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Compliance and E-Verify  Get your files and facts in order! Linda Rahal April 14, 2009
COMPLIANCE  - 3 TYPES OF FILES <ul><li>I-9 Compliance Files </li></ul><ul><li>H-1B Compliance Files – Labor Condition Appl...
I-9 COMPLIANCE - NEW FORM I-9 <ul><li>April 3, 2009 – new Form I-9 and new Handbook for Employers  http://www.uscis.gov/fi...
I-9 COMPLIANCE  New Form I-9 – Other Changes <ul><li>Section 1  – adds a 4 th  box to check: “noncitizen national of the U...
I-9 Compliance   WHO, WHEN, WHAT <ul><li>WHO  – Employers must complete I-9 forms for all employees (except hired prior to...
I-9   Compliance Files WHERE, HOW, HOW LONG <ul><li>WHERE  – worksite  or company’s HQ or other location (must be made ava...
H-1B  - Labor Condition Application (LCA) –WHAT? <ul><li>WHAT is the LCA?  First step in H-1B filed with DOL to show emplo...
LCA PUBLIC ACCESS FILES WHERE, HOW LONG, HOW <ul><li>WHERE  – worksite or principal place of business (available within 1 ...
PERM Labor Certification Application  - WHAT ? <ul><li>WHAT is PERM?  Current Labor Certification Application (Form 9089) ...
PERM Audit File WHAT, WHERE, HOW LONG <ul><li>WHAT is required in Audit File?  Copy of Form 9089 filed electronically, and...
COMPLIANCE FILES TIPS & RECOMMENDATIONS <ul><li>CONSISTENT LOCATION:  Keep I-9, H-1B Public Access, and PERM audit files i...
E-VERIFY - - WHAT? <ul><li>WHAT is E-VERIFY?  </li></ul><ul><li>- Internet-based system operated by partnership between DH...
E-VERIFY - REGISTRATION <ul><li>REGISTER  www.visdhs.com/Employerregistration   </li></ul><ul><ul><li>Employer agrees to b...
E-VERIFY - PROCEDURES <ul><li>Complete Form I-9 </li></ul><ul><li>Complete Section 2 on 3rd day, then E-Verify </li></ul><...
E-VERIFY - PROCEDURES FOR TENTATIVE NONCONFIRMATION (TNC) <ul><li>1. Print notice  - give to employee </li></ul><ul><li>2....
E-Verify – Voluntary? <ul><li>IIRIRA 1996 - made program voluntary and prohibited mandating using E-Verify </li></ul><ul><...
E-VERIFY – Federal Contractors <ul><li>6/6/08 – Executive Order </li></ul><ul><li>Final Rule – requires E-Verify for Fed C...
E-Verify – Law Suit Challenges Federal Contractor Rule  <ul><li>Final Rule – initially effective 1/15/09  </li></ul><ul><l...
E-VERIFY Most Recent Updates <ul><li>Rule for Federal Contractors postponed until May 21, 2009 (at request of U.S. Chamber...
E-VERIFY - PROS <ul><li>PROs </li></ul><ul><ul><li>Takes decision out of hands of employer </li></ul></ul><ul><ul><li>Usin...
E-VERIFY - CONS <ul><li>CONs </li></ul><ul><ul><li>Rate of error  </li></ul></ul><ul><ul><li>Additional cost and burden to...
Linda Rahal  Trow & Rahal, P.C. 5335 Wisconsin Avenue, N.W., #920 Washington, DC  20015         Phone:  202-537-4830 Fax: ...
