in the first section of the form Section 1 Employee Information and Attestation Employees must complete and sign Section J of Form 1 9 no later than the first day of employment but not before accepting a job ofr Last Name Family Name First Name Given Name Middle Initial Other Names Used if arn Sally Address Street Number and Name Zip Code 1234 Main Street Date of Birth emeddiaay U S Social Security Number E mail Address Telephone Number NOTE When entering his or her address the employee has the option of selecting Canada or Mexico from the State dropdown menu Both email address and telephon
21. click Continue If you created this case in error or no longer need to continue this verification click Close Case First Name Elaine Last Name Goodell Middle Initial Maiden Name SSN 123456798 BirthDate 06 09 e 1977 e Promptly notify the employee of the SSA TNC case result Print out the TNC Further Action Notice in either English or Spanish by clicking on the PDF links provided SSA Tentative Nonconfirmation TNC The Social Security number entered in E Verify is not valid according to SSA records This does NOT necessarily mean that the employee is not authorized to work in the United States however additional action is required Make sure to Re the SSA TNC Further ETT Notice privately with the employee Ensure that you and the employee sign and date the SSA TNC Further Action Notice Confirm Employee Notification Cl have notified this employee of the TNC Have the employee indicate whether he or she will contest the SSA TNC on the SSA TNC Further Action Notice If you will be referring the employee to SSA please click Continue If you created this case in error or no longer need to continue this verification click Close Case Back Close Case Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 28 NOTE You mus
22. click the hand holding a pencil button Select the document from the list by clicking the appropriate radio button and clicking Submit List A Documents u s Passport 0 U S Passport Card Pressing Cancel Clear will remove the selected document Cancel Clear Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 13 NOTE The documents acceptable for List A will vary depending on which citizenship the employee selected if the employee checked the A citizen or national of the United States box then list A will give you the options of U S Passport or U S Passport Card if the employee marked that they are A lawful permanent resident or An alien authorized to work a different list of acceptable documents will appear The type of documentation selected during the questionnaire whether the employee presented a driver s license foreign passport or other documentation also affects the list of documents that appear 7 Enter the rest of the document information accordingly ensuring all information is accurate and matches the documents provided by the employee There are three sets of List A document fields but only the first set is required The others are used in situations that involve foreign passport and visa documents that must be listed separately For example those with a J 1 student work visa who presen
23. e s employment eligibility has been confirmed In the Active 9Forms tab the status will read Action Required Click on the status to open the employee s case result and close the case SSA or DHS Final Nonconfirmation A final case result of SSA or DHS Final Nonconfirmation means that VerifyNow cannot verify an employee s employment eligibility even after an employee visited a Social Security Administration field office or contacted the U S Department of Homeland Security during the Tentative Nonconfirmation TNC referral process Once an SSA or DHS Final Nonconfirmation result occurs you must close the case in VerifyNow Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 34 You may terminate employment based on a case result of SSA or DHS Final Nonconfirmation with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the E Verify Memorandum of Understanding for Employers MOU DHS No Show A final case result of DHS No Show means that the employee did not contact the DHS within the required 8 federal government business days A DHS No Show case result is considered a Final Nonconfirmation meaning you must close the case in VerifyNow You may terminate employment based on a case result of DHS No Show with no civil or criminal liability as noted in Article Il Section
24. e Section 2 for a specific employee use the Search I9Forms feature to find the employee s Form l 9 Click Verify SSN Employee Last 4 digits Signature Date Action First Name Lasi Name Karen Smith 6789 5 1 2013 Get Case Details View Print 2 If an employee is a Colorado resident an additional screen will appear asking that you confirm the employee s information Check each of the four boxes as you comply with each step Once all four boxes have been checked type AGREE on the Signature line type in your job title and confirm that the company phone number is correct Finally click Submit Affirmation Of Legal Work Status Pursuant to 8 2 122 Colorado Revised Statutes Employee Name Test Test 1 5 1979 Last First Middle Date of Birth Please note that Colorado has a state specific law that requires that we retain a photocopy of all documentation presented for Section 2 of the Form l 9 for all employee hired in Colorado Please refer to the Frequently Asked Question section of this user manual for more information Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 12 3 Select whether the employee is using a foreign passport as a List A document a driver s license as a List B document or neither by clicking the appropriate radio button and clicking Next What type of documentation is used by
25. e aliens N A in this field Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 10 If the employee selects alien authorized to work they must also enter either their alien registration number or their Form l 94 admission number If they enter a Form l 94 admission number and they received the number from Customer Border Protection CBP they must enter their foreign passport information If they did not receive the number from CBP upon their arrival then they must enter N A in the foreign passport number field This field cannot be left blank I attest under penalty of perjury that I am check one of the following A citizen of the United States A noncitizen national of the United States See instructions A lawful permanent resident Alien Registration Humber USCIS Number An alien authorized to work until expiration date if applicable mum ddyary 04 30 2017 See instructions ral Some aliens may write N A in this field For aliens authorized to work provide your Alien Registration Number USCIS Number OR Form I 94 Admission Number l Alien Registration Number USCIS Number 3 D Barcode OR Do Not Write in This Space 2 Form I 94 Admission Number 48974654131 If you obtained your admission number from CBP in connection with your arrival in the United States
