I-9 & E Verify Presentation


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Overview of I-9s and interplay with E-Verify

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I-9 & E Verify Presentation

  1. 1. E-VERIFY & I-9 COMPLIANCE: ARE YOU READY? Ilana J. Drummond & Daniel C. Horne 800.780.2008 www.jackson-hertogs.com
  2. 2. INTRODUCTION <ul><li>Why worry about I-9 procedures now? </li></ul><ul><li>The basics of I-9 compliance rules and interplay with E-Verify </li></ul><ul><li>Federal contractor (“FAR”) E-Verify rule </li></ul><ul><li>Benefits of using electronic I-9 systems </li></ul><ul><li>How to structure effective I-9 compliance policies </li></ul>www.jackson-hertogs.com
  3. 3. WHEN DO YOU I-9? <ul><ul><li>Employee completes Sec. 1 on 1 st day of work </li></ul></ul><ul><ul><li>Employer completes Sec. 2 within 3 rd day of employment </li></ul></ul><ul><ul><ul><li>employee must provide original documents for inspection </li></ul></ul></ul><ul><ul><li>Exceptions: </li></ul></ul><ul><ul><ul><li>Employer may complete I-9 procedure on or before first day of hire </li></ul></ul></ul><ul><ul><ul><ul><li>Uniform policy </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Special group </li></ul></ul></ul></ul><ul><ul><ul><li>Hires of 3 days or less must complete I-9 on first day </li></ul></ul></ul>www.jackson-hertogs.com
  4. 4. REVERIFICATION <ul><li>Who and when? </li></ul><ul><ul><li>Section 1 lists an expiration date </li></ul></ul><ul><ul><li>Section 2 documents indicate an expiration date </li></ul></ul><ul><li>Employer should have a “tickler” system based on expiration dates to flag reverification </li></ul><ul><li>Must reverify using current I-9 Form </li></ul><ul><ul><li>Can’t simply use Section 3 of prior form </li></ul></ul>www.jackson-hertogs.com
  5. 5. <ul><li>Employer requests more or different documents than required by Form I-9 to establish identity and eligibility </li></ul><ul><li>Employer rejects valid documents </li></ul><ul><ul><li>Ex: Asking foreign sounding applicant to show documents issued by USCIS </li></ul></ul><ul><li>All citizens and work authorized aliens are protected against document abuse by IRCA </li></ul><ul><li>One advantage for an electronic system </li></ul>DOCUMENT ABUSE www.jackson-hertogs.com
  6. 6. <ul><li>Employers can maintain electronic I-9s </li></ul><ul><li>Any electronic I-9s must be searchable and readily viewable </li></ul><ul><ul><ul><li>Full indexing of all data elements </li></ul></ul></ul><ul><ul><ul><li>Ability to reproduce legible and readable hardcopies </li></ul></ul></ul><ul><ul><ul><ul><li>think PDF images </li></ul></ul></ul></ul><ul><ul><ul><li>“ reasonable controls” required to ensure integrity & accuracy of system </li></ul></ul></ul><ul><ul><ul><li>Employer cannot limit government’s ability to review and reproduce </li></ul></ul></ul><ul><li>Commercial software products and legal services available for I-9 storage and completion </li></ul>ELECTRONIC I-9 MAINTENANCE www.jackson-hertogs.com
  7. 7. HOW LONG TO KEEP THE I-9? <ul><li>Employers must keep completed I-9s for at least 3 years after hire , or 1 year after termination of employment, whichever is later . </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Employee is hired on 01/15/2006, quits on 02/02/2006. Must keep I-9 until 01/15/2009 – 3 years after hire . </li></ul></ul><ul><ul><li>Employee is hired on 01/15/2006, is laid off on 10/01/2008. Must keep I-9 until 10/01/2009 – 1 year after termination . </li></ul></ul><ul><li>You must have a valid I-9 for every active employee </li></ul><ul><ul><li>Exception: Grandfathered employees who were hired before IRCA (11/6/1986) </li></ul></ul>www.jackson-hertogs.com