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Compliance.Everify..Apr.2009

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Presentation on Compliance and E-Verify to local HR group, &quot;Get Your Facts and Files In Order&quot; as of April 14, 2009 - - Updates on I-9, compliance files and E-Verify

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Compliance.Everify..Apr.2009

  1. 1. Compliance and E-Verify Get your files and facts in order! Linda Rahal April 14, 2009
  2. 2. COMPLIANCE - 3 TYPES OF FILES <ul><li>I-9 Compliance Files </li></ul><ul><li>H-1B Compliance Files – Labor Condition Application (“LCA”) Public Access Files </li></ul><ul><li>PERM Labor Certification – Audit Files </li></ul>
  3. 3. I-9 COMPLIANCE - NEW FORM I-9 <ul><li>April 3, 2009 – new Form I-9 and new Handbook for Employers http://www.uscis.gov/files/form/i-9.pdf </li></ul><ul><li>Most significant change: can only accept unexpired documents to complete Form I-9 </li></ul>
  4. 4. I-9 COMPLIANCE New Form I-9 – Other Changes <ul><li>Section 1 – adds a 4 th box to check: “noncitizen national of the United States” </li></ul><ul><li>Old work authorization documents (I-688A and I-699B) and old Temporary Resident card (I-688) no longer accepted </li></ul><ul><li>Docs added to List A : U.S. Passport Card and passports from Federal States of Micronesia and the Republic of the Marshall Islands </li></ul>
  5. 5. I-9 Compliance WHO, WHEN, WHAT <ul><li>WHO – Employers must complete I-9 forms for all employees (except hired prior to 11/6/86 and true independent contractors) </li></ul><ul><li>WHEN – Section 1 on first day by employee; Section 2 on third day </li></ul><ul><li>WHAT – On 3rd day, employee must present original List A (identity/work auth) or List B (identity) and List C (work auth) </li></ul>
  6. 6. I-9 Compliance Files WHERE, HOW, HOW LONG <ul><li>WHERE – worksite or company’s HQ or other location (must be made available within 3 business days) </li></ul><ul><li>HOW – Paper or electronic (June 2006 electronic storage, but a few more requirements) </li></ul><ul><li>HOW LONG </li></ul><ul><li>- either (i) 1 year after date of termination; or (ii) 3 years from date of hire, whichever is later; </li></ul><ul><li>- re-verification – if employee indicated expiration date, requires employer to re-verify (Section 3) </li></ul>
  7. 7. H-1B - Labor Condition Application (LCA) –WHAT? <ul><li>WHAT is the LCA? First step in H-1B filed with DOL to show employer is paying prevailing wage or actual wage, whichever is higher </li></ul><ul><li>WHAT is required for Public Access File? Copy of LCA instructions, signed LCA form, LCA posting notices & certification, OES or other salary survey </li></ul>
  8. 8. LCA PUBLIC ACCESS FILES WHERE, HOW LONG, HOW <ul><li>WHERE – worksite or principal place of business (available within 1 business day) </li></ul><ul><li>HOW LONG – either (i) 1 year beyond date employee is employed pursuant to LCA; or (ii) 1 year beyond date on the LCA, whichever is later </li></ul><ul><li>HOW – Public Access File with salary information – not by employee name </li></ul>
  9. 9. PERM Labor Certification Application - WHAT ? <ul><li>WHAT is PERM? Current Labor Certification Application (Form 9089) filed electronically - - 1 st step of green card when employer is required to conduct recruitment to show no qualified or available U.S. workers </li></ul><ul><li>WHAT is PERM Audit File? File DOL requires employer to maintain with required documentation to show that employer conducted good faith recruitment </li></ul>
  10. 10. PERM Audit File WHAT, WHERE, HOW LONG <ul><li>WHAT is required in Audit File? Copy of Form 9089 filed electronically, and all of the documents to show that employer conducted recruitment according to DOL regulations </li></ul><ul><li>WHERE – Not indicated in regulations </li></ul><ul><li>HOW LONG – 5 years </li></ul>
  11. 11. COMPLIANCE FILES TIPS & RECOMMENDATIONS <ul><li>CONSISTENT LOCATION: Keep I-9, H-1B Public Access, and PERM audit files in same location, but separate from personnel files </li></ul><ul><li>INTERNAL SYSTEMS FOR: </li></ul><ul><li>- re-verification of Forms I-9 </li></ul><ul><li>- retention dates of files (and discard after) / tracking hire & termination dates </li></ul><ul><li>AUDIT POLICY – annual internal audits of company’s files (Trow & Rahal offers this service for employers) </li></ul><ul><li>CONSISTENT POLICIES – I-9 and E-VERIFY </li></ul>