26. e employer for receiving a Final Nonconfirmation result The employee was terminated by the employer for receiving a No Show result The employee was terminated by the employer for choosing not to contest a Tentative Nonconfirmation The employee voluntarily quit working for the employer The employee was terminated by the employer for reasons other than E Verify The case is invalid because another case with the same data already exists The case is invalid because the data entered is incorrect Continue i 3 Select Yes from the Is the employee currently employed dropdown menu and select the This case is being closed because of technical issues with E Verify close case reason Are you sure you want to close this case Close Case Options Is the employee currently employed O The case is invalid because another case with the same data already exists The case is invalid because the data entered is incorrect Submit Cancel NOTE While the close case reason of This case is being closed because of technical issues with E Verify is available if you select that the employee is no longer working you should never select this combination You cannot take adverse action against an employee who receives this error message If the employee is no longer working for the customer for Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company C
27. e employment eligibility of this employee This case has been referred to DHS for further verification No action is necessary at this point Be sure to log in periodically you ll need to close the case once it s updated with a final status These cases are automatically referred to the DHS for further verification No action is required by you at this time DHS will respond to most of these cases within 24 hours although some responses take up to 3 federal government workdays Use the Active I9Forms tab to check for a response daily the status will change from Waiting to Action Required when the DHS responds Soh Employee First Name Last Name Last 4 digits Signature Date Action Elain Goodell rag ga2011 Action Required Get Case Details View Print Tim Saleh 6789 4 30 2013 Waiting Get Case Details View Print When the DHS responds with a final case result complete the appropriate next steps SSA or DHS Case in Continuance A SSA or DHS Case in Continuance case result means the employee has visited a Social Security Administration field office and or contacted the U S Department of Homeland Security but more time is needed to determine a final case result The reason SSA or DHS needs more time varies with each situation Check VerifyNow daily until you receive a final case result d Final Case Results Employment Authorized After the SSA or DHS received further information from the employee the employe
28. e number are optional fields and the employee can opt to leave these fields blank If the employee enters an email address he or she will receive email notifications from the USCIS throughout the verification process 6 The employee must select their citizenship status by checking the correct box If the employee selects lawful permanent resident they must enter their alien registration number in the adjoining field I attest under penalty of perjury that I am check one of the following A citizen of the United States A noncitizen national of the United States See instructions A lawful permanent resident Alien Registration Number USCIS Number 159778564 An alien authorized to work until expiration date if applicable memw dd yyyy HE Some aliens may write N A in this field If the employee selects alien authorized to work they must enter the date in the adjoining field If their authorization does not have an expiration date they must enter N A I attest under penalty of perjury that I am check one of the following A citizen of the United States A noncitizen national of the United States See instructions A lawful permanent resident Alien Registration Number USCIS Number ien authorized to work until expiration date i i mmidyyyy j U4 SU 2 iens may write N A in thi Bl An alien authorized k until date if applicable dd O4 502017 FEE Som
29. ean that the employee is not eligible to work in the United States and you cannot take adverse action against the employee at this time Adverse action includes terminating suspending withholding pay or training delaying a start or otherwise limiting his or her employment Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 23 1 If you click on Action Required for a case and receive the Unable to Process error message click Close Case I9Form Details Everify Details First Name Don Case Number 2015190182608UN Current Case Status Unable to Process Last Name Jaque Last User Action Initial Verify Current Employment Status Unable to Process SSN XXX XX 0008 Date Of Birth 12 12 1989 Street Address 123 main Apt Number we Elbe Unable to Process I9 Form Zip Code 90711 i Employee Hire Date 7 9 2015 This case could not be processed due to a technical error This does NOT mean that the employee is not authorized to work in the United States To complete the verification process click Close Case and then create a new case Baek Gove Ce 2 Click Continue on the close case warning message a WARNING You should only close a case if you have received one of the following case results Employment Authorized SSA or DHS Final Nonconfirmation DHS No Show Error Close Case and Resubmit The employee was terminated by th