  8. 8. <ul><li>Employee should complete Form I-9 on first day of work – no exceptions! </li></ul><ul><ul><li>Employee must complete Section 1 – cannot be completed by Employer </li></ul></ul><ul><ul><li>Completion of SSN is optional on I-9 </li></ul></ul><ul><ul><ul><li>unless employer is enrolled in E-Verify </li></ul></ul></ul><ul><li>Employer should complete Section 2 when documents are reviewed – no later than 3 days after employment begins </li></ul><ul><ul><li>Employer must provide employee with list of acceptable documents and let employee choose documents </li></ul></ul><ul><ul><ul><li>If enrolled in E-Verify, identity document must include a photo </li></ul></ul></ul><ul><li>Keep paper I-9s separate from other personnel records </li></ul><ul><ul><li>Alphabetical index for I-9s that don’t expire </li></ul></ul><ul><ul><li>Tickler index by date for I-9s that require re-verification </li></ul></ul><ul><ul><li>I-9s for former employees should be kept separately until they may be destroyed. </li></ul></ul>BEST PRACTICES: BASIC I-9 PROCESS www.jackson-hertogs.com
  9. 9. <ul><li>Decide whether company will keep copies of documents – apply consistent policy </li></ul><ul><ul><li>All copies must be maintained with the I-9 Forms </li></ul></ul><ul><ul><li>If E-Verify enrolled, must maintain copies of all Green Cards & EADs that employees present </li></ul></ul><ul><li>Decide where to maintain I-9s for company: </li></ul><ul><ul><li>at worksite, HQ, or elsewhere? </li></ul></ul><ul><li>Have regular I-9 training for all HR staff </li></ul><ul><li>Conduct regular internal audits of I-9s </li></ul>BEST PRACTICES: I-9 POLICIES www.jackson-hertogs.com
  10. 10. <ul><li>More than one person at company should check I-9s </li></ul><ul><ul><li>Having additional review ensures that one person doesn’t create liability problem for entire organization. </li></ul></ul><ul><li>Check I-9s that are being prepared for remote locations and worksites </li></ul>BEST PRACTICES: I-9 POLICIES www.jackson-hertogs.com
  11. 11. <ul><li>E-Verify is a DHS program that requests electronic verification of employment authorization at time of hire </li></ul><ul><li>Employer signs MOU with DHS and complies with E-Verify rules, including agreement to: </li></ul><ul><ul><li>DHS audit of I-9s </li></ul></ul><ul><ul><li>on-site inspection of I-9s and </li></ul></ul><ul><ul><li>interviews of employees </li></ul></ul><ul><ul><li>submission of electronic E-Verify request within specified time limit – provides more work for HR </li></ul></ul><ul><li>E-Verify still generates occasional erroneous “non-confirmation” responses </li></ul><ul><li>E-Verify now mandatory for certain federal contractors </li></ul>E-VERIFY PROGRAM www.jackson-hertogs.com
  12. 12. E-VERIFY DOES NOT REPLACE THE I-9 PROCESS <ul><li>E-Verify is not always consistent with I-9 process </li></ul><ul><li>E-Verify requires that the employee: </li></ul><ul><ul><ul><li>have an SSN and </li></ul></ul></ul><ul><ul><ul><li>present a picture ID </li></ul></ul></ul><ul><li>E-Verify participation creates a two-step process: </li></ul><ul><ul><ul><li>Complete the I-9; then </li></ul></ul></ul><ul><ul><ul><li>use that I-9 step to complete E-Verify </li></ul></ul></ul><ul><li>By complying with E-Verify, is the employer requiring over documentation in the I-9 context? </li></ul><ul><ul><ul><li>No, because its extra requirements derive from statute </li></ul></ul></ul>www.jackson-hertogs.com
  13. 13. <ul><li>Allows representatives from DHS to visit the worksite at any time (with reasonable notice) to review I-9s and speak with employees handling I-9s </li></ul><ul><li>Due process waived? </li></ul><ul><li>Also, MOU creates presumptions for enforcement under IRCA </li></ul><ul><li>E-Verify query </li></ul><ul><ul><li>“ Yes” response: </li></ul></ul><ul><ul><ul><li>Presumption individual work authorized; </li></ul></ul></ul><ul><ul><li>If final non-confirmation, must terminate the employee or notify the USCIS that employer will continue employment </li></ul></ul><ul><ul><ul><li>Rebuttable presumption that the person lacked work authorization </li></ul></ul></ul>MEMORANDUM OF UNDERSTANDING www.jackson-hertogs.com