  12. 12. E-VERIFY - - WHAT? <ul><li>WHAT is E-VERIFY? </li></ul><ul><li>- Internet-based system operated by partnership between DHS and SSA </li></ul><ul><li>- registered employers can electronically verify employment eligibility of new hires </li></ul><ul><li>- supplements Form I-9 requirement (doesn’t replace them) </li></ul><ul><li>- compares I-9 information to SSA and DHS databases </li></ul>
  13. 13. E-VERIFY - REGISTRATION <ul><li>REGISTER www.visdhs.com/Employerregistration </li></ul><ul><ul><li>Employer agrees to become familiar with and comply with E-Verify Manual (over 60 pages) </li></ul></ul><ul><ul><li>Designated E-Verify Representative who completes E-Verify Tutorial (and refresher tutorials) </li></ul></ul><ul><li>MEMORANDUM OF UNDERSTANDING (MOU) </li></ul><ul><ul><li>- www.uscis.gov/files/nativedocuments/MOU.pdf </li></ul></ul><ul><ul><li>agreement of usage between the SSA, DHS, and the employer </li></ul></ul><ul><ul><li>Not Safe Harbor </li></ul></ul>
  14. 14. E-VERIFY - PROCEDURES <ul><li>Complete Form I-9 </li></ul><ul><li>Complete Section 2 on 3rd day, then E-Verify </li></ul><ul><li>Within seconds, 3 possible responses: </li></ul><ul><li>(1) EMPLOYMENT AUTHORIZED - - OK to work </li></ul><ul><li>(2) SSA TENTATIVE NONCONFIRMATION </li></ul><ul><li>(3) DHS VERIFICATION IN PROCESS - match referred to DHS for employment eligibility confirmation (24 hrs response in most cases) </li></ul>
  15. 15. E-VERIFY - PROCEDURES FOR TENTATIVE NONCONFIRMATION (TNC) <ul><li>1. Print notice - give to employee </li></ul><ul><li>2. Employee – contest or not contest </li></ul><ul><li>3. If contests - employee returns notice to employer (both need to sign). </li></ul><ul><li>4. Otherwise, referral letter – employer gives to employee & both sign. Employee has 8 work days </li></ul><ul><li>5. E-Verify emails results to employer (10 days) </li></ul>
  16. 16. E-Verify – Voluntary? <ul><li>IIRIRA 1996 - made program voluntary and prohibited mandating using E-Verify </li></ul><ul><li>2008 - 17 month extension for F-1 OPT for students with STEM degrees, only if employer registered for E-Verify </li></ul><ul><li>State Laws – More than 15 states now mandate E-Verify, most in connection with state government contracts </li></ul><ul><li>Federal Contractors – Executive Order and new law, being challenged and stayed until 5/21/2009 </li></ul>
  17. 17. E-VERIFY – Federal Contractors <ul><li>6/6/08 – Executive Order </li></ul><ul><li>Final Rule – requires E-Verify for Fed Contractors with projects >$100,000 and subcontractors with projects >$3,000 </li></ul><ul><li>2 sets of employees (i) all hired during contract; (ii) all assigned to contract (requiring reverification) </li></ul>
  18. 18. E-Verify – Law Suit Challenges Federal Contractor Rule <ul><li>Final Rule – initially effective 1/15/09 </li></ul><ul><li>12/23/08 law suit challenges Federal Contractor rule in violation of Federal Law </li></ul><ul><ul><li>IIRIRA made E-Verify voluntary </li></ul></ul><ul><ul><li>Re-verification not allowed </li></ul></ul><ul><ul><li>Overly burdensome to employers </li></ul></ul><ul><li>1/07/09 – DOJ suspends Rule until 5/21/09 </li></ul>
  19. 19. E-VERIFY Most Recent Updates <ul><li>Rule for Federal Contractors postponed until May 21, 2009 (at request of U.S. Chamber of Commerce in lawsuit) </li></ul><ul><li>New administration to “rethink” role of E-Verify </li></ul><ul><li>Speculation of what will happen? </li></ul>
  20. 20. E-VERIFY - PROS <ul><li>PROs </li></ul><ul><ul><li>Takes decision out of hands of employer </li></ul></ul><ul><ul><li>Using “best means” to verify </li></ul></ul><ul><ul><li>Required in over 15 states (in various forms) </li></ul></ul><ul><ul><li>Shut down unlawful emloyers </li></ul></ul><ul><ul><li>F-1 OPT 17 month extension for STEM degree graduates </li></ul></ul>
  21. 21. E-VERIFY - CONS <ul><li>CONs </li></ul><ul><ul><li>Rate of error </li></ul></ul><ul><ul><li>Additional cost and burden to employers </li></ul></ul><ul><ul><li>Allows audits of E-verify related documents </li></ul></ul><ul><ul><li>Doesn’t provide safe harbor </li></ul></ul><ul><ul><li>Error rate is higher among foreign nationals - - possibly increases potential discrimination? </li></ul></ul>
  22. 22. Linda Rahal  Trow & Rahal, P.C. 5335 Wisconsin Avenue, N.W., #920 Washington, DC  20015        Phone:  202-537-4830 Fax:  202-355-9360 Email:  [email_address] Web:  www.TrowLaw.com

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