30. esolve their case with the SSA or DHS Once you receive a final case result you must act accordingly It is against the law to employee an individual who has not been verified to work in the U S and you must act on the information on your report immediately For more information on accessing this report and acting on the report information please refer to the VerifyNow Compliance Report QRG located in the RothNET library at the following path Branch Operations gt E Verify VerifyNow gt User Guides Can I make photocopies of the documents that the employee presents Our company policy dictates that we are not to make any copies of the documentation presented by an employee during the VerifyNow process However if the employee presents a U S Passport a U S Passport Card a Permanent Resident Card Form 551 or an Employment Authorization Document Form I 766 as their List A document you must make a copy of the document during the Photo Match step print a copy of their completed Form l 9 and retain both in a Form I 9 file sorted alphabetically by employee last name You must also complete these steps for all employees hired in the state of Colorado regardless of the documents presented per Colorado state law My employee received a Tentative Nonconfirmation TNC case result What do do now The question mark buttons located on both the SSA and DHS Tentative Nonconfirmation screens provide you with instructions and screen shots f
31. gn it The employee has 8 federal government business days to bring this letter to the DHS When you have finished reviewing the Referral Date Confirmation click Back The Form l 9 will now have a status of Waiting Employee Referred to DHS Check for Case Status Updates This employee has been referred to DHS Be sure to log in periodically you ll need to close the case once it is updated with a final status Print and provide the Referral Date Confirmation to the employee Referral Date Confirmation English Referral Date Confirmation Spanish Reprint the DHS TNC Further Action Notice Beck J cose Case 8 You will receive a final case result within 10 federal government workdays Check daily for the result the Form l 9 status will change from Waiting to Action Required when the DHS responds Complete the appropriate next steps depending on the final case result Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 33 DHS Verification in Process A DHS Verification in Process case result means that the information did not match DHS records For example the employee s SSN may be correct but his or her other documents Passport I 776 551 etc did not match DHS DHS Verification in Process DHS Verification in Process E Verify needs additional time to verify th
32. gnment or continue to have the Ambassador working on assignment who has received a Final Nonconfirmation case result Please contact the Legal Department before moving forward with this selection Click OK to return to the previous screen and select the correct option Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 35 8 Re verify an Employee If an employee s documentation for work eligibility expires then the employee s work eligibility needs to be re verified This case currently only occurs with temporary work documentation such as an 776 l 94 and DS 2019 1 To re verify an employee click on the Active I9 Forms tab and use the dropdown menu to select your branch Active ISForms Completed I9Forms Costa Mesa Newport U oof Case Number Search I9Forms First Name Last Name Employee ID Date of Birth MM DD YYYY x Advanced Search 2 All employees whose documentation will expire soon will have Reverify under the Action column Locate the appropriate Form l 9 and click Reverify ir SSN Employee First Name Last Name Last 4 digits Signature Date Action karen Smith 6789 5112013 Verify Get Case Details View Print Tim Salek rag 4 10 2013 Get Case Details View Print 3 Fill out and update
33. hoto on the employee s document and determine if the photos are reasonably identical This means that the photos should be identical when taking into account minor variances in shading and detail based upon the age and wear of the employee s document the quality of your computer monitor and the watermark on the photo in VerifyNow to protect it from unlawful use Do not compare the photo displayed by VerifyNow to the employee directly Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 20 3 When you have determined whether the photos match click either the Yes or No radio button and click Continue I9Form Details Everify Details First Name Elaine Case Number 2014008102337YF Current Case Status Photo Matching Required Last Name Goodell Last User Action Initial Verify Current Employment Status Verification Incomplete SSN XXX XX 0006 Date Of Birth 6 9 1977 Street Address Test Apt Number City Test State TN i Zip Code 11111 Photo Matching Employee Hire Date 1 8 2014 Employee ID Does the photograph below match the photograph in the document provided by the employee NOTE If a photo matching screen appears but no picture is included select that the picture does match and click Continue Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Compa
34. ing authority however you must spell it out completely You must also spell out your full title when entering your signature at the end of Section 2 i e Business Solutions Specialist versus BSS What if am presented with documents that don t look legitimate Use your best judgment when you receive documents that might not be legitimate If there are glaring issues that tell you that it is false right away you can tell the employee that you cannot accept this document and ask that they provide you with a different document If you think that the document may not be legitimate but cannot be sure contact the E Verify team at everify rothstaffing com Where can I access the VerifyNow Compliance Report and what is the significance of the information on this report The VerifyNow Compliance Report is located on Crystal at the following path StaffSuite52 Production gt Custom gt Branch Compliance gt VerifyNow Compliance Report By Branch This report cross references the Ambassadors on assignment in StaffSuite with their VerifyNow final case result from E Verify Any Ambassadors who are on assignment without an Employment Authorized final case result will be flagged for you to resolve Those that received a Final Nonconfirmation need to be taken off of assignment and terminated immediately as they are not authorized to work in the U S Those with an SSA or DHS TNC or any other interim case result should continue working while you r