  14. 14. <ul><li>FAR is the “federal contractor” E-Verify rule </li></ul><ul><li>FAR E-Verify requirement now in effect </li></ul><ul><li>Will employer E-Verify entire work force? </li></ul><ul><ul><li>Or, will employer only query existing employees covered under federal contract and all new hires? </li></ul></ul><ul><li>Contract award date triggers 30-day countdown to enroll in E-Verify and 90-day countdown to query existing covered employees </li></ul><ul><ul><li>New hires must be run through E-Verify within 3 days of employment (unless no SSN then ASAP); </li></ul></ul><ul><ul><li>If opt to verify entire work force, then 180 day countdown to query all employees starts on date of enrollment </li></ul></ul><ul><ul><ul><li>must update registration if already registered </li></ul></ul></ul>FEDERAL ACQUISITION REGULATION (FAR) RULE www.jackson-hertogs.com
  15. 15. <ul><li>Requirements </li></ul><ul><ul><li>Identification of covered contracts </li></ul></ul><ul><ul><ul><li>$100,000 or more for not off the shelf products </li></ul></ul></ul><ul><ul><ul><li>Subcontracts of $3000 or more </li></ul></ul></ul><ul><ul><li>Identification of covered current employees </li></ul></ul><ul><ul><ul><li>Does not include “support” personnel </li></ul></ul></ul><ul><ul><li>Methods of tracking </li></ul></ul><ul><ul><ul><li>E-Verify status of employees </li></ul></ul></ul><ul><ul><ul><li>New and/or expiring covered contracts </li></ul></ul></ul><ul><ul><ul><li>New assignments for current employees </li></ul></ul></ul><ul><ul><ul><li>Covered sub-contracts? </li></ul></ul></ul><ul><li>Special union workforce concerns? </li></ul><ul><ul><li>Some union contracts may prevent employer from using E-Verify without violating contractual provisions </li></ul></ul>FAR RULE, CONTINUED… www.jackson-hertogs.com
  16. 16. <ul><li>In response to new questions, USCIS is posting online updates to its E-Verify guidance for federal contractors: </li></ul><ul><ul><li>guidance on transitioning from “covered employee” to “total” enrollment </li></ul></ul><ul><ul><li>Use of expired US passports for US citizens </li></ul></ul><ul><li>Check in with USCIS E-Verify site for updates, (or subscribe to J&H newsletter) </li></ul>E-VERIFY FAR RULE NEWS www.jackson-hertogs.com
  17. 17. <ul><li>Work through your implementation and nonconfirmation processes before you enroll </li></ul><ul><li>Establish an audit process for nonconfirmation tracking and resolution </li></ul><ul><ul><li>there are currently no ticklers in the E-Verify system! </li></ul></ul><ul><ul><li>there are ticklers in 3 rd party employment verification software that handshakes with E-Verify (see Ombudsman’s report) </li></ul></ul><ul><li>Before enrolling in E-Verify </li></ul><ul><ul><li>change your I-9 process and audit I-9s </li></ul></ul><ul><ul><li>train staff who will be responsible for I-9/E-Verify compliance </li></ul></ul><ul><ul><li>set up audit procedures and continue to periodically audit I-9s </li></ul></ul>OTHER CONSIDERATIONS… www.jackson-hertogs.com
  18. 18. <ul><li>Always use current version of Form I-9 </li></ul><ul><li>Latest Section 1 revision: </li></ul><ul><ul><ul><li>Citizen of the US </li></ul></ul></ul><ul><ul><ul><li>Noncitizen national of the US </li></ul></ul></ul><ul><ul><ul><li>Lawful permanent resident </li></ul></ul></ul><ul><ul><ul><li>Alien authorized to work . . . </li></ul></ul></ul><ul><li>Caveat : If E-Verify-enrolled, Social security number now required in Section 1 </li></ul><ul><ul><li>If individual has no SSN (e.g., application pending): </li></ul></ul><ul><ul><ul><li>employer must complete the Form I-9, noting lack of SSN within 3 days and then run through E-verify when SSN issued </li></ul></ul></ul><ul><ul><ul><li>instruction is in the FAQs </li></ul></ul></ul>ISSUES: CURRENT FORM I-9 www.jackson-hertogs.com
  19. 19. <ul><li>Expired identity documents are no longer acceptable </li></ul><ul><ul><li>E.g., expired US passport no longer acceptable </li></ul></ul><ul><li>Must continue to let employee decide what documents to present </li></ul><ul><ul><li>However, if E-Verify-enrolled, document containing a photo ID is mandatory </li></ul></ul><ul><ul><li>This means E-Verify-enrolled employer may be forced to reject once-suitable employment verification documents </li></ul></ul>CHANGES TO ACCEPTABLE DOCUMENTS www.jackson-hertogs.com
  20. 20. QUESTIONS?