35. l not allow you to submit a Form I 9 to the E Verify database after 3 days you will receive an error message that prompts you to hide the expired Form l 9 Hide the form as it is no longer valid and start a new Form l 9 I attest under penalty of perjury that to the best of my knowledge this employee is authorized to work in the United States and if the employee presented document s the document s I have examined appear to be genuine and to relate to the individual Menature of Employer or Authorized Representative Print Name of Employer or Authorized Representative Click on the checkbox to accept and enter the word AGREE in the textbox provided Form I 9 03 08 13 N Please correct the following errors Three business days has expired Please close case and have candidate complete new Form I9 EVerifys Employers must complete Section 2 of the Form l 9 in its entirety To complete Section 2 the employer must examine documents that prove the identity and employment eligibility of the hired employee The employer may not specify which documents from the list of acceptable documents on the Form l 9 an employee may choose to present To see a list of all employees whose forms need verification click the Active I9Forms tab All employees with Verify under the Action column need to have their employment eligibility verified This means you have not seen their documents or filled in Section 2 of their forms yet 1 To complet
36. message Click OK to return to the screen and print the TNC Further Action Notice WARNING Before closing the case or continuing the TNC process you must first print and review the English or Spanish version of the TNC Further Action Notice FAN with the Ambassador and have the English version of the FAN signed 3 Both you and the employee must sign and date the TNC Further Action Notice Make a copy of the TNC Further Action Notice to give to the employee and keep the original for your records 4 Check the I have notified this employee of the TNC box and select an action based on the employee s decision to contest the results or not If the employee chooses not to contest the results click Close Case By deciding not to contest the results the employee acknowledges that you may terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU If the employee chooses to accept the case result and take no further action then you may terminate employment without penalty If the employee decides to contest the results click Continue DHS Tentative Nonconfirmation TNC The employee s information did not match U S Department of Homeland Security DHS records This does NOT necessarily mean that the employee is not authorized to work in the United States however additional action is required Make sure to Print the DHS TNC Further
37. mployee is authorized to work in the United States The employee s first dav of employment mm dd yy 4 16 2013 See instructions for exemptions enature of Employer or Authorized Representative Title of Employer or Authorized Representative Click on the checkbox to accept and enter the word AGREE in the textbox provided V AGREE 4 16 2015 Business Solutions Specialist First Name Given Namal Employer s Business or Organization Name Abby Roth Staffing Companies L F Employer s Business or Organization Address Street Number and Name City or Town 333 City Bly d West 100 Orange 2 When all document information has been entered and your electronic signature is complete click Verify 92868 Lattest under penalty of perjury that to the best of my knowledge this employee is authorized to work in the United States and if the employee presented document s the document s I have examined appear to be genuine and to relate to the individual Sienature of Employer or Authorized Representative Print Name of Employer or Authorized Representative Click on the checkbox to accept and enter the word AGREE in the textbox provided Form 1 9 03 08 13 N vents ie Roth University Helping U Grow VerifyNow User Manual September 2015
38. ny Confidential Page 21 6 Process Form l 9 Based on Case Result Each VerifyNow case will receive an initial case result which determines the necessary follow up action Below is a flow chart of the initial interim and final case results that occur Ambassador completes Section 1 of Form I 9 Coworker completes and submits Section 2 of Form l 9 within 3 business days Receive an Initial Case Result Employment Authorized DHS Verification in Process Tentative Nonconfirmation Employee has been DHS is processing the Form l 9 TNC authorized to work in the information Check VerifyNow Form l 9 information does not U S No further action frequently for an Interim Case match SSA or DHS records You required Result must complete the TNC process Receive an Interim Case Result Review and Update Tentative DHS Verification in SSA or DHS Case in Employee Data Nonconfirmation TNC Progress Continuance A prompt to review Form l 9 information DHS is processing the The employee has update and does not match SSA or Form l 9 information visited an SSA or DHS resubmit the Form l DHS records You must Check VerifyNow office but more time is 9 information complete the TNC frequently for a Final needed to determine a process Case Result Final Case Result Receive a Final Case Result Employment Authorized Final Nonconfirmation DHS No Show Employee has been The employee s employment The employee did not contact autho
39. onfidential Page 24 another reason e g he or she chose to quit the assignment you should select the appropriate close case reason for the situation b Initial Case Results Employment Authorized An Employment Authorized case result means all of the employee s information matches the SSA or DHS records and the employee is eligible to work in the United States Even with an Employment Authorized case result you must close the case to complete the process Click Close Case I9Form Details Everify Details First Name Elaine Case Number 2013106055226JD Current Case Status Employment Authorized Last Name Goodell Last User Action Photo Verified Current Employment Status Employment Authorized SSN XXX XX 6789 Date Of Birth 6 9 1977 Street Address Test Apt Number City Test re la Employment Authorized Zip Code 10101 Employee Hire Date 4 16 2013 Elaine Goodell is authorized to work in the United States To complete the verification process Employee ID click Close Case Beek ceca Answer the two questions on the Verification was a success please close the case screen and click Submit Close Case Options Is the employee currently employed Yes The employee continues to work for the employer after receiving an Employment Authorized result The case is invalid because another case with the same data already exists The case is invalid because the data entered is incorrect Y
40. or exactly how to process a TNC in VerifyNow If you have questions after reviewing these documents please email everify rothstaffing com If you have any questions regarding VerifyNow use or procedures please submit a Help Desk ticket or email everify rothstaffing com Roth University Helping U Grow
41. ou will receive confirmation that the case has been closed No further action is required USCIS Employment Eligibility Verification Form 1 9 Department of Homeland Security OMB No 1615 0047 U S Citizenship and Immigration Services Expires 03 31 2016 Tentative Nonconfirmation TNC A Tentative Nonconfirmation TNC case result means that the information from the Form l 9 differs from SSA and or DHS records VerifyNow identifies the agency associated with the mismatch when the TNC result is provided See instructions on how to deal with a TNC under SSA or DHS Tentative Non Confirmation page 21 Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 25 DHS Verification In Process A DHS Verification in Process case result means that the information did not match DHS records For example the employee s SSN may be correct but his or her other documents Passport I 776 551 etc did not match DHS DHS Verification in Process DES Viale alias Peon E Verify needs additional time to verify the employment eligibility of this employee This case has been referred t for further verification No action is necessary at this point Be sure to log in periodically you ll need to close the case once it s updated with a final status These cases are automatically referred to the DHS for further verification No
42. parate functions seamlessly 1 it is an electronic Form l 9 process and 2 the information input from the electronic Form l 9 is automatically routed and linked to the Department of Homeland Security s DHS EVerify database Thus our coworkers using VerifyNow are filling out a Form l 9 and running an E Verify on newly hired employees in one transaction Because we as a company are utilizing a direct link to the DHS s E Verify system all users must follow the guidelines set forth in the Memorandum of Understanding MOU and rules and responsibilities outlined in the DHS s E Verify User Manual available on RothNET gt Library gt Browse the Document Library gt Branch Operations gt E Verify VerifyNow gt User Guides gt E Verify User Manual and this VerifyNow User Manual Definitions Form l 9 the electronic version of the Employment Eligibility Verification Form l 9 or l 9 Form E Verify the internet based system operated by the Department of Homeland Security DHS in partnership with the Social Security Administration SSA that allows participating employers to electronically verify the employment eligibility of newly hired employees E Verify works by electronically comparing the information on an employee s Form l 9 with SSA and DHS records to verify the identity and employment eligibility of each newly hired employee VerifyNow Roth Staffing Companies proprietary system which is an electronic Form l 9 that automa
43. red to enter an email address and phone number While the new Form l 9 now includes fields for both email address and phone number they are not required fields and can be left blank If the employee enters an email address he or she will receive email notifications during the process What is the Other Names field for If an employee experienced any sort of name change this field allows them to enter a maiden name or previous name Entering maiden names can expedite the verification process as E Verify checks work eligibility for this name as well and may return a Final Confirmation instead of an SSA DHS TNC My employee has an address and phone number from Canada or Mexico Can they still fill out the Form l 9 Yes the Form l 9 has been updated to accept phone number formats from Canada and Mexico and both Canada and Mexico appear in the State dropdown menu so that you can enter the address How can I tell the difference between an alien number and a Form l 94 number The easiest way to tell the difference between them is that an alien number is 9 digits long while the Form I 94 number is 11 digits long Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 37 My employee provided a Permanent Resident Card that says Signature Waived instead of displaying the employee s signature Is this document legitimate The U S Citi
44. rized to work in the eligibility could not be the DHS within the required 8 U S No further action confirmed after visiting SSA business days Employment required or contacting DHS eligibility could not be confirmed Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 22 a Case Error Codes Verification in Process Even prior to receiving an initial case result you may receive an error code of Verification in Process This error occurs during the SSA or DHS check meaning it can occur before you receive an initial case result or at any point later in the process when the information is sent to the SSA or DHS for verification for example after the Review and Update Employee Data interim case result This error occurs when information is sent to the SSA or DHS to verify but an error occurs on their end and the case must be queued until it can be processed Because the error occurred at the SSA or DHS there is nothing to do except wait until they return a case result NOTE This error message does not mean that the employee is not eligible to work in the United States and you cannot take adverse action against the employee at this time Adverse action includes terminating suspending withholding pay or training delaying a start or otherwise limiting his or her employment 1 If you receive a Verification in Process error mes
45. rm l 9 needs to be completed Action Required Either the SSA or DHS has returned a result for the case or the case is unfinished In either situation the case still needs to be closed Reverify The work eligibility documentation has expired and needs to be updated and re verified Waiting The case is waiting for an SSA or DHS result Refer back to this case daily until an Action Required action is in its place View Clicking on this action allows the user to view a completed Form l 9 for reference Queued This is a rare status that occurs when the user submits a case but the E Verify system that VerifyNow uses is down As a result the case will automatically be put in a submittal queue for when the system is back up meaning VerifyNow will continue trying to verify eligibility every 15 minutes or so When the system is back up the case will go through the verification process until a result successfully occurs If for some reason a case remains in queue for too long close the case and complete a new Form I9 to start the process again Frequently Asked Questions Is the employee required to enter a Social Security Number in Section 1 While a Social Security Number is not typically required on Form l 9s it is required for all of our employees because we are an E Verify employer If an employee does not have a Social Security Number they must apply and receive one before they can work for our company Is the employee requi
46. s Hire Date 9 5 2013 NOTE You cannot edit a form once it has been submitted The Get Case Details option only allows you to view and print the information submitted and should be used for reference only Hiding a Form l 9 1 Hiding a Form l 9 means that the form no longer shows up in your Active I9Forms tab or Completed l9Forms tab You should only hide a form if the information is inaccurate incomplete unverified after 3 federal government business days or unverifiable for some other reason To hide a form locate the Form l 9 and click Verify or Reverify depending on the case E a Soh Employee First Name Last Name Last 4 digits Signature Date Action Karen Smith 6789 5 1 2013 Get Case Details View Print 2 Scroll down to the bottom of the form and click Hide attest under penalty of perjury that to the best of my knowledge this emplovee is authorized to work in the United States and if _ the employee presented document s the document s I have examined appear to be genuine and to relate to the individual Menature of Employer or Authorized Representative Print Name of Employer or Authorized Representative Click on the checkbox to accept and enter the word AGREP in the textbox provided Form I 9 03 06 13 N Verify Hide 3 Enter the reason for hiding the form and click Submit This field is required and the explanation
47. sage click Back to return to the Active I9Forms tab 19Form Details Everify Details First Name Don Case Number 2015190162201PV Current Case Status Verification in Process Last Name Jaque Last User Action Initial Verify Current Employment Status Verification in Process SSN XXX XX 0008 Date Of Birth 12 12 1989 Street Address 123 Main Street Apt Number City Orange r State CA Verification In Process Zip Code 92868 she Hire Date 7 9 2015 This case has been submitted but E Verify needs additional time to verify the employment eligibility of this employee If you created this case in error and no longer need to continue this verification click Close Case 2 The case will now have a status of Waiting Once the SSA or DHS processes the case the status will update to Action Required Take next steps based on the case result returned NOTE You should only close the case from the Verification in Process error message screen if the information entered into Section 1 or Section 2 of the Form l 9 is incorrect Unable to Process The Unable to Process error code occurs when a case is initially verified but the SSA or DHS cannot process it This error code can occur at any point in the process when an employee s information is sent to the SSA or DHS for verification Because the error occurred at the SSA or DHS you must close the case and open a new case for the employee NOTE This error message does not m
48. se then click Continue State CA i Zip Code 92868 am creating a duplicate case because Employee Hire Date 10 6 2014 e previous Case is invalid because of incorrect data Other Other Reason e employee is a rehire and am required to create a new case O O Back corine 3 Continue with the case verification process as outlined in the rest of the User Manual c Close Case If the case is a duplicate you must close this case To do so complete the following steps 1 Click Close Case 2 You will receive a warning message Click Continue to proceed WARNING You should only close a case if you have received one of the following case results Employment Authorized e SSA or DHS Final Nonconfirmation e DHS No Show e Error Close Case and Resubmit Are you sure you want to close this case Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 18 3 Use the radio button to select that the reason you are closing the case Is that it is a duplicate and click Submit Close Case Options e case is a duplicate because the employer created a case with the same data within the past 30 days O The case is invalid because the data entered is incorrect 4 You will receive confirmation that the case has been closed Back Thank you for closing the case and finishing the Everify Process AS
49. t List A documents will require document information be entered into all three sets of List A document fields Besides these specific situations these fields will be blank in MOST cases List A OR List B AND List Identity and Employment Authorization Identity Employment Authorization Document title Issuing authority Issuing authority Document Document Number Expiration Date ff any pone dale Expiration Date p arny moneda 3 D Barcode Do Not Write In This Space Expiration Date if arny moneda NOTE The Issuing Authority field will differ depending on the citizenship the employee selected and the document type selected during the questionnaire For example if U S Passport is selected the field is free form while it is a dropdown list of countries if a foreign passport is selected 8 The List B column will differ depending on whether you selected that the employee is or is not using a driver s license If you selected that they are not use the hand holding a pencil button to select the appropriate document type and enter the rest of the document information ensuring that all information is accurate and matches the documents provided by the employee Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 14 List B Identity Document title US Military card BS Issuing authority
50. t correct and connot be updated click Close Case If you created this case in error or no longer need to continue this verification click Close Case Fist Name Last Name Middle Initial Maiden Name SSN 123456789 Birth Date 3 Follow the steps outlined in the previous Continue Verification and Close Case sections for steps following your selection 5 Perform a Photo Match The photo matching step occurs automatically when you create a case for an employee that presents a U S Passport or Passport Card a Permanent Resident Card Form I 551 or an Employment Authorization Document Form 766 for his or her Form l 9 documentation This helps ensure that the documents provided are valid When the employee presents one of these documents and the Form l 9 information entered by the employer matches DHS records the employee s photo automatically displays on the VerifyNow screen 1 Make a copy of the employee s document and retain it with the Form I 9 in order to match the photos Please note that Roth Staffing Companies does not support photocopying Form l 9 documentation generally this is the only exception You must also print a copy of the Form l 9 so you can attach the copy of the document to it Please store both the Form l 9 and copy of the List A documents in a secure Form I 9 file organized alphabetically by employee last name 2 To match the photos compare the photo displayed by VerifyNow to the p
51. t print out the TNC Further Action Notice before continuing with the TNC process regardless of whether the employee decides to contest or not contest the case result If you try to close the case or continue the process without printing the TNC Further Action Notice you will receive a warning message Click OK to return to the screen and print the TNC Further Action Notice WARNING Before closing the case or continuing the TNC process you must first print and review the English or Spanish version of the TNC Further Action Notice FAN with the Ambassador and have the English version of the FAN signed 3 Both you and the employee must sign and date the TNC Further Action Notice Make a copy of the Notice to give to the employee and keep the original for your records 4 Check the I have notified this employee of the TNC box and select an action based on the employee s decision to contest the results or not If the employee chooses not to contest the results click Close Case By deciding not to contest the results the employee acknowledges that you may terminate employment with no civil or criminal liability as noted in Article Il Section C Responsibilities of the Employer 6 in the MOU If the employee chooses to accept the case result and take no further action then you may terminate employment without penalty If the employee decides to contest the results click Continue SSA Tentative Nonconfirmation TNC
52. ta entered is incorrect SSA or DHS Tentative Nonconfirmation TNC A SSA TNC An SSA TNC occurs when the social security number entered into VerifyNow does not match SSA records Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 27 When you submit a Form I 9 you will first receive the Review and Update Employee Data screen that says The Social Security number entered in E Verify is not valid according to SSA records Review the employee s information and click Close Case Continue or Back If you click Continue and the information still does not correspond with the SSA you will receive an SSA Tentative Nonconfirmation TNC case result I9Form Details Everify Details First Name Elaine Case Number 2014009061701RN Current Case Status Case Incomplete Last Name Goodell Last User Action Initial Verify Current Employment Status Verification Incomplete SSN XXX XX 6798 Date Of Birth 6 9 1977 Street Address Test Apt Number City test le AK Check Information Zip Code 11111 Employee Hire Date 1 9 2014 Employee ID The Social Security number entered in E Verify was not valid according to SSA records The information below MUST match the employee s Form l 9 Please check and make sure the information is correct If the information is Correct click Continue NOT correct update the appropriate field s and
53. tatus ooo Alien Auth To Work Unti Street Address fo Apti OOOO ity O State Zip Code Po Translator Street Address Translator City OoOo Translator State h Translator Zip Code ee Translator Name fF Viewing Printing and Saving a Form I 9 1 Locate the Form l 9 that you would like to view print or save and click View Print under the Action column This will open an electronic version of the Form l 9 for you to view ae SoN Employee 3 First Name Last Name Last 4 digits Signature Date Action Olympia Hunter 678g 51 2013 Get Case Details viewrrint 2 Depending on the internet browser that you use click either the print or save button at the top of the screen or in the toolbar that appears You can print and save both an active non verified form and a completed form in this way Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 6 Getting Case Details 1 To view the case details for a completed Form l 9 click on the Completed I9Forms tab and select your branch from the dropdown menu Active ISForms Completed 9Forms Costa Mesa Newport U 001 gt Case Number Search l9Forms First Name Last Name gt Employee ID Dateof Birth mmf Doj YYYY Advanced Search NOTE You can only use this action for a completed
54. tically routes information and links to the E Verify database to run an E Verify on each newly hired employee The use of VerifyNow requires the collection of Personally Identifiable Information PII It is essential to protect the privacy of individuals that submit information to be processed through E Verify It is your responsibility to ensure that all personal information collected is safeguarded and used only for the purpose of verifying eligibility to work Failure to properly protect individuals information can result in identity theft or fraud and can cause considerable inconvenience harm or embarrassment to the individuals affected At a minimum take the steps outlined in the Privacy Guidelines Overview to protect personal information and comply with the appropriate regulations Privacy Guidelines Overview e Allow ONLY authorized employees to use VerifyNow e Ensure that only the appropriate employees handle information and create cases e SECURE access to VerifyNow e Protect the password you use to access VerifyNow and ensure that unauthorized users do not gain access to VerifyNow e PROTECT and STORE individuals information properly e Ensure that employees information is stored in a safe and secure location and that only authorized individuals have access to this information e Discuss VerifyNow results in PRIVATE Specifically ensure that Tentative Nonconfirmation and Final Nonconfirmation results are discussed with
55. to in DHS records e Information was not updated in the employee s DHS records e Citizenship or immigration status changed Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 30 e Record contains another type of error 1 When you submit a Form l 9 you will first receive the Review and Update Employee Data screen Review the information and click Close Case Continue or Back If you clicked Continue and the document information still does not correspond with the DHS you will receive a DHS Tentative Nonconfirmation TNC case result i9Form Details Everify Details First Name Elaine Case Number 2014009063628SN Current Case Status Case Incomplete Last Name Goodell Last User Action Initial Verify Current Employment Status Verification Incomplete SSN XXX XX 6789 Date Of Birth 4 8 1972 Street Address Test Apt Number City Test a sA TN Check Information Zip Code 12345 Employee Hire Date 1 9 2014 The information below MUST match the employee s Form l 9 Please check and make sure the Foo oan information is correct If the information is Correct click Continue NOT correct update the appropriate field s and click Continue If you created this case in error or no longer need to continue this verification click Close Case Birth Date 04 08 1972 Passport Number 441209749
56. will appear in the Comments section of the form when viewed Reason for hiding the I9Form You have 978 characters remaining Was not verified within three business days Cancel Roth University Helping U Grow VerifyNow User Manual September 2015 Roth Staffing Companies L P Company Confidential Page 8 4 To access a hidden form click the Completed I9Forms tab select your branch from the dropdown menu check the Show Hidden Forms box and click Search Active l9Forms f Completed ISForms Costa Mesa Newport U 001 Case Number Search l9Forms First Name Last Name Employee ID Dateof Birth Yyyy Show Hidden Forms Advanced Search Verification Process Step by Step Instructions Newly hired employees must complete Section 1 of the Form l 9 in its entirety Providing a Social Security number SSN on the Form l 9 is usually voluntary however our Company utilizes E Verify and a case cannot be created in E Verify through VerifyNow without a SSN Therefore all newly hired employees including seasonal temporary and rehires MUST have a SSN If a newly hired employee does not have an SSN he or she must obtain one from the SSA Have the Employee Fill out Section 1 of an Electronic Form l 9 1 Use the desktop shortcut or go to https i9 rothstaffing com for a new electronic Form l 9 2 Have the employee select the branch and the state in which he or she will work and
57. will receive an SSA or DHS Tentative Nonconfirmation TNC case result l9Form Details Everify Details First Name Elaine Case Number 2014009061701RN Current Case Status Case Incomplete Last Name Goodell Last User Action Initial Verify Current Employment Status Verification Incomplete SSN XXX XX 6798 Date Of Birth 6 9 1977 Street Address Test The Social Security number entered in E Verify was not valid according to SSA records Apt Number ie Agee Check Information Zip Code 11111 Employee Hire Date 1 9 2014 The information below MUST match the employee s Form l 9 Please check and make sure the Employee ID information is correct If the information is Correct click Continue NOT correct update the appropriate field s and click Continue If you created this case in error or no longer need to continue this verification click Close Case First Name Elaine Last Name Goodell Middle Initial Maiden Name SSN 123456798 BirthDate 06 09 1977 Back NOTE If the incorrect information is in a field that you cannot edit click Close Case select that the case is invalid because the data entered is incorrect and click Submit Open a new case for the employee Close Case Options Is the employee currently employed Yes The case is invalid because another case with the same data already exists The case is invalid because the da
58. y at Branch Operations gt E Verify VerifyNow gt User Guides When should I reverify an employee s documents The VerifyNow system will tell you when an employee s documents are about to expire and require reverification when Reverify appears next to an employee s name You should never decide to reverify an employee s documents even if they recently experienced a name change unless the VerifyNow system tells you to do so Also some documenis will never require reverification such as a permanent resident card or a U S Passport It is against the law to reverify documentation that has not expired or will never expire and it is important that you only reverify those documents that VerifyNow tells you to My employee provided a replacement receipt for a lost Social Security Card but doesn t have a copy of the new Social Security Card itself Can accept the receipt Receipts can be accepted in certain situations but must be for the replacement for an existing document not for an application for a newdocument This difference is important because a receipt for the replacement of an existing document means that the employee was approved for the document previously A receipt for an application for a new document doesn t guarantee that the employee will receive the official document Please refer to the table of acceptable receipts in the Form l 9 and E Verify Documentation Guide located in the RothNET Library at
59. zenship and Immigration Services waives the signature for certain people including people entering the United States for the first time as lawful permanent residents after obtaining an immigrant visa abroad from a U S Embassy or consulate If an employee s Permanent Resident Card says Signature Waived it is still a legitimate document and can be used as proof of identity and work authorization If my employee s citizenship status is Alien authorized to work do they need to enter their passport information The employee can choose to enter their passport information but can choose to enter their alien registration number instead If they do so they will need to enter N A in the passport number field and leave the country of issuance dropdown menu in the default Select Country of Issuance Why are there three sets of List A document fields In certain situations employees will be required to provide more than one List A document and this allows you to enter the information for all of these documents The only situations that require all three sets are for students with a J 1 study abroad student visa or an F 1 foreign exchange student visa which require that you enter their passport Form l 94 and J 1 or F 1 document information For more information on the various forms of documentation and where they should be entered please refer to the Form l 9 and E Verify Documentation Guide located in the RothNET Librar
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